Create your recurring pass products and schedules

With recurring passes, you can sell term-based classes to guests, including sessions on multiple days for a set duration. They are ideal for programs, courses, and holiday activities. For an introduction, see Encourage repeat visits with recurring passes.

This guide takes you through how to create a new recurring pass and its schedule. 

Create a new recurring pass

1. From Venue Manager, go to Products > Create product.
2. Select Recurring pass.
3. The recurring pass product settings open for you to customize.
   

Content

In this section, enter the basic product information:

• Name (required): This is the name guests see online and staff see at POS.
• Description: Add a short description (150 characters max) for online checkouts.
• Detailed description: Provide more information via a "Learn More" link in online checkouts.
• Image: Upload an image (JPG or PNG, 640 x 390 pixels or 5:3 aspect ratio) to stand out online and at POS.
• Tags: Use tags to manage and group products, such as in online checkouts. Create new tags or select existing ones from the drop-down menu.

Recurring pass details

1. Duration:
   
   
   • Specify the session duration in minutes. This cannot be changed after saving.
   • You can't create a recurring pass product that includes multiple durations. Each duration must be its own product.
     
     
2. Resources:
   
   
   • Select all required resources to manage capacity for all ticket variations. This selection defines which resources you can assign to ticket variations.
   • All recurring passes must have resources to manage capacity. Without resources, you cannot create schedules (the days and times sessions are available for guest purchase).
   • Make sure resource booking rules are correct to prevent overbooking (eg single-booking resource for exclusive use by a guest booking or multiple-booking resource for multiple guest bookings for the area or activity at the same time).
     
     
3. Create your ticket variations:
   
   
   • Create a different variation for each type of ticket (for example, adult, child, and concession, or peak and off-peak tickets). Begin by choosing the placeholder option to customize.
   • Name and price (required): Enter the ticket name and price. You can set the price to 0 if it's free.
   • Resource assignment: Select the appropriate resource from the dropdown menu for each ticket variation to manage capacity as sales occur.
     
     For example, if your venue has a capacity of 100 people, assign the resource set for this capacity to each general admission ticket option. This will ensure that only 100 guests can book tickets for each session.
     
     
   • Description (optional): If each ticket variation has specific information, you can add this information here for guests to optionally review during online purchase.
   • Advanced (optional): Choose from the following advanced variation options. 
     
     

     Setting	Description
     Min & Max purchase limits	Set the purchase limits for your ticket types per online purchase. If you set the minimum to one ticket and leave the maximum empty, guests can purchase up to the maximum capacity of the resource assigned to the ticket. You can also use this option to offer tickets such as a "Group 10+" ticket, where guests must purchase a minimum of ten tickets at $10 each, totaling $100. To do this, set the minimum ticket amount as 10. Guests can then add more individual tickets at $10 each during checkout.
     Make ticket compulsory	Means that guests must purchase the minimum ticket amount if purchasing any tickets in this product. For example, if you have a ticket where adult supervision is necessary, you may want to make this ticket type compulsory. In this case, you may want to set the adult ticket price as 0.
     Group ticket	A ticket type that's designed to admit multiple guests (eg a family pass or party group). If you want to sell a ticket for a family of four for $100, enter 4 in this field, and ROLLER automatically issues four tickets, taking four spaces from the resource assigned to the ticket.
     Tax override	Allows you to choose a tax option for the ticket type which is different from the default tax rate you've selected in your venue settings.
     Override image (POS only)	Override the ticket type image to be different from the standard image for the product in POS only.
     Hide from online sales	Tick the box if you want to hide this ticket type from online sales. This means the ticket can only be purchased through POS or Venue Manager. This will only work if you have a second ticket type in the product.

Sales availability

Set the availability for the product to appear for sale online, at POS and in Venue Manager and the sales cut-off date. 

• Start date: Set when the product becomes accessible for sale across all sales channels (eg online, POS and Venue Manager). The product won't appear at all in these channels for guests to purchase or staff to sell until this date (regardless of scheduled session times for tickets). 
• Cut-off date: Set a deadline to stop online sales before each session begins. This setting does not affect sales via POS or Venue Manager.

Additional options

Customize additional features such as add-on upsell items to boost revenue during online checkout, and/or waivers that guests must complete before participating in the activity. 

Learn more about the options available when customizing and managing your products.

Save and go to schedules

Select Save and go to schedules to create the dates and times your new recurring pass ticket variations are available for guests to purchase. 

What to expect when creating recurring pass schedules

There are differences between creating schedules for recurring passes and session passes.

• If one day is selected across multiple weeks, the guest is booked into each session each week for the schedule period.
• If multiple days are added to the schedule, it will book the guest in for each day in the schedule. For example, if the schedule has 5:30 PM Wednesday and 5:30 PM Friday, it will book them in for both days for the length of the schedule.
• If the schedule has 5:30 PM or 7:30 PM as sessions times available on both Wednesday and Friday, the guest can choose between 5:30 PM Wednesday and Friday OR 7:30 PM Wednesday and Friday. They are not able to choose 5:30 PM Wednesday and 7:30 PM Friday unless they are created as separate schedules.

Create your recurring pass schedules

To create your recurring pass schedules:

1. Select Create schedule and give your schedule a name and description.
2. The Add sessions popup appears.
3. Select the start time of the first session of the day and start time of the last session of the day.
4. Enter the session intervals (eg every hour).
5. Check the Tickets and Resources tab and adjust if needed. These autofill from your recurring pass product setup. You must have added a resource for your product to create your schedule correctly.
6. Select Add sessions.
7. All ticket types and their resources will populate under Sessions in the right side panel. You can leave all as is or remove any tickets for time slots you do not want to sell.
8. To add any more sessions, select Add sessions in the panel. The Add sessions pop-up appears for you to select the times, session intervals, tickets and resources. 
9. Select the Dates for your schedule. Select the Plus icon to select a date (double-click) or date range for your schedule.
10. Choose which days of the week the schedule applies to. By default all days are included.
    
    
    • Deselect the Include every day of the week checkbox to choose the specific days. 
    • Deselect the days you don't want.
      
      
11. Add any exclusion dates to remove non-applicable dates (eg public holidays). From the options menu (3 dots) at the top right, select Exclude dates.
12. Click Save.
13. Repeat the above steps to create any other schedules.

Recurring pass schedule examples

One day and one time

This scenario books the guest in for the allocated day and time for the period of time specified.

Multiple days but same times

In this scenario, guests can book themselves into more than one day and time per week. For example, if there is a learner class available 5:30 PM every Tuesday and Thursday, this setup books the guest in for both days across the pass duration.  

Multiple days but with various time options

In this scenario, guests can book into more than one day per week, but this option gives them the choice of time slots. For example, if there is a learner class available 5:30 PM and 7:30 PM every Tuesday and Thursday, and you want to offer guests two classes a week, this setup allows them to choose between:

• 5:30 PM Tuesday and Thursday
  
  OR
  
  
• 7:30 pm Tuesday and Thursday