This article describes all General Information Settings and Advanced Settings available when you're creating or modifying a session pass.
General Information Settings
Below are all the general information settings available when creating or modifying a session pass.
Caution: If you include the words Virtual, Video and/or On Demand in the SESSION PASS NAME or DESCRIPTION, the Purchase Option won't be displayed in the store or while a client is booking a service on the Achieve Client App or the Achieve White Label Client App on any iOS devices.
Setting | Description |
Purchase Option Service Category | The services that can be booked with the Purchase Options. The options are:
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PASS NAME | The name of the session pass. The name is viewable by your clients, so it should be both descriptive and brief. This field is required. |
UPLOAD IMAGE | Click to upload an image to represent the session pass in the store and on client profiles after the purchase. |
DESCRIPTION | A description of the session pass. This is viewable by your clients, so it should be both descriptive and creative, but brief. This isn’t a required field, but it is highly recommended. |
ACTIVATE ITEM | Click this button to activate or deactivate the session pass, or to set a deactivation date for the session pass.
For information about deactivating a session pass for an individual client, see Deactivating and reactivating a client’s session pass. |
Visit Restrictions | Select the visit restriction type and parameters for the session pass. Your choices are:
Note: The system may automatically apply visits from an auto-renewing session pass to upcoming booked sessions, which may result in a negative balance of visits on the session pass when Set number of visits is selected under Visit Restrictions. For example, a client owns an 8-session pass with 2 remaining visits. The client is booked into a recurring appointment for 4 sessions. Four visits are removed from the session pass, resulting in a balance of -2. When the session pass renews with 8 visits, it’ll have 6 visits remaining. |
Price | The price of the session pass.
Note: Changes to this setting won’t apply to previously sold Purchase Options. For example, if you increase the price of a Purchase Option from $50 to $60, any previously sold Purchase Options will still reflect the old price, which is $50. |
Taxes | Determines whether taxes are applied to the session pass upon purchase. Your choices are:
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Summary | A summary of the session pass payments including taxes. |
Select Activation Date | Determines when the session pass will be activated. Your choices are:
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Select Expiration | Determine how and when the session pass expires. Your choices are:
Notes:
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After Expiration | Determine what happens after the session pass expires. Your choices are:
Additional options are available when the Auto-renew or Auto-convert to options are selected:
If the Auto-renew option is selected, additional options are available when the Purchase Option Service Category for the session pass is set to Appointments:
If you modify the expiration behavior of a session pass that has previously been sold and try to save your changes, a confirmation popup is displayed with the following options:
The confirmation popup also displays the total number of clients affected by this change. Click the number to display a list of all affected clients.
Notes:
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Access to Appointments | This setting will only be displayed if you’re creating a session pass using the Appointments Purchase Option Service Category.
Click the Search and select items search box to add appointments that can be paid for using the session pass:
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Access to Assets | This setting will only be displayed if you’re creating a session pass using the Assets Purchase Option Service Category.
Click the Search and select items search box to add assets that can be paid for using the session pass:
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Online Store Category | The category or categories that this session pass is listed under in the store. |
Advanced Settings
Below are all the advanced settings available when creating or modifying a session pass.
Purchase Restrictions
Setting | Description |
Client can buy online | When this option is selected, clients can buy the session pass online or through a staff member. The following options are displayed:
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Only staff can sell this Purchase Option | When this option is selected, only staff members can sell this Purchase Option. |
Available to all clients | When this option is selected, all clients can purchase the session pass. |
Introductory offer for new clients only | When this option is selected, only new clients are able to purchase the session pass. For more information about introductory offers, see Creating an introductory offer for new or prospective clients. |
Available to selected client groups or types only | When this option is selected, only clients with the selected client types and members of the selected client groups can view and purchase the session pass. Under CLIENT TYPES and CLIENT GROUPS, select the client types and client groups whose members can view and purchase the session pass in your store. |
Sold individually | When this option is selected, the session pass can be sold individually and separately from other Purchase Options. |
Sold as part of a package only | When this option is selected, the session pass can only be sold as part of a package. |
No quantity limit | When this option is selected, the number of times a client can purchase the session pass during their lifetime with your business is unlimited. |
Limit quantity | When this option is selected, you must enter a number for the limit. Once the client hits the limit, they can no longer purchase the session pass, even if the one they own expires. The limit quantity only affects purchasing and won’t affect auto-renewal.
Notes:
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Purchase Option Priority
Note: This option is only available if it’s enabled in the business policy settings.
Setting | Description |
Priority | When this option is enabled, choose the priority level of the session pass. Your options are Low, Medium, or High.
