Create a Free Event Pass

Give your members a set number of free event entries per week/month. Each time a member joins a qualifying event, one pass is consumed and the fee is waived.

Example: Members get 1 free Open Play session or 1 Free Clinic per week.

Step 1: Create the Pass Template

  1. Go to Booking Passes page

  2. Click Create Booking Pass

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

  2. Pick Event that it applies to.

  3. Choose Whole Event/Reservation

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

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

  1. Under Event Restrictions, check only Open Play (or Clinic, or other Event type). Leave Reservations and other event types unchecked.

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. Choose how many days in advance the passes should be issued (Lead Time). For example, if members can book 3 days in advance, the passes should be issued 3 days before the start of the new week or month. If passes are issued weekly, also select the day of the week when they should be allocated.
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 Gold member joins an Open Play event

  2. The system finds an available free Open Play pass and applies it

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

  4. If the member joins another Open Play that same week, they pay full price

  5. Next Monday (or the chosen day), a new pass is allocated automatically

Variations

Multiple event types: If you want the pass to cover both Open Play and Tournaments, check both under Event Restrictions. The pass will apply to either type.

Monthly instead of weekly: Change the allocation rule frequency to "Month(s)" and set the day of month. For example, 2 free Open Play sessions per month.

Key Points

  • Each event entry consumes one pass, regardless of the event's duration

  • The pass only covers the event types you selected — other event types are unaffected

  • Unused passes expire at the end of the week (based on the 1-week validity) unless you check "Never expires"

  • Members can see their remaining passes in My Profile → Booking Passes