Managing passes on a visitor’s profile allows you to view the passes’ current status, identify the transaction that issued the pass, and take various actions depending on the pass type. These actions can include setting a start date, adjusting pass expiry, or gifting passes.
Looking to check-in guests onto a pass?
Guest check-in
Learn how to manage guest check-ins, configure entry types for guests, and automate checkouts for a seamless visitor experience.
In BETA, you can transfer i.e., gift a pass from one visitor’s profile to another. Transferring passes can only be performed by staff accounts with desk permission or above. This method is ideal for one-off adjustments.
In the case where a pass has been used or a start date has already been set, a staff profile with Manager permissions or above will need to override the above by either re-crediting an entry or extending the expiry date of a pass by adding bonus days, respectively.
Note, Start Date may only be adjusted for Entry Types/Passes that have not been started yet.
If you forgot to check someone in and need to set a start date of the pass, this feature allows you to set the start date to the past.
A staff member with manager permissions may override start dates, credit entries, or extend expirations if needed.
If you've forgotten to check someone in and they still have a day pass on their profile, you can easily resolve this issue by setting a past start date. This action effectively uses up the pass and clears it from their profile.
Do not cancel the current and then issue another membership/subscription. Instead, you can manage their current one from the user profile. You will simply need to search their profile, choose the manage pass icon next to the pass you wish to edit.Go to Subscription details and choose to Update Pricing and then Update Billing Date for them to gain access to that upgraded membership benefits. If a refund needs to be issued, you can credit the desired amount to their account with via the Adjust Balance setting.Note: The entry will only be issued upon successful payment of the upgraded membership/subscription.
Mistakes can occur, and we understand the frustration of accidental check-ins at the front desk. In BETA you can delete visits and credit a pass directly to a climber's profile.
When a visit is deleted from a visitor’s profile, that visit is automatically credited to the pass associated with that visit.
To remove a visit, you can re-credit an entry back to the pass easily from the Visit History Tab on the Visitor Profile.
No. Once you delete a visit from a visitor’s profile, the associated pass is automatically updated, and the visit is deducted from the total number of visits on that pass. This ensures that your pass records remain accurate and aligned with your visitors' actual attendance.
No, crediting a pass to a climber's account in BETA does not result in a refund. It simply corrects the check-in mistake by adding a pass instance to the climber's profile. Refund processes, are handled separately.
Every pass in BETA is either issued via a transaction (sale or subscription renewal) or issued manually.
By inspecting the pass, you can see which transaction or subscription generated it, allowing you to trace its origin and verify billing or manual issuance.
That pass must have been granted manually or via a one‑off transaction. Check the pass’s “Issued By” transaction reference to see the exact sale or free‑issue record that created it. If at a multi-location site, it could be that their subscription is based at another gym.
To set the expiry date of a pass, you require manager permissions or above. To expire a pass, you can back date the expiry date of the pass, by clicking the 
on the profile.
To Expire the Pass Immediately: Backdate the expiry by setting a past date or adding negative bonus days .By backdating, the pass becomes invalid for check-ins on both the BETA app and the dashboard, effectively removing it from the visitor's profile. This approach is useful for ensuring old or unused passes no longer grant access.
To Adjust the expiry date, Set the Expiry Date to whichever date you want, this will Extend the pass validity by adding days.
Transfer the pass attributed to the subscription, affecting all future issued passes.
See the below article on how to gift/assign a pass - for recurring subscriptions,
Subscriptions Explainer
Find comprehensive guidance on managing subscriptions, including billing, payment methods, and troubleshooting issues within the BETA platform. Access tips for effective subscription management.
If the pass has already been issued to another person, you need to gift that individual pass.
This process can all be done in the POS if you do not want to manage it later,
Navigating the Point of Sale (POS)
This page summarises vital daily actions you can perform directly in the POS.
Access information about the recurring subscription and related passes.
If you've forgotten to check someone in and they still have a day pass on their profile, you can easily resolve this issue by setting a past start date. This action effectively uses up the pass and clears it from their profile.
Do not cancel the current and then issue another membership/subscription. Instead, you can manage their current one from the user profile. Note: The entry will only be issued upon successful payment of the upgraded membership/subscription. You will simply need to search their profile, choose the manage pass icon next to the pass you wish to edit.Go to Subscription details and choose to Update Pricing and then Update Billing Date for them to gain access to that upgraded membership benefits. If a refund needs to be issued, you can credit the desired amount to their account with via the Adjust Balance setting.
From a climber’s profile, you can manually issue an entry type by selecting the desired pass. By default, only day entries are shown, but you can choose to display all available entries, with the “show all” or filter down by using the search bar.
You can also set a start date, which will determine when the pass becomes active. Depending on the pass's expiry settings, the system will automatically adjust the expiration date based on its duration.
On the Passes page, you can manually issue an entry type to a profile. Doing it from the Passes Page is useful for when you wish to issue free passes for multiple profiles.
You can also set a start date, which will determine when the pass becomes active. Depending on the pass's expiry settings, the system will automatically adjust the expiration date based on its duration.
From the Pass:From the Transaction:Open the Manage Pass popup by clicking the gear icon on the pass.Check the top-right corner for the transaction the pass was issued from.Open the Manage Transaction popup.At the bottom, review the items issued in that transaction.Double-click the profile name to open the corresponding profile.
When you log a payment on a pending subscription in BETA, it updates the payment status for that specific subscription to active.
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