IN BRIEF
Punch Passes can be redeemed or managed directly within the Office Portal for single-day class enrollments or appointment bookings. This allows staff to manually process passes, override restrictions, and manage expiration or usage details as needed. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Selecting a Class
  • Redeeming the Pass
  • Managing Punch Passes
• Troubleshooting & FAQs
• Related Articles

Overview

The Punch Pass feature allows staff to apply or manage single-use passes purchased by families or assigned to students. Staff can view pass details, redeem available punches, suspend or delete passes, and adjust expiration or usage counts when permitted by user permissions.

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Accessing the Feature

1. From the Families or Students page, open the Enrollments View by selecting the Enrollments icon next to the desired family.
2. The Enrollments section will display two lists:
   • Student Passes – Passes assigned to individual students.
   • Family Passes – Passes shared among all family members.

Each view includes:

• Punch Pass status filter:
  • Active (default setting)
  • Inactive

NOTE: Suspended Punch Passes are considered Inactive for filtering purposes.

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Step-by-Step Instructions

Selecting a Class

1. Locate the family or student, then expand the Enrollments View.
2. Review the list of passes under Student Passes or Family Passes.
3. Use the Punch Pass status filter to toggle between Active and Inactive.
4. For each pass, you can view:
   • Holder Type – Displays the student name if assigned to a specific student. Blank indicates a Family-type pass.
   • Status – Indicates if the pass is active or inactive.
   • Pass Name – The name of the Punch Pass.
   • Active On – The date the pass became active.
   • Expires – The expiration date.
   • Utilized – How many punches have been used.

Actions available:

• Punch In – Opens the Punch-In window to redeem a punch.
• Suspend Punch Pass – Temporarily disables the selected pass for the chosen student (can be unsuspended later).
• Delete Punch Pass – Permanently removes the selected pass.

Note: Deleted passes cannot be restored.

When redeeming a Family Punch Pass, you will first be prompted to select the student for whom the punch will be redeemed.

Once selected, the system displays a list of available classes or appointment timeslots based on:

• The pass restrictions
• The date selected (defaults to the current date)

NOTE: Unlike the Customer Portal/Mobile App, the Office Portal may display classes that are full (if an expected absence exists) or classes where the student does not meet age/gender requirements. This allows staff to override these restrictions if needed.

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Redeeming the Pass

1. Select Punch In next to the class or appointment.
2. The System automatically:
   1. Creates a Single-Day Enrollment in the class or appointment.
   2. Decreases the number of punches remaining on the pass.

[+] Important Details

• If a class meets several times in a single day (e.g., Monday from 7:00–8:00 PM and 8:00–9:00 PM), the student’s enrollment will include all timeslots attached to the class.
• If the class meets on multiple days (e.g., Monday from 7:00–8:00 PM and Wednesday from 8:00–9:00 PM), the student will only be enrolled for the day they punched in.
• Punch Pass enrollment availability may be restricted by the setting “Restrict enrollment start date based on class start time” under Settings > Customer Portal > Other Settings > Class Registration, even when redeeming from the Office Portal.
• For appointments, only the selected timeslot will be booked, even if multiple are available on that day.

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Managing Punch Passes

If a staff member has the required permissions, they can override expiration dates and punch usage from the nested enrollment views under the Families or Students pages.

• Expires
  • The expiration date can be edited if the staff member has permission.
  • The new date cannot be earlier than the most recently consumed punch pass date.
  • If a punch is already consumed for a future date, that date is treated as the “most recently consumed punch pass date.”
• Utilized
  • The number of remaining punches can be edited with permission.
  • The number of available punches must never be less than the number already used.
    • Example: If five punches have been used, the total cannot be changed to four.
  • Selecting the number of used punches opens a Punch-In Log, showing usage by date and class name.

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Troubleshooting & FAQs

• Why can’t I redeem a Punch Pass?
  • The Pass may be suspended, expired, or fully used. Check the Pass status under the family or student record in the Office Portal.
• What happens when a Punch Pass is deleted?
  • Deleting removes the Pass permanently from the system and cannot be undone.
• Can staff override class capacity or age restrictions?
  • Yes. Unlike the Customer Portal, staff can override these restrictions when redeeming Punch Passes through the Office Portal.

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Related Articles

• What Are Punch Passes?
• How Do I Create Punch Passes?
• How Are Punch Passes Purchased/Sold in the Office Portal?
• How Do Punch Passes Work in the Customer Portal?
• How Do Customers Redeem a Punch Pass From the Check-In Kiosk?

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