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Overview

A pass’s Availability tab decides where it can be used, which customers can use it, and at what times. Together with its Use priority, these settings decide which of a customer’s passes is used when they check in — and whether they can check in at all.

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How to access

Open a pass from Inventory → Passes and go to the Availability tab. Availability settings for a pass

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Locations

Under Select the locations the pass can be used to check in, leave the field empty to allow the pass at its own location and every location below it in your network — shown as <location> + child locations. Select specific locations to allow it only there. If the pass’s location belongs to a network, a callout offers Make pass available across <network>. This moves the pass to the network location so it can be used at every location in the network.

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Customers

Under Select what customers can use this pass, choose:
  • All customers — anyone holding the pass.
  • Contacts — customers without an active contract.
  • Members — customers with an active contract. Optionally pick plans, so only members on those plans can use it.
A customer can hold a pass they’re not allowed to use — for example a members-only pass after their contract ends. It simply won’t be valid when they check in.

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Available times

By default, a pass can be used at any time. To limit it, choose Mon-Fri, Every day, or Weekends and draw the times on the weekly grid, or Always to clear the limits. A pass available on weekdays from 9am to 5:30pm A pass is only valid if the check-in starts — and, when known, ends — inside its available times. If a customer is still checked in when the pass’s time runs out, they’re checked out automatically and Nexudus tries to check them back in with another valid pass. See Automatic check-out.

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Which pass is used

When a customer checks in, Nexudus looks for a pass that’s valid at that location, for that customer, at that time, and that still has time left or hasn’t been used. A day pass already used earlier the same day can be used again. If several passes are valid, the one with the highest Use priority (set on the Pass details tab) is used first. Between passes with the same priority, Nexudus prefers a pass already used today, then passes limited to particular locations or plans, then the cheapest. See How a pass is chosen for the full order. If no pass is valid, the check-in fails — unless pay as you go is set up, in which case a pay-as-you-go pass is used.
Give pay-as-you-go passes Low priority and passes from plans Normal or High, so customers always use what they’ve already paid for before being charged extra.

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Day passes and time-based passes at check-in

  • Day pass — marked as used when the customer checks in. They can check in and out as often as they like until the daily cut-off time set in Settings → Features → Check-in settings.
  • Time-based pass — the time spent checked in is taken off the pass when the customer checks out. Check-in and check-out times are rounded to the nearest 15 minutes. If the pass runs out while they’re on site, they’re checked out and Nexudus tries another pass.
  • Passes — creating and managing passes
  • Pay as you go — charging customers without a pass
  • Check-ins — failed check-ins, plan limits, and automatic check-out