Prepaid booking passes let members pay in advance for booking time. They must buy and pay for a pass before they can make a booking on the calendar.
This feature has been discontinued. If you are not seeing it in your plan settings, check out External Bookings or member specific resource access instead.
If you are seeing Prepaid booking passes in your plan settings, then you can still use them. Keep reading to learn more on how these work.
Setting Up Prepaid Booking Passes
Go to Setup » Plans » Add a new plan or edit an existing one » Open the Bookings tab » Click 'Add Booking Passes'.
Enter a name for the pass, the price per pass, the number of hours it includes, which rooms or resources it can be used for, and an accounting code if you use one.
You can use decimal points for times shorter than one hour. Each pass includes a set number of hours and can apply to one or multiple rooms.
Members use a pass in smaller time increments until the total time is used up.
For example, a one hour pass can be used for two 30 minute bookings. The smallest booking increment is five minutes.
IMPORTANT NOTES
Members must be logged into their member portal and have an automatic payment method, such as a credit or debit card, saved in order to buy passes.
How Prepaid Passes Work With Booking Credits
You can include both booking credits and prepaid booking passes in the same plan. When both are available for a resource, booking credits are always used first.
Once a member has used all their credits, they will be prompted to purchase a prepaid booking pass before making another booking.
If prepaid booking passes are activated for a plan, members cannot book any resource unless one of the following applies:
The resource has a booking credit or prepaid booking pass assigned to it
The resource has a normal price per hour set to 0
If both booking credits and prepaid booking passes are set up for the same resource, make sure the price per hour field in the booking credit is left blank.
If you add a price to the booking credit and also offer prepaid booking passes, Cobot always defaults to prepaid booking passes.
When the booking credit has no price attached, credits are used first. After the credits are used up, members are required to purchase a prepaid booking pass.
Updating Passes across Plans
If you update an existing plan, the changes will only apply to new members who sign up after the update. Existing members will remain on their current plan settings. To apply changes to current members, you will need to perform a bulk plan change.
How Members Purchase and Use Prepaid Booking Passes
Payment setup
Without an automated payment method, members cannot purchase passes.
Your space must have PayPal or automated card payments (debit and/or credit) enabled in order for this to work.
Purchasing Passes
Members on a plan that includes booking passes see a Buy Booking Passes button on their home page in the member portal.
If no payment method is saved, they are prompted to add one before completing the purchase.
Once a pass is purchased
An invoice is automatically generated and marked Already Paid.
The invoice is posted to the member’s account immediately.
No payment record appears on the invoice because the payment is processed instantly at checkout.
Prepaid booking passes do not expire. Members can use them until all hours are used or you manually remove them from the account.
Using passes for bookings
Members see how many passes they have to use directly on their member portal dashboard.
They also see how many are left when booking a resource that has passes populated.
When making a booking, members see how many hours they have remaining. You also see this same information when booking on a member's behalf in the admin portal.
How Edited Bookings Use Passes
A booking pass only applies to bookings that start on or after the date you assigned that pass to the member. Cobot checks this against the booking's current start date, not the date the booking was originally created.
For example, say you assign a new pass to a member on August 15, then move one of their existing bookings from August 10 to August 16. The new pass now applies to that booking, because the booking starts after the pass was assigned.
If the original booking had already used a different pass, moving it frees up those hours. The freed hours stay on the member's account and apply to any other booking that starts on or after that pass was assigned.
Monthly Invoices and Receipts
At the end of the month, members who purchased passes receive an invoice listing those passes as already paid. This serves as a receipt.
If you want the member to receive an invoice immediately, generate a charge-based invoice.
Cancellations
Any cancellation notice set on a resource also applies to bookings made with prepaid passes.
If a member attempts to cancel within the restricted cancellation period, they cannot cancel the booking and they do not receive a refund or credit for the pass used. They will see this pop up:
To book again, they must use another available pass or purchase additional passes.
Assigning and Deleting Booking Passes as Admin
You can easily assign and delete passes on your members profile from your admin portal under Manage » Members » Click on the member name » Bookings & Access » Assign/Delete Booking Passes.
Here you can assign passes, delete passes, and see an overview of what passes are currently left on the members account.
IMPORTANT NOTES
When you manually add passes, the member is not automatically charged as they would be if they purchased passes through their member portal. The passes also do not appear on a future invoice.
To charge the member, either add a one time charge to their next invoice or create a separate free-form invoice for the amount.
Deleting Passes
The member's plan needs to have at least one prepaid pass populated for this option to be available.
You can only delete full passes and only if they have not been applied to any bookings. This includes bookings in the future, not only past ones.
For example, if a member has 3 hours of passes and 2 hours are applied to a booking that starts tomorrow, you can only delete the 1 remaining hour. To delete the 2 applied hours, the booking needs to be deleted first. This releases those hours back to the member's account, where you can then delete them.
IMPORTANT NOTES
Deleting a pass does not refund or credit the amount paid to the member. To do this, add a credit to their account.
Booking Passes Report
This report is only visible to spaces that have booking passes activated under Analytics » Booking Passes.
You can download the data as an XLSX or CSV file.
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