Paying for Bookings with a Pass
Customers who hold a membership pass can pay for a booked session with it instead of money. On the storefront the option is called Use your Membership, at the POS Use Membership (both follow your pass word). It shows in Booking shops while the Memberships & passes business feature is on.
How it works
- one booking uses 1 credit from a Credits or Time + credits pass
- a Time-based pass is not debited, but the use still counts toward its limit per day and limit per week
- add-ons on the session are still paid in money
- the session price is not charged. Its value is recorded as Paid with a pass, apart from revenue, because the revenue was already counted when the pass was sold
- an order paid entirely with passes is Paid at once with no payment step, under the system payment method Paket / Pass. Coupons cannot be used on such an order
- mixed orders (a session paid with a pass plus items or sessions paid in money) work too: the money part uses the chosen payment method as usual
The total is always worked out by the server. The storefront and POS ask the server every time a pass is picked or changed.
On the storefront
- the customer signs in and picks a service and time as usual
- at checkout, Use your Membership lists the customer's passes: plan name, credits left or valid-through date, and holder, plus Don't use it, pay normally. Passes that cannot be used are greyed out with the reason
- once a pass is picked, the summary shows Paid with Membership and the new total. When everything is covered, payment methods, vouchers, and points are hidden and the button reads Book with Membership
- an order covered entirely by passes goes straight to the order page, with no payment screen
On the order and booking pages, that session shows Paid with Membership instead of a price.
At the POS
When creating a booking order at the POS, pick the customer first, then choose Use Membership on the booking line (or Pay normally). Collect the total shown. A sale covered entirely by passes shows Paid in full with the Membership. No payment needed. The receipt prints that line with a Paid with Membership note.
Creating a sale from the Dashboard (Create Sale) cannot use a pass yet. Use the POS, including the Cashier menu of the Dashboard app.
In the Dashboard
The Dashboard shows the result:
- the booking detail shows the pass that paid for it, its state (Paid with a pass, Credit returned, or Credit forfeited), the Session value, and an Open the pass link
- the sale detail shows Paid with a pass on that line and in the totals
When a pass can pay for a session
| Condition | When it is not met |
|---|---|
| the customer is signed in (storefront) or picked (POS) | asked to sign in / pick a customer |
| the line is a booking (a timed service or a fixed session) in a Booking shop | only a booked session can be paid with a pass |
| quantity 1 | a pass pays for one session at a time |
| the pass belongs to this customer | pass not found |
| the service belongs to the shop. A seller's service (multivendor) can only be paid with that seller's own plan | not valid for this booking |
| the holder matches: a booking for a given attendee needs a pass held by that attendee, a booking for the customer needs their own pass. A pass whose holder is only a typed name cannot pay for bookings | not for the person on this booking |
| the session is within the pass's coverage. A branch-limited pass can only be used at that branch's till, not on the storefront | not valid for this booking |
| the pass is valid on the booking day: started, not ended, not frozen, not past due | cannot be used, with the reason |
| credits are left | no credits left |
| the per-day / per-week limit on the booking day is not reached (other bookings in the same order count) | limit reached |
When a booking changes
| Event | Credit |
|---|---|
| the order expires, is canceled by any path, or is fully refunded | returned |
| the customer cancels before the free-cancellation window | returned |
| the customer cancels after the free-cancellation window | forfeited (kept by the shop) |
| the shop cancels the booking | returned when Return the credit to the pass is on (default), forfeited when not |
| the provider cancels or does not show up | always returned |
| the customer does not show up | returned, unless A no-show uses up the pass credit is on |
| the booking is completed | stays used |
| reschedule | the pass is checked again for the new day. When the day changes, the use moves to the new day (credits unchanged) |
The free-cancellation window is the same Free-cancellation window (hours) as for booking deposits. The cancel preview tells customers and staff whether the credit comes back.
Customers can cancel by themselves only orders that hold one booking paid entirely with passes. The shop cancels mixed orders from the order, and the credit comes back.
Setting
In Booking Settings, A no-show uses up the pass credit (off by default) decides what happens to the credit when a customer does not show up. Off = the credit comes back. The setting shows only while Memberships & passes is on.
Limits
- a seller's services in a multivendor shop cannot be paid with a shop pass, only with that seller's own plan
- one credit per booking, so a booking of several seats at once cannot use a pass
- a pass that ends or is canceled after a booking was made does not cancel that booking. A credit that comes back later returns to that pass even if it can no longer be used
- the system payment method Paket / Pass shows locked in Payment Methods with the note "Used automatically when a pass pays the whole order." and cannot be switched on or picked by hand