When booking a service, session passes with a higher priority level will be used to complete the booking process first. If multiple Purchase Options have the same priority level, the Purchase Option with the earliest expiration date will be used to pay for the service first. |
Select Regional Access
Note: This option is only available to Enterprise Cloud businesses. If you manage an enterprise and you can’t view this option, please contact WellnessLiving.
Setting | Description |
Available Regions/ Selected Regions | Determines the enterprise regions where the session pass can be used. If the session pass is purchased at one of the Enterprise Locations in the region, it can be used to pay for services at any Enterprise Location within the region that offers the same session pass.
When a client purchases a session pass at one location and the client is added to other locations in the region, staff members at those other locations will be able to see the session pass and the location at which it was purchased on the client’s Overview page. The session pass will also be visible on the client’s Passes & Memberships page, but staff members won’t be able to view any details or make any changes to it.
Notes:
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Access to Locations
Setting | Description |
All | When this option is selected, clients can use the session pass at all locations. |
Specific locations | When this option is selected, clients can only use the session at specified locations. Select the checkbox next to each location in which the session pass can be used or select the Select All checkbox. |
Access to Classes
Note: This option will only be available if the Purchase Option Service Category is set to Classes/Events.
Setting | Description |
All | When this option is selected, clients can use the session pass to pay for any of your classes, including classes that are created in the future. |
None | When this option is selected, clients can’t use this session pass to pay for any of your classes. |
Selection | When this option is selected, clients can only use the session pass to pay for specific classes.
Click the Search and select items search box to add classes that can be paid for using the session pass:
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Access to Events
Note: This option will only be available if the Purchase Option Service Category is set to Classes/Events.
Setting | Description |
All | When this option is selected, clients can use the session pass to pay for any of your events, including events that are created in the future. |
None | When this option is selected, clients can’t use this session pass to pay for any of your events. |
Selection | When this option is selected, clients can only use the session pass to pay for specific events.
Click the Search and select items search box to add events that can be paid for using the session pass:
Note: If clients can use this session pass to enroll in one specific event instance, we recommend matching the activation and expiration dates of the session pass to the beginning and end dates of the event instance. |
Access to Gym
Note: This option will only be available if the Purchase Option Service Category is set to Classes/Events.
Setting | Description |
Open access | When this option is selected, clients can use the session pass to pay for gym visits. |
No access | When this option is selected, clients can’t use the session pass to pay for gym visits. |
Attendance Restrictions
Note: This option won’t be visible if FitVID Videos is selected as the Purchase Option Service Category.
Setting | Description |
Apply Attendance Restriction | When this option is selected, clients can use the session pass a maximum number of times during a specific number of days, weeks, months, or years.
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No attendance restriction | When this option is selected, clients can use the session pass as many times as they want while it’s active. |
Attendance restriction is applied at the start of the calendar cycle | The attendance restriction set on the session pass will be applied based on actual calendar dates. For example, if a session pass has an attendance restriction of five visits each month, the client can use the session pass for five visits between June 1 and June 30. |
Attendance restriction is applied at the start of the payment cycle | The attendance restriction set on the session pass will be applied based on the date payments for the session pass begin. For example, if a session pass has an attendance restriction of five visits each month and auto-payments on the ninth day of every month, the client can use the session pass for five visits between June 9 and July 8. |
Disable session rollover | When this option is selected, unused visits won’t rollover to the next payment period. |
Enable session rollover | When this option is selected, unused visits will be carried over to the next attendance restriction period. If you enable rollovers, you must choose what happens to the rollover sessions.
Note: If you’re customizing an individual Purchase Option and you select Enable session rollover, you can only set the rollover start date before the purchase date if the session pass hasn’t auto renewed yet and the start date of the session pass is prior to the purchase date. Once the session pass auto-renews, you can’t set the rollover date range to any date prior to the purchase date or the start date that you set for the session pass. |
Do not automatically reconcile unpaid sessions when attendance restrictions reset | When this option is selected, the system won’t automatically reconcile any unpaid sessions whenever new visits are added to the session pass. You’ll have to manually reconcile unpaid visits. For more information, see Reconciling unpaid visits. |
Automatically reconcile unpaid sessions when attendance restrictions reset | When this option is selected, unpaid sessions are reconciled automatically using new visits when they’re added to the session pass.
For example, if a client’s session pass allows one visit per week, and the client has five unpaid sessions for the week, one visit from their session pass will be automatically applied to the first unpaid session when the attendance restrictions reset.
Note: WellnessLiving will automatically reconcile unpaid sessions, using the soonest expiring rollovers first, to make sure clients don’t lose out on sessions.
WellnessLiving selects which Purchase Options to use for automatic reconciliation and rollovers based on the following hierarchy:
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Non-sequential Day(s) Pass
Note: This setting is only available when you set the session pass to expire [x] number of days after the activation date under Select Expiration.
