At a Glance • Key Takeaways
- Automated Efficiency: Streamline online bookings, live availability scheduling, and customer communication without manual intervention.
- Live Capacity & Conflict Prevention: Prevent double-booking across staff, rooms, activity sessions, or rental fleet assets in real time.
- 0% Platform Booking Fees: SmartBookings does not charge transaction fees or take percentage cuts of your ticket sales or customer payments.
1. What are Passes?
Passes are prepaid visit bundles or seasonal memberships that allow regular visitors to pay upfront in exchange for discounted repeat admission. They provide recurring cash flow and build customer loyalty.
Popular Pass Examples Across Leisure Venues:
- Mini Golf & Adventure Golf: "10-Round Adventure Golf Pass" (£65.00 — saves £30.00), "Annual Twilight Golf Pass" (unlimited evening rounds).
- Soft Play Centres: "10-Visit Soft Play Punchcard" (£80.00), "Monthly Unlimited Pass" (£29.00/month), "Term-Time Toddler Pass" (Mon–Fri morning access only).
- Trampoline & Inflatable Parks: "5-Jump Frequent Jumper Card" (£48.00).
- Farm Attractions & Zoos: "Annual Family Season Membership" (unlimited farm admissions all year round for 2 Adults + 2 Kids).
2. Creating a Pass Type (Template)
1 Go to Sessions > Passes (EditPasses.aspx).
2 Under Add New Pass, enter the pass specifications:
- Title: Name displayed to customers (e.g. 10-Round Adventure Golf Pass).
- Price (£): Upfront purchase cost (e.g.
65.00).
- Visits Allowed: Enter number of uses (e.g.
10). For unlimited seasonal memberships, leave blank or enter a large number (e.g. 999).
- Validity Duration: Number of days the pass remains valid after purchase (e.g.
365 for 1 year, 30 for a monthly pass).
- Fixed Expiry Date: Or set an absolute calendar expiry date (e.g.
05/09/2026 for a summer holiday pass).
- Valid Activities: Select which session categories the pass can be redeemed for (e.g. 18-hole golf, general soft play).
3 Click Create Pass.
3. Issuing Passes to Customers
Customers can purchase passes online via your public passes portal, or staff can issue them manually:
- Search for the customer in Clients > Customer Search.
- Click Passes in the customer action bar (
ClientPasses.aspx).
- Select the pass type, record the payment (cash/card), and click Issue Pass.
- A unique pass reference code and barcode are generated instantly and emailed to the customer.
4. Redeeming Passes & Front Desk Check-in
Redeeming a visit from a pass is completely automated:
- Online Booking by Customer: When a logged-in customer books an eligible session, the booking screen recognizes their active pass and offers a "Redeem from Pass" option with zero balance to pay!
- Staff Desk Booking: In
BookTickets.aspx, active passes are displayed in green above the price breakdown with a 1-click apply button.
- At Reception / Front Desk Check-in: Staff can scan the customer's pass QR code or barcode with a handheld scanner or camera. The system checks remaining balance, deducts 1 visit, and confirms check-in instantly!
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Frequently Asked Questions
How do multi-visit punchcards work for frequent visitors and local families?
In Marketing > Passes (Passes.aspx), you create digital punchcard packages (e.g. '10 Play Sessions for 65'). Customers purchase the pass online or at reception and receive a unique pass code that automatically deducts one credit every time they book a visit.
Can punchcards be redeemed online by customers or only at the front reception desk?
Pass holders can easily redeem passes online by entering their code at checkout, which reduces the admission balance to 0.00. Front-desk staff can also search and redeem pass credits for walk-in arrivals.
How do I set an expiration date on passes, such as 90 days from first use?
When configuring a pass type, set the validity period (e.g. 90 days, 6 months, or 1 year). The system automatically tracks the countdown from either the date of purchase or the first redemption.
Can punchcard passes be restricted to off-peak weekday sessions only?
Yes. You select which activity categories and days of the week each pass type is valid for, ensuring that discounted weekday loyalty passes cannot be used during peak weekend or bank holiday sessions.
How does SmartBookings prevent pass sharing between different families?
Passes can be locked to a specific registered customer profile or parent account. When redeemed, the attendee name is checked against the pass holder's family profile, preventing unauthorized third-party sharing.
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