How Do I Create Punch Passes? – iClassPro Support

IN BRIEF
Learn how to create, configure, and manage Punch Passes in the iClassPro Office Portal. Punch Passes are sold through the Point of Sale (POS) system and can optionally be made available for purchase and redemption via the Customer Portal or Mobile App.

Overview
Accessing the Feature
Step-by-Step Instructions
Suspending or Unsuspending Punch Passes
Troubleshooting & FAQs
Related Articles

Overview

Punch Passes allow families or students to prepay for a set number of class or appointment visits. Once purchased, the Punch Pass can be redeemed as payment for eligible enrollments or bookings.

Administrators can define the pass title, description, usage rules, expiration, tax rate, and availability.

Each Punch Pass can be:

Assigned to a family or an individual student.
Sold via POS in the Office Portal or Customer Portal (if enabled).
Restricted to specific Locations, Programs, Levels, or individual Classes.

Accessing the Feature

In the Office Portal, open the User Menu.
Navigate to Punch Passes.
Select Create New Pass to open the Add Pass dialog.

Step-by-Step Instructions

Title & Description

Title – Name of the Punch Pass as displayed in the POS, Office Portal, and Customer Portal (if enabled).
SEO Slug – Automatically generated URL identifier (can be customized).
Description – Appears with the pass when viewed or purchased.
Assign Categories – The system automatically assigns all Punch Passes to the Passes Point of Sale category.
- If assigned to a subcategory, it will also appear there.
- If a subcategory is marked “not visible,” the pass still appears under the main “Punch Pass” category.
Image (optional) – Upload an image for display in the POS or Portal.

Details

Holder Type
- Family – Pass can be used by any student in the purchasing family.
- Student – Pass can only be used by the selected student at purchase.
Visibility
- Available for Sale – Enables sale within the Office Portal POS.
- Disable Sale on Customer Portal – Prevents sale in the Customer Portal/Mobile App.
  - Requires “Enable Purchase on Customer Portal Point of Sale” under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>PUNCH PASSES to be enabled.
- Disable Redemption on Customer Portal – Prevents redemption from the Customer Portal/Mobile App.
  - Requires “Enable Redemption on Customer Portal” under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>PUNCH PASSES to be enabled.
Pricing Options
- Price – Flat, fixed purchase price.
- Priced Per Use – Price determined by number of uses.
  - NOTE: When purchased via the Customer Portal/Mobile App, families cannot select the number of punches for "Priced Per Use" passes.
    - All “Priced Per Use” passes default to the “Default # of Uses” set in the pass configuration.
      - However, staff can override this default when selling in the Office Portal.
Usage Limits
- Max # of Uses / Unlimited – Define a fixed or unlimited number of punches.
- Max # of Passes Issued / Unlimited – Controls how many of this pass can be sold in total.
Accounting Setup
- Program – Used for reporting when creating charge records.
- Charge Category – Used for filtering financial reports.
- Tax Rate – Choose one of the following:
  - Use Program Tax Rate (default).
  - Select Specific Tax Rate to override Program/Location defaults.
  - Tax Exempt – No tax applied.
Low Punches Email Threshold – Enables automatic “Punch Pass Low” email when redeeming a pass reduces the number of available punches below the specified threshold.
- NOTE: This email uses the template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>iClassPro tab>"Punch Pass Low."
Pass Date Options
- Has Start & Expiration Dates – Defines specific usage dates.
- Has No Expiration (Requires Start Date) – Passes do not expire.
- Expires X Days from Purchase – Automatically sets expiration date the specified number of days after purchase.

NOTE: Expiration dates limit when a Punch Pass can be redeemed but do not restrict the start date of the related enrollment. For example, a pass expiring September 30 can still be used to enroll in an October 3 class if redeemed before expiration.

For Classes

This section limits where and how the Punch Pass can be redeemed. Settings also apply to Appointments if enabled.

Restriction Options:

By Location – Limit redemption to selected Locations.
By Program – Limit redemption to selected Programs.
By Level – Limit redemption to selected Levels.
By Individual Classes – Limit redemption to selected individual Classes.

Important Notes:

If a Punch Pass is restricted to “By Individual Classes” but none are selected, it will be marked as suspended and moved to the “Suspended” section under family/student accounts.
Families who have already purchased the pass will not be able to redeem them until an active class is linked.
A warning is displayed if staff attempt to save a pass without eligible classes selected.

Important Note About Tax Rates

When a Punch Pass is purchased, the tax rate applied will always correspond to the Program at the Location where the sale occurs.

If the same pass is available across multiple Locations, verify that each Program is configured with the correct Location-specific tax rate under SETTINGS>SETUP>GENERAL SETTINGS>PROGRAMS.

Suspending or Unsuspending Punch Passes

Globally Suspending a Punch Pass

Navigate to USER MENU>PUNCH PASSES.
Under the Active tab, select the Punch Pass to suspend.
Scroll to the bottom and select Suspend Pass.
Confirm the action.
Select Save.

Effects of Suspension:

The pass moves to the Suspended tab.
It no longer appears in POS purchase lists.
All issued passes on family/student accounts become suspended.
In the Customer Portal, families see the pass under “Inactive,” labeled “Suspended.”

Globally Unsuspending a Punch Pass

Navigate to USER MENU>PUNCH PASSES.
Under the Active tab, select the Punch Pass to unsuspend.
Scroll to the bottom and select Unsuspend Pass.
Confirm the action.
Select Save.

Effects of Unsuspension:

The pass returns to the Active tab.
It is again available for POS purchase.
All previously suspended passes on accounts become active and redeemable (as long as they are not past their expiration date).

Suspending or Unsuspending Individual Punch Passes

Navigate to the FAMILIES or STUDENTS page.
Locate the family or student for whom you wish to manage Punch Passes.
Expand the Enrollments view to display associated Punch Passes.
To suspend:
- View Active passes and select the Suspend Punch Pass icon.
To unsuspend:
- View Inactive passes and select the Unsuspend Punch Pass icon.
Confirm the action.

Troubleshooting & FAQs

Why can I not see a Punch Pass in the Point of Sale or Customer Portal?
- Ensure the Pass is marked “Available for Sale” and not globally suspended.
Why is a Punch Pass showing as “Suspended” for a family or student?
- The pass was either manually suspended or linked to inactive or unassigned classes.
Why are taxes not calculating correctly for Punch Pass purchases?
- Ensure that the proper Tax Rate is selected in the Punch Pass Details.
- Check that the Program and Location tax rate settings are configured properly under SETTINGS>SETUP>GENERAL SETTINGS>PROGRAMS.
Families can buy a Punch Pass but cannot redeem it—why?
- Ensure that "Enable Redemption on Customer Portal" is enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>PUNCH PASSES.
- Ensure that "Disable Redemption on Customer Portal" is not enabled for the Punch Pass.
- Verify that eligible Classes, Programs, or Locations are assigned under the “For Classes” section.