Setting | Description |
Convert to a non-sequential pass | Select this option to convert the session pass to a non-sequential day pass.
A non-sequential day pass expires after using the pass for a set number of days. For example, if you set the pass to expire five days after the activation date and select the non-sequential day pass checkbox, the pass will expire after it has been used on five separate days, instead of five sequential days after the activation date. This allows you to tie the expiration of the session pass to the client’s usage of the pass rather than a time period. |
Contract
Setting | Description |
Clients must agree to a contract | When this option is selected, the client must agree to a contract before purchasing the session pass. Enter your contract in the text field.
If you want clients to sign the contract when this session pass is transferred to them, set the Clients to whom a Purchase Option was transferred must sign a contract option to ON.
Notes:
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No contract | When this option is selected, the client doesn’t need to agree to a contract. |
Client Type
Setting | Description |
Client Type | The type of client a client becomes after purchasing this session pass. Select an option from the list.
Note: If you change the selected client type of a session pass that’s been sold to clients, clients who already own that session pass will have their client type changed automatically. |
Sharing Membership and Passes
Setting | Description |
Share membership with family members by default | When this option is selected, the session pass can be shared between clients whose profiles are linked as family members. Under FAMILY MEMBER, select the type of relationships with whom the session pass will be shared.
Note: If a session pass that is shared with a family member is included within a package, the session pass won’t be shared with the family member when the package automatically renews. To continue allowing the session pass to be shared with the family member, you must manually share it from the package owner’s client profile. |
Do not share membership with family members by default | If you select this option, you can still manually share the membership with a family member. For more information, see Sharing a Purchase Option with a family member. |
Session Pass Hold Rules
Setting | Description |
Session pass can’t be put on hold | When this option is selected, holds can’t be placed on the session pass. |
Session pass can be put on hold | When this option is selected, the session pass can be placed on hold. If you put a session pass on hold, the duration of the session pass increases respective to the length of the hold. For example, if a session pass with an expiration date of December 31 is put on hold for three days, the expiration date will extend to January 3. Session passes set to auto-renew in the general information settings will renew if the session pass is on hold. |
Revenue and Staff Payroll Calculation
Setting | Description |
Include clients who use this Purchase Option payroll calculation | When this option is selected, the session pass is included in the payroll calculation. |
Exclude clients who use this Purchase Option from payroll calculation | When this option is selected, the session pass isn’t included in the payroll calculation.
If this session pass is free, promotional, or both, you can use this option to exclude clients with this session pass from payroll calculations. This is useful because staff members who are paid by the number of clients they instruct will only be paid for those clients who used paid session passes. |
Approximate revenue per session | When this option is selected, revenue is determined per session. |
Approximate revenue based on sessions used | When this option is selected, revenue is determined based on the number of visits. |
Automatic Staff Commissions
Setting | Description |
Select the staff members who will receive automatic commissions for this Purchase Option | When automatic commissions are enabled you can use the checklist under this setting to select which staff members will receive automatic commissions for this session pass. Use the dropdown next to their name to select which of their commission pay rates to use for the automatic commissions. |
Barcode
Setting | Description |
Barcode # | Enter or generate a barcode number to identify this membership in your WellnessLiving system. |
Receipt
Setting | Description |
Default email receipt | Select this option to send your default receipt to a client who purchases this session pass. |
Custom email receipt | Select this option to create a custom receipt to send to a client who purchases this session pass. For information on how to use variables in the email message, see Email variables.
Note: If a session pass that is set up with a custom receipt is purchased at the same time as another item, the client will receive the default receipt and not the custom receipt configured for either of the items. For example, a 10-class session pass and a 12-month membership are both setup with a custom receipt. A client purchases both the 10-class session pass and a 12-month membership together in the same transaction. The client will receive the default receipt instead of the custom receipts set for the Purchase Options. |
Revenue Category
Setting | Description |
Select the revenue categories for this item | The revenue categories to which the session pass is assigned. Click a revenue category to select or deselect it. You can select as many revenue categories as needed.
You can also manage revenue categories from here:
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Direct Buy URL
Setting | Description |
Direct Buy URL | A direct buy URL for the session pass that can be added to your automated notifications, automated marketing campaigns, or your website. Clients who click the URL are brought directly to the purchase page for the session pass in your store. Click Copy to clipboard to copy the URL. |
Termination
🔑 Key tips before you begin
These expiration settings are only available when editing a client’s individual Purchase Option.
Session passes expire at 11:59 p.m. on their selected end date.
Setting | Description |
Terminate | The session pass will be removed from the client’s Passes & Memberships page on the date you select. |
Do not terminate | The session pass will remain on the client’s Passes & Memberships page in their client profile. |