A rental pass lets your customers pay once and book later. Package court, field, or rink time (for example, 10 × 1-hour court rentals), sell it at the front desk, and redeem it right in the reservation flow. No math at the desk and no invoice for every visit.
What this helps you do
Sell space time upfront as a pass with a set number of uses.
Control the length of each use, when the pass expires, and how often it can be used.
Limit the pass to members.
Collect forms when the pass is bought and, new, each time it is redeemed.
Rental, lesson, or program pass?
A rental pass covers spaces.
A lesson pass is a rental pass with an instructor as the primary resource (see Set up a lesson pass).
Passes for classes and clinics are set up in Programs (see How to Create a Program Pass).
Before you start
Rental passes use the same editor as rental products, so set up your spaces and rental categories first. See Setting Up Rental Products.
Step 1: Create the pass
Go to Rentals → Passes and click +.
On General Settings, enter a name. Tip: include the uses and length so staff can spot it fast, for example Court Pass – 10 × 1hr.
Pick the Product Category and activities, just like a rental product.
Under Resource Assignment, choose the Spaces the pass can be used on.
Creating a rental pass: General Settings → Pricing → the new pass in the Passes table.
Step 2: Set pricing and uses
Open the Pricing tab and fill in the pass block:
Duration: the length of one use (0.5 hr, 1 hr, 1.5 hr, 2 hr, Full Day, or Custom).
Pass Price: what the customer pays for the whole pass.
Total Quantity: how many uses the pass includes.
Expiration: how long the pass stays valid after purchase, for example 90 Days.
Quantity Limit (optional): the most uses allowed in a set timeframe, for example 5 for every 1 Day.
Pricing tab: 1 hr duration, $200 pass price, 10 uses, 90-day expiration, limit of 5 per day.
Step 3: Limit it to members (optional)
To sell the pass only to members, set membership eligibility the same way you would on a rental product. When staff sell a members-only pass to someone without the membership, they are prompted to add it at checkout (see Sell a rental or lesson pass in the Back Office).
Step 4: Add forms
In Forms & Documents, choose:
Forms Upon Purchase: signed once, when the pass is bought (for example, your rental waiver).
Forms Upon Redemption: filled in each time the pass is used. Want to know a client's preference for the session? Ask them!
Forms & Documents: a form at purchase and a separate form at redemption.
Step 5: Save
Click Save. The pass appears in the Rentals → Passes table with its spaces, uses, length, price, and status, ready to sell.
Good to know
Edits affect future purchases only. Passes you have already sold keep the settings they were bought with.
No peak / off-peak pricing. A pass has one price, and each use covers the booked time whenever it falls.
Subscription passes aren't available yet. Passes are a one-time purchase for now.
Uses round up. Booking 90 minutes on a 1-hour pass uses 2.
Expired or used-up passes don't show in the pass picker. If a pass expires before the booking date, staff see a warning and can still continue.
Online booking is coming. In an upcoming release, your customers will be able to buy and redeem passes in the online booking portal.