Pass Management

Passes are how members pay for and access training sessions. As an admin, you create pass templates that define the terms, then grant individual passes to members. You can also extend, adjust, or deactivate passes as needed.

Creating a pass template

A pass template defines the structure of a pass — how many sessions it includes, how long it lasts, what it costs, and which trainings it applies to.

To create a template:

1. Go to the pass management section.
2. Create a new template.
3. Fill in the details:
   • Name and description (supports multiple languages if your organization uses more than one locale).
   • Number of sessions included.
   • Price.
   • Validity period in days.
   • Applicable trainings — which training types this pass can be used for.
4. Save the template.

Once saved, the template is available for granting passes to members.

Updating and deleting templates

You can update a pass template at any time. Changes apply to the template itself and do not retroactively affect passes that have already been granted.

Deleting a template is only possible when there are no active passes based on it. If members still hold active passes from that template, you will need to wait until those passes expire or deactivate them first.

Granting a pass to a member

To give a member a new pass:

1. Select the member.
2. Choose a pass template.
3. Confirm the grant.

The pass is created immediately with the full number of sessions from the template. The expiry date is calculated as today’s date plus the template’s validity period in days.

Extending a pass

If a member needs more time on their pass, you can extend the expiry date:

1. Open the member’s active pass.
2. Choose how many days to add.
3. Save the extension.

The additional days are added to the current expiry date.

Adding sessions

Similarly, you can add extra sessions to an existing pass:

1. Open the member’s active pass.
2. Enter the number of sessions to add.
3. Save.

Deactivating and reactivating passes

You can deactivate a pass to temporarily prevent it from being used, and reactivate it later when appropriate. Deactivation does not remove sessions or change the expiry date.

Reviewing pass requests

Members can request passes directly from the app. When a member submits a request, it appears in the Requests tab of the pass management section. A badge on the tab shows the number of pending requests.

You can filter requests by status: Pending, Approved, Rejected, or All.

For each pending request, you have two options:

• Approve — opens the grant pass dialog with the member and pass template already selected. After confirming, the pass is granted and the request is marked as approved.
• Reject — opens a dialog where you can optionally provide a reason for the rejection. The member receives a notification with the reason (if provided).

Approving a request does not automatically grant the pass. It opens the standard grant dialog so you can review the details before confirming.

Pass analytics

The analytics section gives you an overview of how passes are performing across your organization. You can review:

• Per-template statistics: how many passes have been purchased, how many are currently active, how many have expired, total sessions used, and revenue generated.
• Expiring passes report: a list of passes that are nearing their expiry date, so you can proactively reach out to members about renewals.

Use the expiring passes report to identify members who might benefit from a pass extension or renewal before their sessions go unused.