This article explores the creation of the different types of passes in BETA.
Before proceeding, please make sure you’ve read the Passes Explainer, which covers the essentials on Entry Types and Pass Prices in BETA, their components, settings, and how they work.
Passes Explainer
Explore our comprehensive guide on understanding passes in BETA, including entry types, pass prices, creation processes, and tracking usage for enhanced gym management.
Be sure to read the Passes Explainer, to learn about the Entry Type Settings.
Passes Explainer
Explore our comprehensive guide on understanding passes in BETA, including entry types, pass prices, creation processes, and tracking usage for enhanced gym management.
Day entry passes allow infinite entries, but only on the day that the Entry Type was initially used.
In BETA, punch passes can be configured in two different ways.
Let’s look at creating a 10 Entry Pass (10 Punch Pass):
Option A » 1 pass price consisting of 1 entry type with 10 entries.

Option B » 1 pass price consisting of 10 entry types with a single entry.

https://www.notion.so/Create-a-non-recurring-prepaid-membership-90ee46b0b3944e63aeff59cf7746ce43
A non-recurring membership pass is a single payment membership that allows multiple entries. Common membership durations include 1 month, 3 month, 6 month and 1 year passes.
A pass price can include multiple entry types, so that when a visitor buys a pass price, they're purchasing the multiple entry types within that pass price.
Such pass prices can include both recurring and non-recurring entry types.
In the example below, we are setting up a Family Day Pass Deal that includes 3 entry types:
1x Adult Day Entry Type AND
2x Child Day Entry Types.
Once the pass price has been purchased by one of the visitors (e.g., the parent), the entry types will appear on the profile of the parent and can then be transferred to the profiles of the children by you/you staff.
Sometimes a single entry type needs to have multiple pricing options. For example, you may want to sell the same entry type (i.e., the same pass) at different rates, such as a standard price and another discounted price for your members, using Price Labels, as in the example in the below video.
In these cases, you can link multiple POS prices to the same Pass Price. This ensures that, no matter which price option is selected, the same entry type is issued at the POS.
You have two main options depending on how you’d like staff to access the facility.
Create an Entry Type just for staff and issue it manually (without payment) to staff profiles. Best for gyms that want to issue access on a fixed schedule (e.g., 6 months at a time), without automatic billing or subscription logic.
Pros:
Fully controlled as only staff with manage (or higher) permissions can assign it
Not visible or available for sale in the POS
No need to collect a payment method
Cons:
Does not renew automatically, if you want recurring benefits (like monthly guest entries), this won't work (See Option 2)
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Set up a specific Recurring Pass Price (e.g., $1/month) linked to a dedicated staff Entry Type, then create a Promotion that applies only to that pass price.
This option is ideal if your staff need auto-renewing benefits, and if you do wish to use subscription billing for your staff’s purchases.
Pros:
Acts like a regular subscription, automatically renews, therefore guest entries and perks reset monthly
Cons:
Must be sold through the POS (ensure it’s hidden from online sales)
Requires capturing a payment method (to avoid billing issues)
You can bypass this by assigning a positive balance (e.g., +$12 to cover a 12-month cycle for your employee). Follow along to adjust the Manage Subscription Credit/Debit Balance.


To create a pass in BETA, navigate to the Passes page and follow these steps:
Create the entry type(s) you would like to form part of the pass
Customise the entry type (choose your settings)
Create a pass price, and select the entry type(s) created in step 1 above
No. In BETA, the functionality to edit a pass price is not available in order to maintain the accuracy of your historic sales reports, as editing a pass price will affect all previous transactions.
If you would like change a pass price of an existing pass, you will first have to archive the current price and then create a new price for that pass price.
It is one month based on the day of the month. If the day of the month on which the pass started doesn’t exist in the subsequent month, it expires on the last day of that month.
E.g. a pass started on the 30th of Jan will expire on the 28th of Feb
If a Day Pass entry type is configured with Validity: 1 day and # of entries: Infinite = the pass becomes valid for one day starting from the first check-in, and during that day, the climber can enter and exit the gym as many times as they want (i.e., infinite uses).
The pass will remain active for unlimited re-entries until it expires at the end of that day.
Pass prices cannot be deleted if they have been sold, as this would lead to errors with the pass.
To correct this, you would need to duplicate the pass price (this time with the correct settings), and then archive the incorrect one.
We would suggest using Option 01: Specific Entry Type for staff as explained in this guide.
We recommend creating a dedicated entry type as this keeps your reporting clean i.e., you can filter and track staff usage separately from customers pass usage if a separate entry type is used.
The best approach is to create an entry type configured as a Day Pass, and name it something like “Corporate Day Pass” for easier tracking and reporting.
Next, create a pass price that includes a bundle of these entry types (for example, 10x your Corporate Day Pass entry type).
When this pass is purchased from a Corporate/Company profile, the account will receive the 10 individual day passes. Each pass can then be transferred or gifted to different visitors as needed.
You can easily track the movement of these entry types if needed from the Logs on the entry type that has been transferred — including finding the profile that purchased the pass and the staff member that initiated the pass transaction & transfer.

Yes. Use a manual entry type (Option 1 above) or make sure your discounted pass price (Option 2 above) is not available for online sale from the Price Availability setting on your PASS PRICE (as shown below).

Guest passes are NOT carried over if not used within the validity time period of the pass.
Guest entries will only renew automatically if you use Option 2 described in this guide above, which is tied to a subscription that renews each billing cycle. If the guest entries are attached to a prepaid pass, they will expire when the pass itself expires.

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