Selling a Pass

A pass is classes paid for by a client: in which class, section or program, for how many classes and for what period, and which invoice paid for it. When a teacher marks attendance, one class is automatically taken off the pass.

⚠️ A pass can be sold only on an active one-time plan that has a price on the sale date or a default price. Recurring plans are set up as subscriptions.

Steps

1. Open "Billing" → "Passes" and click "Sell a Pass".
2. In the "Clients" field, select one or more students. Each selected client gets a separate sale. You can select clients from different families. Leave the field blank to sell without a client.
3. In the "Payer" field, select who will pay. Any active member of the workspace can be the payer; parents of the selected clients are shown first. One payer pays for all selected clients.
4. In the "Plan" field, select a plan.
5. In the "Applies To" field, tick everything included in the sale (class, section or program). The student is added to each ticked class. Full classes are shown greyed out with the reason.
6. If at least one item is ticked, choose how to issue the pass:
   • a separate pass for each ticked item (default);
   • one pass for everything the plan covers. It can be used to attend any of the ticked classes, and it can only be refunded as a whole.
7. Set the "Start Date" and, if needed, the "End Date". If no end date is set, the pass is valid until the end date of each ticked class. For a plan priced by class, a whole-workspace plan, or a client without a class, the end date is required.
8. In the "Merchant Account" field, select the account through which the payer will pay the invoice online. Leave the field blank if payment will be made in cash on site.
9. In the "Payment Method" field, select how the client will pay. Discounts or fees with the "Payment Method" rule depend on this.
10. If needed, add a discount or fee: click "Add Adjustment" in the "Discounts & Fees" block (see the Discounts & Fees guide). If the client meets the conditions set in advance for a discount, it is applied automatically.
11. Check the amount in the "Preview" block.
12. Click "Sell a Pass". The invoice and passes are created immediately. If the sale is not possible (for example, there is no price on that date or there are no classes in the selected period), the form shows the reason.
13. Check the result: the new pass appears in the list. The "Sessions Used" column shows how many classes have been used, "Source" shows "Sell a Pass" (sold manually) or "Subscription" (created by a subscription), and "Payment" shows the invoice state: "Paid", "Pending", "Overdue", "Partially Paid", "Refunded", "Cancelled" or "Free".

Managing a Pass

A pass can have the following statuses:
- "Active" — the pass can be used.
- "Used Up" — all classes have been used.
- "Expired" — the end date has passed. The pass is still valid on its last day.
- "Suspended" — classes are not taken off the pass.
- "Cancelled" — the pass has been cancelled.

⚠️ Classes on a pass cannot be changed by hand. All changes are made through the actions below and are recorded in the pass history.

Steps

1. In the passes list, click in the pass's row.
2. Select the action you need:
   • "Details" — two tables. "Attendance" shows when and why classes were taken off: "Class Attended", "Make-up Class", "Manual Adjustment" or "Credit Conversion", and who recorded it. "History" shows all pass events: "Created", "Suspended", "Resumed", "Invoice Created", "Payment Recorded", "Renewed", and so on.
   • "View Invoice" — opens the invoice that paid for the pass.
   • "Adjust Sessions" — in the "Change" field, choose "Add Sessions" or "Remove Sessions", enter the number in the "Sessions" field and the reason in the "Reason" field. The reason is shown in the pass history together with your name. You cannot remove more than is left.
   • "Renew" — opens the sale form with the same client, payer, plan and classes; the start date is the day after the last used class. A new invoice and a new pass are created; the old pass is not changed. For a pass created by a subscription, the "Renew Pass" dialog opens instead.
   • "Suspend" — enter the reason in the "Reason" field. While the pass is suspended, attendance does not take classes off it. The invoice and the end date do not change.
   • "Resume" — after you confirm with "Resume Pass", attendance takes classes off the pass again. Suspended days are not added back, so the pass ends on the same date. If no classes are left, the pass gets the "Used Up" status; if the end date has already passed, it gets "Expired". Resuming a pass created by a subscription also resumes the subscription itself.
   • "Refund or Credit" — refunds money or adds credit for unused classes (see the Invoices guide).
   • "Remove" — after you confirm with "Remove Pass", the pass is removed permanently, and its invoice line stays; cancel the invoice separately if needed. Removing a pass created by a subscription also cancels the subscription. If the pass cannot be removed (for example, classes have already been taken off it), the "This Pass Cannot Be Removed" dialog explains why.
3. Fill in the fields in the dialog and confirm the action.
4. Open "Details" and make sure the action appears in the pass history.