Navigating the BETA Point of Sale (POS)

This is available to gyms on the Club Tier and above.

Before learning how to use our POS system, ensure you’ve understood what the BETA POS is in our dedicated help article below,

⤷ Calculate change for cash payments

You can calculate change directly in the POS. See how in the video below.

⤷ Assign items and check-in a visitor via the POS

Directly from the POS at the end of a transaction, you can assign multiple passes / events / tags and proficiencies to various profiles. The transaction will be linked to one profile, i.e., the profile you link it to, from the "Link Transaction To Profile" pop-up.

You can automatically check-in the visitors too, if selling a Pass Price consisting of a single Entry Type!

Tip: For any bundled passes, such as a Family pass with multiple Entries in a single Pass Price, you would need to transfer each Entry Type from the profile of the visitor that purchased the pass, to each family member.

NOTE, Manually issue a pass to a visitor to skip the transaction/sale process.

Attention: By default, the Check-in from the POS is enabled for quick checking-in of climbers from the POS.

Attention: In the POS it is the Pass Prices that are displayed and not the Entry Types. Once a pass price is sold, the climber profile will get the Entry Type(s) associated to their profile. This can be found under the Passes section on their profile.

Learn more about Entry Types and Pass Prices in our dedicated explainer below,

⤷ POS Payments over the phone

In BETA, you have the option to take payments over the phone, offering convenience to your customers.

Note: To use this feature in your POS, you will need to choose the payment method:

If Stripe is your payment provider, please checkout using “Stripe (card details)”

If Clover is your payment provider, please checkout using “Clover Ecommerce”. A new tab will open where you can enter your card details.

Warning: You are responsible for ensuring compliance with all local laws and regulations when accepting payments over the phone.

⤷ Processing Partial Payments, or Multiple Payment Types

This action is useful when a customer wants to split their payment across multiple methods (e.g., partially with a voucher and the remainder with cash or a card).

Partial payments can be recorded directly through the Events Calendar (if used to pay for an event) or via the Point of Sale (POS), depending on the context of the booking or sale.

Attention:

A transaction remains marked as DUE or OPEN until the full amount is paid.
» DUE: Generates an invoice and issues the items immediately.
» OPEN: Allows additional items to be added later and does not generate an invoice until settled.

Attention:

Issuing items from a cart marks the transaction as "Due." This locks the transaction, preventing further modifications except for adding/removing payments, recalling, or refunding the entire transaction.

Issuing items also triggers automated actions for special products:
» issue tag/proficiency,
» issue passes or vouchers,
» debit stock levels,
» book an event attendance

A transaction that has had items issued can also have its items revoked upon refund or cancellation of the transaction. Refund a transaction/payment, revoke items.

When items are revoked, passes are listed as “REVOKED,” Event Bookings are Cancelled, and any stock depleted by the transaction’s finalization is replenished.

› Partial Payment via the Event Calendar, with DUE transaction for later payment

When processing partial payments through the Events Calendar, setting the transaction to DUE allows you to issue items immediately and generate an invoice for the outstanding balance.

This is typically used when a participant pays part of the fee upfront (e.g., deposit), with the rest collected later.

During this process, you can also specify:

• Who the transaction is linked to, identifying the person responsible for payment.

• Which price they are paying for, using the dropdown to apply the correct rate (e.g. member, concession, etc.).
  
  This is especially useful when one person is paying for multiple participants or covering a specific portion of the total.

› Partial Payment via the POS, for splitting payments

Partial payments in the POS are ideal when a customer wants to split the cost between multiple people or payment methods.

For example, one person might pay part of the total, and a friend covers the rest - or the customer might pay partially with cash and complete the balance with a card. This gives you flexibility to accommodate shared or mixed payments during checkout.

FAQs

› Multiple Payment Types for Stripe Subscriptions

This page explains how to handle taking an initial payment with one payment method for INITIAL PAYMENT, and then setting up the subscription in Stripe. For example, an initial payment of cash, and then set up the Stripe Autobill in the POS, or Card Details from the Stripe Portal.

THIS IS NOT A RECOMMENDED FLOW FOR MANAGING YOUR SUBSCRIPTIONS

Note, you can set up a Stripe subscription through a single step from the POS, follow along here » Sell/Set up a recurring subscription

The Capture Payment Method & the Missing Payment Method! - popup will show once the initial payment is taken. This indicates that you will need to set up the recurring payment in Stripe. SKIPPING THIS STEP WILL NOT SET UP A RECURRING PAYMENT.

Tip: Looking to take a part payment as a deposit, and issue the passes? Available on Business and above. See the below section.

FAQs

› Partial Payments & Issue Pass/Event for future payment (Due payments)

Read below on how to handle partial payments (deposits) and issue passes/register for events through the POS/Visitors Page for later payment.

Send an invoice for a Due transaction, Available on the Business Tier and above,

⤷ Add items to a subscription billing in the POS

In BETA, you can add supplementary purchases, such as snacks, drinks, or rental gear, to a member’s Stripe subscription. You can set limits to the amount of credit that can be spent by a visitor, also known as the membership credit limit. Learn how to set membership credit limits here.

To add supplementary purchases to a visitor’s subscription billing, check out via the Subscription billing payment option in the POS.

Set a custom membership credit limit for an individual,

FAQs

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