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Operations - Session Vouchers
Session Voucher Details
| Name | Short meaningful name |
| Priority | The order in which you want this product to appear for sale |
| Stock Item | |
| Categories | The category is required. If there are multiple categories, session vouchers sold online will be grouped accordingly; otherwise, they will all appear under a single category |
| Description | |
| Comments | |
| Check-in Message | A pop-up message will appear when this product is selected for sale in POS |
| Extra Info | Appears below the pass name and is only relevant if the pass will be sold online |
| Terms Label | This is the label name for the session voucher's terms and conditions (e.g., 'Session Voucher Terms and Conditions') |
| Show Terms on Page | The terms are always printed on the voucher sent to the client. If this setting is "Yes," the terms will also appear at checkout, and the client must check a box to proceed |
| Terms | Provide a detailed list of all terms for this session voucher. If 'Show Terms on page' is set to Yes, the terms will be displayed at checkout, and the customer must confirm they've read them to complete the transaction. These terms will be displayed on the Multi-Visit pass that is sent to the client (see screenshot below) |
| Stop Sell | Yes/No |
| Admin Only | Yes/No |
| Voucher Prefix | The system generates a unique number for each session voucher. This prefix will be added to each unique number issued |
Session Details (see 4 examples below, highlighted in green)
| Unlimited Sessions | Yes/No – Allows unlimited use, or restricts to a set number. |
| Session Qty | (Applicable only if Unlimited Sessions is set to No) Enter how many sessions the voucher allows. |
| Use all Sessions | Yes - All Session vouchers must to be used in one booking No - Sessions Vouchers can be used across multiple bookings on different days. |
| Min Duration | Define the time range for the free pass based on your availability interval. To cover exactly 2 hours, set both Min and Max Duration to 120—this counts as one session. For more flexibility, set Min Duration to 60 and Max Duration to 120. This allows clients to book a 1-hour session with the voucher, while a 2-hour session will require two vouchers or payment for the second hour. If both fields are left blank, the system defaults to the session length of your interval, with longer sessions requiring additional vouchers. |
| Max Duration | Maximum session time in minutes. Set equal to Min Duration for fixed length. Leave blank for default. |
| Duration Increment | Sets the increments (e.g., 30-minute or 60-minute steps) in which session lengths can be booked. |
Expiry Details
| Expiry Type | No Expiry - Voucher never expires Fixed Date - Expires on a specific date. Months - Expires a set number of months from the date of issue. |
| Expiry Date | Enter a fixed expiry date (e.g. 31 Dec 2025). Only available if Expiry Type is Fixed Date, and appears after saving. If left blank, the voucher will have no expiry. |
| Expiry Months | Enter how many months the voucher is valid from the date of issue (e.g. 6). Only available if Expiry Type is Months, and appears after saving. If left blank, the voucher will have no expiry. |
| Last day of Month | If Yes, expiry will fall on the last day of the expiry month. If No, expiry is exactly X months from the issue date. Only available if Expiry Type is Months, and appears after saving. |
Costs & Taxes
| Cost | Enter the total selling price of the voucher. This is the amount customers will pay when purchasing it. |
| Tax Category | Choose the applicable tax rate (e.g. GST). The system will calculate the tax-inclusive or tax-exclusive price accordingly based on your business settings. |
| GL Account Code | Select from a dropdown list (see help guide Create GL Account Codes) |
| GL Cost Centre | Select from a dropdown list (see help guide Create Cost Centers) |
Restrictions
| Valid From | |
| Valid To | |
| Individual Use Only | Yes - All sessions in the booking must be for the same individual. No - Sessions can be used across multiple individuals in the same booking. |
| Limit Usage | Allows you to control how often a session voucher can be redeemed within a specified timeframe. Yes - Set a specific usage limit (e.g., 1 use per day). No - Unlimited redemptions within the voucher’s validity. Examples:
Note: A customer can use the voucher in separate transactions on the same day to book sessions for different dates |
Examples using a product called JUMP that draws from an availability pool that has 30 minute intervals.
Example 1:
In this scenario, each of the session vouchers will be valid for a 1 hour session.
Customer books a 90 minute session.
When the session voucher is applied, 1 Session voucher is used, ONLY 60 minutes will be credited and the customer will have to pay for the additional 30 minutes.
And the remaining 30 minutes will need to be paid for:
Example 2:
In this scenario, each of the session vouchers will be valid for 1 x interval with a minimum of 60 minutes and a maximum of 120 minutes.
Customer books a 90 minute session.
When the session voucher is applied, 3 Session Vouchers are used, 90 minutes will be credited and the customer will not have to pay any additional fees.
When the session voucher is applied, 3 of the session vouchers will be applied, with no balance to pay:
Example 3:
In this scenario, each of the session vouchers will be valid for 60 minutes with a minimum of 60 minutes and a maximum of 120 minutes.
Customer books 1 x 120 minute session.
When the session voucher is applied, 2 Session Vouchers are used, 120 minutes will be credited and the customer will not have to pay any additional fees.
Example 4
In this scenario, each of the session vouchers will be valid for 60 minutes with a minimum of 60 minutes and a maximum of 120 minutes.
ALL of the session vouchers need to be used in a single transaction.
Customer books 1 x 120 minutes session.
They CANNOT use their session voucher because they need to use all 10 sessions. This can be achieved by either booking 5 x 120 minute sessions OR 10 x 60 minute sessions.
