Session passes (punch cards)

How it works

• A pass-type item in Sales & Equipment — the product you sell ("10-session card", €90).
• Sessions flagged as pass-deducted — your open/drop-in slots. Regular classes never deduct.
• The roll call — when the coach marks someone present, Paak takes one session off their pass. That's it.

Sell a pass

1. In Operations → Sales & Equipment, click "Add item".
2. Name it (e.g. "10-session card"), set the price, and fill the "Session pass" field with the number of sessions (e.g. 10). That field is what makes the item a pass.
3. To sell: open the item, click "Distribute", pick the athlete, then send the payment link — or record a cash / cheque payment taken at the desk.
4. As soon as the payment is confirmed, the athlete's pass is created automatically with the right number of sessions. Nothing to re-enter.

Someone shows up with a half-used paper card? On their contact page, the Passes section lets you create one by hand with the remaining count.

Flag a pass-deducted session

1. When creating a session (or a recurring series — handy for a weekly open slot), switch on "Pass-deducted session".
2. It is a property of the session, not the athlete: at the same slot, an annual member and a punch-card holder coexist — only the second is deducted.
3. You can also flip the switch on an existing session: Paak recalculates the deductions for attendances already marked.

At roll call

• Mark present → one session comes off the pass (oldest pass first, if there are several).
• Marked by mistake? Switch them to excused or absent: the session is automatically credited back.
• Next to each name, the coach sees the pass balance. Used-up or missing pass: a clear warning shows — attendance is never blocked; collect or renew on the spot.
• The same visit can never be deducted twice, even when marked from two phones.

Deduct several sessions

An attendance deducts one session by default. But sometimes one visit is worth several — a member bringing a guest, or a "premium" session (a clinic, a special course) that costs two or three sessions. At roll call, when you mark the athlete present on a pass-deducted session, a small selector lets you choose the number of sessions to deduct, from 1 to 6.

• Nothing changes by default: the selector stays on 1. You only touch it for these exceptions.
• The deduction always comes from a single pass — the oldest one able to cover the requested number. A single attendance is never split across two passes.
• No single pass covers the requested number? Paak deducts what the oldest one allows, the balance never drops below zero, and the coach sees the warning — attendance is still recorded.
• Corrections work like a single deduction: switch the member to excused or absent and the whole amount is credited back; change the number and Paak re-adjusts the deduction.
• The member's email confirms the remaining balance ("X of N left") after the deduction.

What the member sees

• On each deduction, an email with the session, the date and the remaining balance — plus a renewal reminder as the card runs low.
• In their member portal, the balance is always visible: the email is never their only source.

Annual members

• An annual subscription includes open sessions? On the formule, tick "Free session access included": its active members attend pass-deducted sessions without ever using a card — roll call shows "access included".
• Each formule also picks its validity: tied to the season, or date to date — the subscription starts at payment and runs 12 months, independent of the season. Both models coexist in the same club.

FAQ

Does an empty pass block entry?

Never. The attendance is recorded, the coach is warned, and you sort it out on the spot — Paak informs, it doesn't exclude.

An athlete holds two passes?

Paak uses the oldest first; the next one takes over automatically — on the next attendance, never in the middle of a single deduction.

A member brings a guest?

At roll call, set that attendance's session selector to 2 (up to 6). Paak deducts the chosen number from a single pass — the oldest one that can cover it. By default an attendance deducts just one session.

What if the pass doesn't have enough sessions for the number requested?

Paak deducts what the oldest pass allows, never taking the balance below zero, and the coach sees the warning. The attendance is always recorded — collect or renew on the spot.

Can I sell a single visit?

Yes: create a "Day access — 1 session" item with the pass field set to 1, or take cash and create a 1-session pass on the contact page. Casual visitors never fill in a membership file.

Expiry dates?

Optional, when creating a pass on the member's page. An expired pass no longer deducts, and roll call flags it.