Passes Training

Passes allow you to sell products in bulk at a discounted rate. It operates like an online/virtual punchcard. Some examples would be; daycare, drop-in visits, training sessions or a flexible camp pass. You can charge your customer a flat fee for the Pass, provide them a discount of your choice, track the number of times the pass has been used and even track the Unearned vs Earned revenue.

• Pass Product and Redeemable Products
• Pass Type Setup
• Redeemable Product Entry
• Pass Purchase
• Pass Redemption
• Pass Renewal
• Pass Reporting

Products

Pass Product and Redeemable Product(s) need to be created ahead of time. Passes need at least two products associated with the pass to track Unearned vs Earned revenue. The Pass Product will track pass sales and unearned revenue. The redeemable products will track customer uses and when it becomes earned revenue. We recommend setting Unearned Revenue products as their own GL Code, separate from the Earned Revenue products. Earned Revenue products are the ones you will want to ring up in the shopping cart when the customer is ready to use a visit. Typically the product will be a Class/Camp/Team fee or on the Cash Register for direct sales. 

Set Up

Pass Type:

1. Create your Pass by either starting to type "passes" in the global search box or by clicking on the Settings button in the upper right hand corner. On the left hand side, select the Products section and then press "Passes".
2. Click the "+" Button to create a new Pass Type.
3. Name your Pass (keep in mind that your pass name will appear to your customers so have it make sense).
4. Type in the quantity or quantities you want to offer your customers. Instead of creating similar passes, for different quantities, you can separate amounts by commas for multiple pass options (5, 10, 50).
5. Search for the pass product the customer will be purchasing.
• Note: This product should be set up ahead of time with it's own GL Code for tracking purposes to report the Unearned vs Earned revenue.
6. Choose your Discount Amount and Discount Type (percentage or dollar amount). 
7. If you would like the pass to expire, you can enter the days left until your pass expires. If you choose to not have an expiration, leave it empty or enter "0".
• For Month(s), pick the number of months. Expires On is not required, it allows you to set a specific date for the number of months out. (i.e. 2 months Expires on the 15th. If I purchase the membership today 7/12/2016 then the pass will expire on 8/15/2016.) 
• If you choose the 31st as the "Expires On" date, then the membership will use the maximum number of days in that month.
• For Year(s), you can either:
• pick the number of years
• pick the number of years and a date (i.e. "2 years Expires on the 20th". If I purchase the membership today 7/12/2016 then the pass will expire on 7/20/2018.) 
• If you choose the 31st as the "Expires On" date, then the membership will use the maximum number of days in that month.
• or day and month that the membership will expire. (i.e. "1 year Expires on the 31st of December". If I purchase the membership today 7/12/2016 then the pass will expire on 12/31/2016.) 
8. Passes can be available to specific locations in the system if your account has multiple locations listed. By default, they will be applied to "All Locations"
9. Choose whether you want this pass Active or Inactive.
10. Passes can be sold through DASH online, if you choose. Switch the toggle if you want to allow your customers to purchase or renew passes on DASH online.
11. Click "Save new Pass Type"

Add Redeemable Products:

1. From the Pass Type settings page, click the "+" button
2. Enter a product that can be used to redeem the pass
3. Click "Add Redeemable Product"
4. Repeat steps 1-3 to add all redeemable products

Pass Purchase

1. Go to the customer profile page that will be purchasing the Pass. On the right hand side of the page, you will see the section for Passes. Click New. 
2. Choose the quantity or units the customer would like to purchase and press the shopping cart icon when finished.
3. Proceed to checkout.

Pass Redemption

1. When the customer is ready to use their Pass, you will begin to ring up the qualifying product in your shopping cart.
• Note: This product must be listed in the Pass set-up page.
2. If the customer has a pass on their account, you will see a prompt in the cart asking if you would like to use your pass towards the purchase. Alternatively, you can click on the "Use" button from the customer profile if the qualifying product is in your shopping cart. 
• The "parent" account will display all of their "children's" passes listed in the pass section. Also if you are on a child's account, you can see if the parent has any passes.
• If another family member needs to pay for example, and if they have a qualifying Pass, you will be prompted to use their Pass in the shopping cart.
• The only exception will be siblings. Siblings cannot view other siblings passes automatically. If you search for that sibling and invoice them to the shopping cart, you can use their pass.
3. The pass should zero out the qualifying product. After you complete the Checkout the applied use will move from Unearned to Earned revenue. 

Pass Renewal

If a customer would like to purchase more of their Passes, this can be done on their profile page by clicking the "Refill" button in the Pass section. Customers can also refill or buy passes Online, if you have the pass set to be available online.

Pass Reporting

Pass Report: This report lists all outstanding customer passes at a given location by customer. It can be run for a certain time period. Option to include customer contact information. Includes the number of outstanding uses of a punch pass and the expiration date of the pass, if it is applicable. 

Pass Sales: This report lists the gross price, pass discount, invoiced amount and paid amount. 

GL Report: This report downloads or prints debits and credits by general ledger (GL) code. You can use this report to track Unearned GL vs Earned GL.