Help/Fitness Studio/Packs and passes
Packs and passes
A pack is a number of classes to use within a number of days. A pass is unlimited classes for a week or a month. Customers buy them on your studio page or at your desk, then book one class at a time.
Screenshots use a fictional business and figures.
Make a pack or a pass
Go to Packs and passes and press Add a pack or pass.
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The first question is What are you selling?. Pick A pack of classes or Unlimited for a week or month.
A pack of ten classes, to use within 90 days. For a pack, fill in the name, the price, How many classes and Use within (days).
For a pass, fill in the name, the price and For how long: A week or A month. Classes a day stops one person taking three places in one evening; leave it empty for no limit.
Under Which classes can it be used for?, leave Every class or pick the ones it covers.
Leave On sale on and press Save. It appears on your studio page. Switching On sale off takes it off your page; anybody who already bought it keeps it.
When a customer buys online
They pick a pack on your studio page and pay by PayNow, with a reference in the transfer. They press I have paid.
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Go to Packs sold. It opens on the To confirm tab, where their purchase shows Customer says paid.
Purchases waiting for you to confirm the money. Find the reference in your bank. When the money is there, press Money received. If they paid you in cash instead, press Paid in cash. The pack starts, and they get an email saying it is ready.
Sell at the desk
On Packs sold, press Sell at the desk.
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Fill in Their name, Their email and Their mobile (optional). The email matters: they sign in with it on your studio page to book.
A pack sold at the front desk, paid in cash. Pick What are they buying? and How did they pay?: Cash or PayNow or bank transfer. Press Record the sale.
More time, bring it back, cancel
Packs that are in use are on the Running tab, and ones that have run out are on Ended.
- More time on a running pack pushes its end date out.
- Bring it back on an ended pack gives it a new end date, and the classes left on it are theirs again.
- Cancel cancels a purchase that was never paid.
When a pass is about to end, the customer is emailed a reminder a few days before, 3 unless you change it in Settings. If they renew, the new pass starts the day after the old one ends.
Refund the unused part
On the pack, press Refund the unused part. The amount for the classes not taken is worked out for you.
Send the money yourself, from your own bank. The refund is recorded in your accounting as its own line, and the sale is never deleted.
What it does in your accounting
- When the money is confirmed, the sale is not income yet. It goes on your balance sheet as Classes paid for, not yet used.
- GST, if you are registered, is counted on the day it is paid.
- Each class taken moves its share into revenue in your P&L, on the day of the class.
- Classes that expire unused move into revenue on the day after the pack ends.
- A pass moves into revenue evenly, day by day, across its week or month.
You do nothing for any of this. It is worked out from the register, the packs and the dates. Giving a class back, or bringing a pack back, is undone in your accounting too.
Questions
A customer has two packs. Which one is used?
The one that runs out soonest. A pass that covers the day is used before any pack.
Can I change the price of a pack people already bought?
Change it any time. People who already bought it keep what they paid for.
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