This help article can assist you in setting up additional FREE event entry to visitors with a specific pass.
Available on the Business tier and above
Firstly ensure you’ve created your desired entry types and pass prices.
Create Entry Types & Pass Prices
This guides covers all you need to know about entry types and pass prices, to get you started.
With BETA, you can grant specific pass holders, such as your ‘members’, free access to specific events if they have the correct entry type.
By configuring entry types, you ensure that only those with the appropriate entry or subscription can register for certain events at no additional cost.
Currently you are not able to set a limit of how many events your passholders can entroll themselves in.
If you wish to set that up, you can use TWO ENTRY TYPES under ONE PASS PRICE.
Create one entry type for general admission
e.g., Monthly Adult Recurring
Create one entry type just for event admission
e.g., Event Entry
Ensure number of uses = number of events you wish to allow entry for.
Ensure entry limitations added for outside of your usual open hours, to prevent visitors from using this event entry type for general admission.
Ensure the event you wish to allow enrollment for has been linked to this event entry type.
Add both entry types to one pass price that is to be purchased by your visitors/members
Allow climbers to control their BETA profile from the Visitors Home. They can control their Passes, Subscriptions, Event Bookings and Enrolment, Wallet and Forms.
Visitors will be required to login with the same credentials (Name, date of birth, and email) that appear on the BETA dashboard. This ensures security, and allows them to control their family/linked profiles too.
Visitors eligible for free event or slot registration can enroll through their Members' Home Widget. This ensures only those entitled can register without charge.
Community and above
Automatically enrolls members in all scheduled events or slots in the specified event template until their subscription billing period ends. This automation renews with each subscription renewal, ensuring continuous enrollment. Please contact the BETA for this type of Auto-enroll automation setup.
Enterprise and above - see help page linked below.
Auto-enrolls members in all scheduled events on a specific day of the week within the chosen template. This continues until the end of their billing period and renews with their subscription, maintaining their regular event participation. Please contact the BETA for this form of Auto-enroll automation setup.
Enterprise and above - see help page linked below.
Set up an Event Auto-Enrol for Subscriptions
Learn how to set up event auto-enrollment for subscriptions, allowing visitors to join scheduled events based on their subscription type.
After creating an entry type, you have the option to customize various features related to that entry type. Features are customisable based on the tier your gym is on, as detailed in the right column.
Free Slot Entries
Allow free slot registration for certain Entry Types. Community & above
SLOTS ARE BEING DEPRECATED.
The Entry type configuration will be displayed as different symbols in your list of Entry Types on the Passes Page, so that you know which settings are related to that entry type.
Gyms on BETA’s Community tier and above can link an entry type to an event template, allowing eligible passholders to enroll for free via the Visitor Home Portal or the BETA app for any event using that template. This setting is configured within the entry type.
On BETA’s Enterprise tier and above, once a recurring subscription membership has been sold, you can also configure the auto-enrol feature to align with the visitor’s needs — for example, enrolling them exactly when they wish to attend an event or course, without requiring them to access the Visitor Home Portal or the app.
Set up an Event Auto-Enrol for Subscriptions
Learn how to set up event auto-enrollment for subscriptions, allowing visitors to join scheduled events based on their subscription type.
Event Member Pricing are only available if the membership is active on the day of the event.This error appears because in the BETA widget, the membership status is validated on the date of the event, not the date of booking. To avoid incorrect pricing, the widget only allows passholder-only prices if your membership is confirmed to be active on the event date itself. For example, if your membership is valid today but could expire or be cancelled before the event takes place, the system cannot guarantee you’ll still be a passholder on that future date.
No, a subscription/member must be ACTIVE and in good standing.
If an event or a course is NOT linked to a pass price (i.e., is not being purchased with a pass), visitors can sign up (thought purchase or for free, if pricing is set to free) to an event online through your generated events widget link.For events that have been associated with an entry type (i.e., has been included in the pass price), participants would need to enrol from the visitor’s home widget. Example: you need to create two prices for the same event template, one of which for purchasing online and one associated with a specific pass price (e.g., a free entrance for gym ‘members’), you will need to How to add these? For people who need to pay (non–entry type holders):Go to the Event TemplateAdd a price to the event (this is what they will pay online, through a Event Widget) For people with a specific entry type (e.g., membership holders) who should get in free:Go to Passes → Entry TypesFind the entry type you want to include (e.g., Annual Membership)Add the event template to that entry typeThis makes the event free for anyone with that entry type, available through the Visitor's Home.
Pass holders need to log in to the Members Home to book evenst/slots for free. If they book through the booking widget on your website BETA cannot validate their pass status, and they may be charged. Ensure all pass holders are aware of this requirement. See here how to Create a visitor’s home widget
Yes it will update for the existing passholders!
As a family admin, log in to the Member Home and switch to your child’s profile to manage their events. Ensure you are logged in to the correct account associated with your child's pass to control their access to events accurately.
Attendees can register without limitations. If you wish to impose any registration limits, you would need to implement policies or checks at the front desk. For non-recurring passes, a visitor cannot book a event past the expiration of their pass.
How to set up event prices for different Entry Type holder
For people who need to pay (non–entry type holders):
Go to the Event Template.
Add a price to the event (this is what they will pay online, through a Event Widget).
For people with a specific entry type (e.g., membership holders) who should get in free:
Go to Passes → Entry Types.
Find the entry type you want to include (e.g., Annual Membership).
Add the event template to that entry type.
This makes the event free for anyone with that entry type, available through the Visitor's Home.
Passes » Track Pass Usage and Expiry: See pass details, including usage history, remaining uses, expiration dates, and the option to purchase more.
Subscriptions » View and Manage Subscriptions: Access subscription timeline, see creation date and upcoming billing, and pause or cancel the subscription as needed. (settings may be controlled by you, Gym Subscription Settings)
Event Bookings » Enroll and Track Events: View enrolled events, check enrollment from purchases or entry-based availability, and sign up for eligible events, based on their Entry Type.
Wallet » Manage Payment Methods: Add or change payment methods, set a default option, and ensure payment details are up-to-date.
Wallet » Gift Cards: View Gift Cards, and the remaining value - copy the gift card ID for ease of use in the BETA widgets.
Wallet » Purchases: View all purchases made, with details on items, dates, and status (e.g., succeeded, refunded).
Forms » Sign Forms: Sign another form at your facility, their form will be pre-filled with their details, allowing for quicker signing.
Forms » Manage Forms: Download completed forms and check status, including notifications if a form is expired or nearing expiration.
The Event Widget is used when you want people to purchase items or events.
The Visitors Home Widget is used when you want people to enroll in events for free.
These two widgets are mutually exclusive, they are designed for different outcomes.If you create and share the correct widget link, you’ll ensure people either purchase (Event Widget) or enroll for free (Visitors Home). Visits Marketing » Widgets to see how to create the different widgets.
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