IN THIS ARTICLE:
Learn how to create new Punch Passes in the iClassPro Office Portal.

• Creating a new Punch Pass
  • Title & Description
  • Details
  • For Classes
  • An important note about tax rates
• Suspending/Unsuspending existing Punch Passes
  • Globally Suspending a Punch Pass
  • Globally Unsuspending a Punch Pass
  • Suspending/Unsuspending Individual Punch Passes

The first time you create a Punch Pass, the system will automatically create a "Passes" category in the POINT OF SALE>CATEGORIES section and automatically assign that category to the Punch Pass.

If a Punch Pass is also assigned to a sub-category, it will continue to appear in both areas. If the sub-category they are attached to is marked as "not visible", Punch Passes will continue to show as only attached to the main "Punch Pass" category.

Creating a new Punch Pass

To create a new Punch Pass that can be purchased via the Point of Sale system, navigate to USER MENU>PUNCH PASSES.

Click CREATE NEW PASS:

This will bring up the Punch Pass creation window:

When creating a new Punch Pass, you will need to enter the information below.

Title & Description

• Title – Used to identify the Punch Pass; will be displayed in the Point of Sale, Office Portal (when staff are viewing Punch Pass information) and to parents in both the Customer Portal and Check-In Kiosk (if those options are enabled)
• Description – only viewable to Staff members in the Point of Sale screen.
• Image (optional)

Details

• Holder Type
  • Select Family/Student
    • Family - the Punch Pass can be used by any student associated with the purchasing family.
    • Student - the Punch Pass can only be used by the student selected at the time of purchase.
•  Visibility
  • Available for Sale – determines whether a Punch Pass is available for purchase within the Point of Sale system in the Office Portal. If this option is enabled, Punch Passes will be displayed even if the sub-category they are attached to is not visible (they will simply show as only attached to the main "Punch Pass" category).
  • Disable Sale on Customer Portal - determines whether a Punch Pass is available to purchase from within the Point of Sale system in the Customer Portal/Mobile App. (By default, all Punch Passes are eligible for purchase from the Customer Portal/Mobile App if SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>PUNCH PASSES>”Enable Purchase on Customer Portal Point of Sale” is enabled.)
  • Disable Redemption on Customer Portal - determines whether a Punch Pass is available to be redeemed from the Customer Portal/Mobile App. (By default, all Punch Passes are eligible for redemption from the Customer Portal/Mobile App if SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>PUNCH PASSES>”Enable Redemption on Customer Portal” is enabled.)
• Price/Priced Per Use
  • PRICE – purchase price of the Pass is a single flat amount
  • PRICED PER USE – purchase price of the Pass is determined by the number of uses defined
• Max # of Uses/Unlimited
  • If “Priced Per Use”, this becomes “Default # of Uses”
• Max # of Passes Issued/Unlimited
  • MAX # OF PASSES – limits the number of specific Punch Passes that can be sold
  • UNLIMITED – there is no limit to the number of specific Punch Passes that can be sold
• Pass Date options
  • Has Start & Expiration Dates
  • Has No Expiration (Requires start date)
  • Expires “X” Many Days from Purchase
  • NOTE: The "Expiration Date" is the date after which the Punch Pass is no longer accessible for the families to redeem.  However, it does not restrict the start date of the enrollment for which the punch is redeemed.
    • For example, a Punch Pass that expires on September 30th can still be redeemed for an enrollment that will take place on October 3rd, as long as the redemption takes place before the end of the day on September 30th.
• Program – used when a charge is created for the item; can be used to help filter financial reports to reflect Punch Pass purchases.
• Charge Category – used when a charge is created for the item; can be used to help filter financial reports to reflect Punch Pass purchases.
• Tax Rate – used when a charge is created for the item. Note that if you charge tax for Punch Passes, you will need to ensure that the proper tax rate(s) are associated with the correct Location(s) in your "Tax Rate" settings. (NOTE: See below for another important note about how tax rates are applied when purchasing Punch Passes from different Locations.)
  • Use Program Tax Rate (the system will use the location-specific tax rate associated with the selected Program -- this is the default setting if nothing else is selected)
  • Select a specific Tax Rate (this will override any location-specific tax rate associated with the selected Program)
  • Tax Exempt (if enabled, sales tax will not be figured when a sale is recorded for this Punch Pass, even if a tax rate is assigned to the selected Program).
• Low Punches Email Threshold - used to trigger "Punch Pass Low" email to be sent when redeeming the Punch Pass.
  • NOTE: This notification will use the email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO>"Punch Pass Low."

