With recurring passes, you can sell term-based classes to guests. Bookings can contain sessions on multiple days for a set duration.
Recurring passes can be used for programmes, courses and holiday activities. If you need an introduction to recurring passes visit this article.
In this article:
Create a recurring pass
- From Venue Manager, go to Products > Create product.
- On the Products page, select Recurring pass.
- Add the following product details:
- 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 for the product. This is how long the session runs from start to finish. Please enter the duration in minutes. For example, 1 hour is 60 mins.
- Once the product is published, the duration cannot be adjusted.
- You cannot create a product with multiple durations such as 60 minutes, 90 minutes and 150 minutes in one product. Each duration will need to be its own product.
- Select all resources that apply to this product at any time.
- This pre-selection will allow you to create your resources in the Ticket types section below.
- You cannot create a recurring pass without a resource.
Create ticket types
- Enter the different Ticket types available for sale, such as:
- Adult, Child and Family tickets
- Peak and Off-Peak tickets
- Complete the following fields to customize each ticket type:
- Name (mandatory)
- Price (mandatory) - do not leave this blank. You can set it to 0 if it is free.
- Resource (mandatory) - please select which resource capacities will be affected by sales of this product. For example, if your venue capacity is 100 and you’ve set up a resource to that effect, you can set your General Admission product tickets to use that resource'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.
Add 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.
Adjust advanced settings
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, eg 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 using Venue Manager or POS
- Deposit - Select the amount required from the guest at the time of booking. This can be the full amount required, 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 - Add-ons appear as a purchase prompt on the checkout page following your product purchases. These 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 ROLLER, you can set whether this pass can be upgraded to a membership product in the POS.
Click Save and go to schedules to complete creating a new recurring pass product. If you were editing an existing product, click Save to record any changes made.
Important notes for recurring pass schedules
There are differences between creating schedules for recurring passes and session passes. Please read the following before creating 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 a recurring pass product. There is no ability to have two different schedules with the same dates. For example, only one schedule can have Wednesday 20th October to 31st October. A new product must be made if you are offering another product during that timeframe. 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 on both Wednesday and Friday, the guest can choose between 5:30 pm Wednesday and Friday OR 7:30 pm Wednesday and Friday. They are not able to choose 5:30 pm Wednesday and 7:30 pm Friday unless they are created as separate schedules.
Create your recurring pass schedules
To create your recurring pass schedules:
- Click Create schedule and give your schedule a name and description.
- Select the Start date and End date.
- Add any exclusion dates to remove non-applicable dates (eg public holidays). From the options menu (3 dots) to the right of the schedule name, select Exclude dates ...
- Choose which days of the week this schedule applies to.
- Select Next.
- The Add sessions popup appears.
- Select the start time of the first session of the day and start time of the last session of the day.
- Enter the session intervals.
- Check the Tickets and Resources tab and adjust if needed. These autofill from your recurring pass product setup. You must have a resource added to create your schedule correctly.
- Click Next.
- All ticket types and their resources will populate under Sessions in the right side panel. You can leave all as is or remove any tickets for time slots you do not want to sell.
- Click Save.
- Repeat the above steps to create any other schedules.
Use cases for creating recurring pass schedules
One day and one time
This scenario books the guest in for the allocated day and time for the period of time specified.
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 and Thursday, this setup books the guest in for both days across the pass duration.
Multiple days but with various time options
In this scenario guests can book 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 setup allows them to choose between:
- 5:30 pm Tuesday and Thursday
- 7:30 pm Tuesday & Thursday