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.

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:
     
     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 completely, 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.