For Classes

This section allows you to limit the redemption of Punch Passes to specific Locations, Programs, or Classes.

NOTE: Punch Passes can be purchased from any Location.  However, if the Punch Pass is limited by the settings below, it can only be redeemed within the parameters of the selected restrictions.

• By Location/Program/Level
  
  • Location - limits Punch Pass redemption to only classes/appointments at the selected Location(s).
  • Program - limits Punch Pass redemption to only classes/appointments associated with the selected Program(s).
  • Level - limits Punch Pass redemption to only classes associated with the selected Level(s).
• By Individual Classes - limits Punch Pass redemption to only the selected Class(es).

An important note about tax rates

The system will always apply the tax rate associated with the Program at the Location that is selected whenever a punch pass is purchased. Therefore, if you allow the same punch pass to be purchased from multiple Locations, you will need to ensure that you have properly configured the Program to use the correct "Location tax rate" under SETTINGS>SETUP>GENERAL SETTINGS>PROGRAMS.

Suspending/Unsuspending existing Punch Passes

Globally Suspending a Punch Pass

After a Punch Pass has been created, it can be suspended from sale without actually expiring it.  To do this:

1. Navigate to USER MENU>PUNCH PASSES.
2. On the "Active" tab, click on the existing Punch Pass you wish to suspend.
3. Scroll to the bottom of the window and click the Suspend Pass option, then confirm that you wish to suspend the pass.
4. Click Save.

After saving, you will note the following in relation to the Punch Pass:

• The Punch Pass entry has been moved to the "Suspended" tab under USER MENU>PUNCH PASSES.
• The Punch Pass is no longer displayed in the Point of Sale when looking at Punch Passes to purchase.
• All existing instances of the Punch Pass on family/student accounts have also been suspended and therefore cannot be redeemed.
  • On the Customer Portal, families will see the pass listed under the "Inactive" category with an indicator that it was suspended.

Globally Unsuspending a Punch Pass

1. Navigate to USER MENU>PUNCH PASSES.
2. On the "Suspended" tab, click on the existing Punch Pass you wish to suspend.
3. Scroll to the bottom of the window and click the Unsuspend Pass option, then confirm that you wish to suspend the pass.
4. Click Save.

After saving, you will note the following in relation to the Punch Pass:

• The Punch Pass entry has been moved from the "Suspended" tab under USER MENU>PUNCH PASSES back to the "Active" tab.
• The Punch Pass will be displayed in the Point of Sale when looking at Punch Passes to purchase.
• All existing instances of the Punch Pass on family/student accounts have also been unsuspended and will be available for redemption.

Suspending/Unsuspending Individual Punch Passes

Staff can also suspend/unsuspend a Punch Pass on a per-family or per-student level by:

1. Navigating to the FAMILIES or STUDENTS page.
2. Locate the family/student for whom you wish to suspend or unsuspend a Punch Pass.
3. Expand the Enrollments view to display the Punch Passes associated with the family/student.
4. To SUSPEND a Punch Pass, ensure that you are viewing "Active" passes, then click on the "Suspend Punch Pass" icon next to the pass to be suspended.
   • Confirm that you want to suspend the Punch Pass.
5. To UNSUSPEND a Punch Pass, ensure that you are viewing "Inactive" passes, then click on the "Unsuspend Punch Pass" icon next to the pass to be unsuspended.
   • Confirm that you want to unsuspend the Punch Pass.