How to Manage Guest Pass and Credit Usage for Class Bookings in Arketa
Managing guest pass and credit usage in Arketa can sometimes lead to confusion, especially when guest bookings consume member credits instead of guest passes. This guide explains how guest passes and credits work, common issues, and steps to resolve them.
Overview of Guest Pass and Credit Usage
Guest Passes: These are specific passes included in some packs or memberships that allow members to book guests for classes without using their regular credits.
Credits: These are the standard units deducted from a member’s pack or membership when they book a class for themselves or a guest.
If guest bookings are consuming regular credits instead of guest passes, it is often due to the settings of the pack or membership.
Common Issues and Troubleshooting
1. Guest Bookings Consuming Member Credits
If a guest booking is deducting from a member’s regular credits instead of using a guest pass, it may be because the pack or membership does not support automatic guest pass allocation. To fix this:
Add a separate guest pass to the member’s bundle.
Remove guest usage from the original pack (e.g., an 8-pack) to prevent it from allocating guest bookings from standard credits.
2. Guest Passes Being Used Instead of Pack Credits
If guest passes are being used when clients book, and you want to stop this:
Navigate to the specific pack pricing option.
Open the "Guest Passes" settings.
Turn off the "Allow guest usage" option. This ensures guest bookings do not consume standard pack credits, leaving the guest pass available for use.
3. Guests Not Appearing Enrolled After Booking
If a guest does not appear in the class after being booked:
Ensure the guest has been booked as a separate attendee through the booking flow. Guests cannot be added to a client’s purchase without completing a separate booking.
Check the class’s booking restrictions or capacity settings. If restrictions are set too low (e.g., 1 attendee), additional bookings may be blocked.
Adjust the booking restrictions to allow more attendees for semi-private or group sessions, then complete the guest’s booking as a separate transaction.
4. Guest Bookings Deducting Credits from Memberships
When guest usage is enabled for a member’s pricing option, each guest booking will consume one of the member’s credits. This is expected behavior unless guest passes are configured separately. If a client needs to replace an unused drop-in credit for another person, you can:
Create and apply a 100% off promo code for a single class to the receiving client.
Alternatively, add a class credit directly to the receiving client’s profile.
To maintain accounting consistency, expire the original client’s unused credit.
Steps to Adjust Settings for Guest Bookings
Go to the specific pack or membership settings in Arketa.
Locate the "Guest Passes" section.
Adjust the settings to either enable or disable guest usage, depending on your preference.
Save the changes and test the booking flow to ensure the settings work as intended.
For enabling guest bookings specifically for drop-in classes, navigate to Setup > Pricing Options > Single Class / Drop-In, open the relevant drop-in option, and turn on the Guest Booking feature. Note that this change will only apply to new purchases of the pricing option.
FAQs
Q: Can I book multiple guests in a single transaction? A: Yes. First migrate to settings > guest list booking and enable multi guest booking on the desired services. Q: Why are guest passes not being used automatically? A: Only recurring packs or subscriptions support automatic guest pass allocation. For non-recurring packs, you may need to manually adjust the settings or add separate guest passes. By following these steps and understanding the system’s functionality, you can effectively manage guest pass and credit usage for class bookings in Arketa. Q: How can a client gift a class to someone else? A: Clients can gift classes by purchasing a gift card through the Gift Card Widget on your platform. The recipient can redeem the gift card for a class pack or other eligible purchases. Q: How can I replace an unused credit for another client? A: You can replace an unused credit by creating and applying a 100% off promo code for a single class to the receiving client, or by adding a class credit directly to their profile. To maintain accounting consistency, expire the original client’s unused credit.