# Passes, credits and make-ups

> How a class place is paid for, how passes are sold and used, what a late cancel does, and how make-up credits work for term programs.

Who this is for: Anyone with “Run classes” or “Book and take rolls for anyone” or “Book classes for your household” (by default: Administrator, Head Coach, Casual Staff, Member).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/classes/passes-and-credits/

Every place in a class is paid for in one way, and the button a member presses always names it first. This article explains each way, how passes are sold and used, what a late cancel does, and how make-up credits work for term programs.

## How a place is paid for

For each person and each session, Sports Club OS offers the ways that apply, in this order:

| The button says | What it means |
|---|---|
| **Book: included** | A price for the class says it is included with that person's membership. Nothing to pay |
| **Book: first session free** | The class gives a first session free, and the person has not been before |
| **Book with Squad 10-pass (6 left)** | The household holds a pass this class takes. One session comes off it |
| **Book: $22 on your account** | The fee goes on the household's account. The club sends one invoice a month for classes booked one at a time |
| **Book: $25, pay Front Wall Squash** | The class is run by a business that collects its own fees. Sports Club OS records the booking and the price; the member pays the business |
| **$25, pay at the club** | Someone who is not a member, who asked for a place from the public page, pays at the office when they come |

Where a person has a pass and could also pay a fee, they are asked **How would you like to pay?**, with the cheapest way chosen. Where several fees apply (one for members, one for visitors), the lowest one is used. A person no price applies to cannot book, and the class says who it is for.

Term programs, courses and camps are paid for once, for the whole program. See [Terms and enrolment](https://sportsclubos.net/help/classes/terms-and-enrolment/index.md).

## Passes

A pass is a number of sessions bought ahead, used within a number of days, for the classes it lists. Anyone in the household can use it.

### Set up a pass

1. Open Club > Classes > Providers and press **Passes**. Each pass shows its price, its sessions, how long it lasts, how many are **held now**, how many **sessions unused**, and how many expire soon.
2. Press **New pass**, or **Change** on a pass. Fill in **Name, as members see it**, **Sessions**, **Price** and **Days to use it in**, and press **Save**.
3. Under **Classes that take it**, tick each class it can be used for. A pass is never offered for a class that is not ticked.

A class also lists the passes it takes under **Passes accepted** in step 3 of **New class**.

### Sell a pass

1. On **Passes**, press **Sell one** on the pass.
2. Under **Who is it for**, find the person.
3. Press **Sell: $200** (the pass's price).

An invoice for the price is raised to the head of the household, and the pass is the household's straight away. Selling a pass needs permission to raise invoices as well; the Head Coach and Casual Staff have it by default.

> **Not built yet:** members buying a pass for themselves. The office sells it.

### Using a pass

- Booking takes one session off the pass, and the button says how many are left.
- Cancelling before the class's free-cancelling time puts the session back.
- An expired pass is not offered.
- Members see their household's passes on **My classes**, with sessions left and when each expires.

## Late cancels

A class can have a free-cancelling time, for example 12 hours before the start. Before then, cancelling costs nothing: a pass session goes back and an account fee comes off. After it, the member is told before they confirm, for example **It is less than 12 hours before the start, so this session of your pass will be used.**, and the button is **Cancel anyway**.

Whether a late cancel uses the session is your club's choice. With it on, the pass session is used and an account fee still applies. With it off, the pass session goes back and the fee comes off. A business that collects its own fees may still ask for its fee after a late cancel. There are no extra fees.

> **Your club decides:** whether a late cancel uses the session, on the **Classes** tab of Settings. Each class's free-cancelling time is set with **New class**.

## Make-up credits

A make-up credit gives a child in a term program another session, when they miss one for a reason the club accepts. It is given:

- when the club cancels a session for wet weather,
- when the coach is away and no cover could be found,
- when a parent says ahead that the child will be away, at least a set number of hours before the start.

Each of the three can be switched off. A credit lasts a set number of days (42, unless your club chooses otherwise).

### Using a credit

1. The parent's **My classes** shows it under **Needs an answer**, for example **Jack has a make-up credit to use by Friday 27 November**, with where it came from and what it can be used for.
2. They press **Choose a session**. Only sessions it can be used for are listed: the same class, or the same stage of a junior pathway, with a place free, before the credit runs out.
3. They press one. The child is booked, and the parent is emailed.

If no session fits, the panel says **There is no session with a place free before the credit runs out. Ask the office.**

A week before a credit runs out, the parent is reminded once by email, unless they have switched off **Competitions and coaching** emails.

> **Your club decides:** when credits are given, how many hours ahead a parent must say, and how long a credit lasts, on the **Classes** tab of Settings.

## What it does not do

> **Not built yet:** card payment. A fee is on the account, paid at the club, or paid to the business that runs the class.