Intro to guest passes

What is a Guest Pass?

A guest pass allows non-members to visit your facility for a one-time visit without creating an account or completing a registration process.

Note: Make sure that you add the guest pass pricing options (add the guest pass package pricing option if applicable) to your Rule Group in the Access Control. Module to allow customers with a guest pass in.

Key Features:

• Guest passes capture the guest’s name and email at the time of issue.
  
  FOH                                                                                     Online
  
  

   

  
   

• The guest receives an email confirmation containing:
  • An access barcode or QR code
  • Details of the guest pass, including the sender’s name and expiration date
  • Terms and conditions of use
    
    
    

How Are Guest Passes Issued?

Guest passes can be issued in the following ways:

1. By Existing Members (Online)

   • Members can invite guests using their guest pass allowance, either from their membership benefits or a purchased package.
     Membership Benefit:
     
     
     
     Membership Benefits Online View
     
     
     
     Purchased Package - Online View:
     
     Purchased Package -FOH View:
     
     
      

2. At Front of House (FOH) for Walk-in Guests

   • Guest passes can be sold or issued for free by staff using a quick button.
     
     
      
   • The guest's name and email are recorded when adding the pass to the cart.
     
     
     
      

3. By Staff on Behalf of an Existing Member

   • Staff can issue a guest pass for a member by selecting the customer and adding the pass to their cart.
   • Payment can be made, or the guest pass can be deducted from the member’s guest pass allowance if available.

Facility Restrictions on Guest Passes

• A guest pass is valid for one specific facility only.
• When issued at FOH, the pass is assigned to the facility where it was purchased.
• When issued online, the member selects from their home venues linked to their membership.
  
  

Guest Pass Expiry & Validity

• Guest passes have a configurable validity period found under the Customer Settings.
• (set in days from the issue date).
  
  
   
• The expiration date and time are included in the guest’s confirmation email.
• Once expired, the pass cannot be used to gain facility access.

Guest Pass Access & Usage

• Guest pass pricing options are integrated into access control rules and apply during facility opening hours.
• Guests can visit the facility at any time within the pass’s validity period.
• When a guest scans their pass at an access control point, it is marked as redeemed.
• To allow multiple turnstile entries or same-day re-admission, use the setting:
  • Turnstile entries granted to guest passes found under the Customer Settings.
    
    
    
     
  • After 24 hours, guest access expires, regardless of this setting.

Guest Pass Allowances

• Members may have a guest pass allowance that enables them to issue guest passes for free via:
  • The online account portal
     
  • Front of House (FOH) staff
• Allowances come from:
  • Membership benefits
  • Purchased packages (issued or sold via FOH or bulk action tool)
     
• Members can view their remaining allowance online.
  
  

Guest Pass Reporting & Tracking

• A guest pass reporting tool is available to track:
  • Issued passes, including guest details and assigned venue
  • Issuer information (who issued the pass)
  • Redemption status (used vs. expired)
• Usage tracking can be enabled for guest pass pricing options, logging redemptions when guests enter a facility.
• Guest passes are recorded in Flow’s financial reporting like other cart items.

Please refer to our guide on how to create a report for more information.