This article will outline how to create a recurring pass, if you need an introduction to recurring passes visit this article.
- Create a Recurring Pass
- Ticket types
- Creating a schedule with one day and one time
- Creating a schedule with multiple days but same times
- Creating a schedule with multiple days but with various time options
- Recurring pass advanced settings (deposits, Add-ons, waiver)
Create your product
Hover over Products and select Create product
On the Products page, select the Recurring pass option
Add the following information about the pass:
- Name (mandatory)
- Short description - shown in the online checkout
- Full Description - shown in the online checkout Terms & Conditions - shown in the online checkout and email confirmations
- Reporting category - select from your predefined categories
Set the duration of the product, this is how long the session will run from start to finish. Please enter the duration in minutes, for example, 1 hour is 60 mins.
Select all the locations that will apply to this product at any time. This pre-selection will allow you to configure the locations in the Ticket Types section below. You cannot create a recurring pass without a location.
Enter the different Ticket types available for sale. For example, you may have an Adult, Child and Family tickets; or Peak and Off-Peak.
Each ticket type requires:
- Name (mandatory)
- Price (mandatory) - do not leave this blank, you can set it to 0 if it is free
- Location (mandatory) - Please select which locations capacities will be affected by sales of this product. For example, if your venue capacity is 100 and you’ve set up a location to that effect; you can set your General Admission product tickets to use that location's rule so that only 100 people can book in every hour
- Description (optional) - if each ticket type has specific information, you can add this information here
- Advanced (optional)
- Min & Max purchase limits - set the minimum and maximum that can be sold for each ticket type per transaction
- Force minimum purchase -means that guests cannot continue a transaction without purchasing this item. It is compulsory, for example making it mandatory to have an adult ticket purchased for toddler tickets. Please note if you have multiple products in your checkout you should not use force min purchase as it will add the product to the guests checkout regardless of the product they select
- Group ticket - an example is a family pass
- Tax override - allows you to choose another tax option for the ticket type
- Reporting category - override the reporting category for this ticket type
- Image - override the ticket type image to be different from the standard image for the product
- Online Sales - Tick the box if you want to hide this ticket type from online sales. This means the ticket can only be purchased through POS or Venue Manager. Please note, this will only work if you have a second ticket type in the product.
Product instructions (optional)
Include any important product specific information as this will be included in the confirmation email sent to the guest after purchase. This could include information on arrival times, included items, what they can/can't bring along.
Creating a Recurring Pass follows the methods of the Session pass schedule builder with some distinctions. Please read the following before creating a schedule or schedules for recurring passes:
- A schedule must be created for each recurring pass schedule, if multiple days are added to one schedule, it will book the guest in for each day in the schedule. For example, if the schedule has 5:30 pm Wednesday and 5:30 pm Friday, it will book them in for both days for the length of the schedule
- There cannot be conflicting dates in the product - there is no ability to have two different schedules with the same dates e.g. only one schedule can have Wednesday 20th October to 31st October. A new product will be require to be made if you are offering another product during that time frame. Best practice would be to create a product for each type of recurring pass
- It is possible to add multiple times to a schedule for guests to choose from - if the schedule has 5:30 pm or 7:30 pm as sessions times available and both Wednesday and Friday - the guest can choose between 5:30 pm Wednesday and Friday or 7:30 pm Wednesday and Friday. They will not be able to choose 5:30 pm Wednesday and 7:30 pm Friday unless they are created as separate schedules
Creating the schedule
Step by step instructions:
1. Click +Create new schedule and give your schedule a name
2. Click +Add dates and choose which days of the week this schedule will apply to as well as the start & end dates; click Add dates to schedule button. You can also add exclusion dates to quickly remove any non-applicable dates e.g. public holidays
3. Under Session times, click +Add session, enter the start time of the first session of the day. All ticket types and their locations will pre-fill below; you can leave as is or remove any tickets or locations you may not wish to sell at this time
4. Click Done
Repeat the above steps to create other schedules
Creating a schedule with one day and one time
This scenario will book the guest in for the allocated day and time for the period of time specified.
Creating a schedule with multiple days but same times
In this scenario guests can book themselves into more than one day and time per week. For example, if there is a Learner class available 5:30 pm every Tuesday & Thursday, this configuration will book the guest in for both days across the pass duration.
Creating a schedule with multiple days but with various time options
In this scenario guests can book themselves into more than one day per week but this option gives them the choice of time slots. For example, if there is a Learner class available 5:30 pm and 7:30 pm every Tuesday & Thursday and you want to offer guests two classes a week, this configuration will allow them to choose between 5:30 pm Tuesday & Thursday or 7:30 pm Tuesday & Thursday.
You can adjust the following:
- Exclusion Period - Enter any dates your venue will not be open if you have not excluded them in the schedules above
- Sales start date - Decide and schedule when the product is available for sale, e.g. the product is for New Year's Eve but is only available for sale from December 1st
- Sales cut-off - This is how long prior to the session beginning that you would like to cease accepting online bookings. For example, for Party bookings, you may want sales to close up to 5 days in advance to allow for catering and staffing preparations. This setting will not affect the ability to create bookings internally via the Venue Manager or POS
- Deposit - Select the amount required from the guest at the time of booking. This can be the full amount required; or partial payment (deposit) of a % or a $ value. If a guest adds additional items to their purchase these will be added on top of the deposit and charged at checkout
- Add-ons - appear as a purchase prompt on the page following your products. These will only appear if this product gets added to the cart. Create your add-on products and select them from the drop-down here and click +Add
- Product category - select from your predefined product categories
- Tax - set the tax rate
- Waiver - Select the applicable waiver you require guests to sign to participate in this product
- Forms - Select a form that you have created to request additional information either in the online checkout or linked in the guest email confirmation. You can only select one in the drop-down menu
- Alternate address - applies only if your venue offers products that occur at an alternate location to what is set in your account details
- Upgradable product - if the membership feature is activated in your platform, you can set whether this pass can be upgraded to a membership product in the POS
Click Save once the product has been created