Creating a Free Lesson Pass

Example: Members get 1 free 1-hour private lesson per month.

Step 1: Create the Pass Template

1. Go to Booking Passes page

2. Click Create Booking Pass

3. Enter the name and the description of the pass (optional)

4. Pick Coach that it applies to.

5. Choose Whole Event/Reservation

6. Choose Pass Holder Only as a user type that it can be applied to.

7. If you want your members to share it with their family members, toggle on this setting:

8. Under Coach Restrictions, choose how specific you want to be.

Option A: Any coach, any service

Select "All coach lessons". The pass works for any coach at the club, for any of their services.

Option B: Specific coach, all their services

Select "Specific coaches" → check the coach. Leave their services unchecked — this means the pass covers all services that coach offers.

Option C: Specific coach, specific service (recommended for this example)

Select "Specific coaches" → check the coach → click the expand arrow next to their name → check only "Private Lesson — 1 Hour".

This ensures the pass only covers 1-hour private lessons and only with coaches you chose. If the member books a 90-minute lesson or a different coach, the pass won't apply — they pay full price.

Click Create Booking Pass.

Step 2: Create the Allocation Rule

Now set up automatic allocation so members get passes when their membership activates.

1. Go to Booking Passes → Allocation Rules

2. Click Create Rule

Use this form to choose who will receive these passes, when they’ll be granted, and how often they’ll be issued.

1. Fill out the name and the description (optional)
2.Select the memberships and plans these passes should apply to.

3. Define how often you will grant those passes - e.g. every month, or every week etc.
4. How many days in advance you’ll issue them (Lead Time) - e.g. your members can book 7 days in advance, then they’ll need to have passes 7 days in advance before the new month/week starts.
5. If you check “Allocate for the current ongoing interval”, it’ll create the passes for he current period. Otherwise, it will start generating passes from the next month/week.

6. Under Booking Passes, click Add a booking pass and configure how many passes you want to give per certain period.

Click Save.

How It Works for Members

1. A VIP member books a 1-hour private lesson with Coach Sarah

2. The system finds an available lesson pass and applies it

3. The lesson fee is waived — the pass is consumed

4. If the member books another lesson that month, they pay full price

5. If the member tries to book a 90-minute lesson with Sarah, the pass doesn't apply (wrong service)

6. If the member books with a different coach, the pass doesn't apply (wrong coach)

7. On the 1st of next month, a new pass is allocated automatically

Variations

Any coach: Use "All coach lessons" in Coach Restrictions to let the pass work with any coach at the club. Good for general lesson credits.

Multiple coaches: Check several coaches under "Specific coaches." The pass applies to any of the selected coaches.

All services for a coach: Select the coach but leave all services unchecked — the pass covers any service that coach offers, not just one specific type.

Discount instead of free: Change the Redemption Mode to "Percentage Discount" (e.g., 50% off) or "Fixed Discount" (e.g., $20 off) for a partial discount on lessons instead of a fully free lesson.

Key Points

• "By Hours" is not available for Coach passes — use "Whole Lesson" instead. Each lesson consumes one pass regardless of duration.

• Service-level restrictions prevent misuse — if the membership includes 1-hour lessons, restricting to the "Private Lesson — 1 Hour" service means the pass can't be used for more expensive 90-minute sessions

• Coach passes don't support time-of-day restrictions — coach scheduling is managed through the coach's own availability settings

• Unused passes expire at the end of the month unless you check "Never expires" in the allocation rule