> For the complete documentation index, see [llms.txt](https://docs.podplay.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.podplay.app/play-passes/play-pass-overview.md).

# Play Pass Overview

### Overview

Play Passes are a unique feature that allows a Customer to join an Event or book a Reservation without using their credit card, Credits, or a Promo Code. It's like a token for the Customer to bypass or zero-out the cost of their signup/booking.

If a Customer is signing up for an Event and the Event costs $10, the Customer can leverage their

{% hint style="info" %}
Play Passes are currently used in conjunction with Memberships and are available as Standalone Packages.

Passes are a valuable perk of any Membership subscription. For any Customer who purchases a Membership, they will be provided with a package of Passes every month.
{% endhint %}

### Passes for an Event

Customers can sign-up for an Event and when on the Order Summary page, any available passes will automatically apply. There's nothing a Customer needs to do as the system does it all for them.

{% @supademo/embed url="<https://app.supademo.com/demo/cmnovck3f7fw5aburacty8ram>" demoId="cmnovck3f7fw5aburacty8ram" %}

### Event Guest Passes

Using a Guest Pass is very simple for Customers. When a Customer signs up for an Event, they'll see a dropdown to add Guests. Once they select how many Guests they'd like to bring, the Guest Pass will automatically apply, and any extra fees on the checkout page are reduced to zero.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FVRPvQwdn5L0V9eys0iQE%2Fimage.png?alt=media&amp;token=af673ef3-a534-4bc1-b8eb-eca4e9befb3e" alt=""><figcaption></figcaption></figure>

#### Event Guest Pass from the Dashboard

When an Admin creates an Event and wants to allow Customers to bring a Guest, the Admin will leave a value of 1 or higher in the **Max Guests per Person** section of the Event settings, during Event creation. By doing so, the Admin is allowing a Customer to sign up for the Event and bring a Guest.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FicBCqJyOY14szYcXtoVj%2FScreenshot%202026-04-07%20at%2014.36.29.png?alt=media&amp;token=eed7693f-5ff8-48f3-bda2-abab18bfc845" alt=""><figcaption></figcaption></figure>

If an Admin wants to add a Customer to the Event and assign the Guest's spot, they can do so inside the Dashboard.

{% @supademo/embed url="<https://app.supademo.com/demo/cmnoyprqm7ly0abur5zmo2fh6>" demoId="cmnoyprqm7ly0abur5zmo2fh6" %}

{% hint style="info" %}
It’s important to note that the use of a Guest Pass or Play Pass might have restrictions inside the environment. Some of these requirements might be:

* Event settings do not allow for Guests
* Play Passes or Guest Passes can only be used on Events with a specific tag

Learn more about [Creating and Managing Packages](https://docs.podplay.app/play-passes/create-and-manage-package-templates).
{% endhint %}

### Reservation Passes

{% hint style="success" %}
This is the booking flow for the **Per Player pricing model**.
{% endhint %}

As with Events, Passes for Reservations apply automatically. What is different?

* **Play Pass** — for Event sign-ups and applies to the total cost of the Event admission rate (Guest Play Passes work the same way)
* **Hour Resv Pass** — for Reservation booking and applies to an hour of time in the Reservation (Resv Hour Guest Passes work the same way)

When a Customer [invites a friend](https://docs.podplay.app/reservations/customer-books-reservation#invite-friends-to-the-reservation) to their Reservation and chooses `I'll pay`, the Reservation Holder covers the friend's share. If the Reservation Holder has a Resv Hour Guest Pass, it applies automatically to that invite. A Resv Hour Guest Pass works the same way as an Hour Resv Pass: it covers an hour of time in the Reservation. The difference is who it covers. The Hour Resv Pass covers the Reservation Holder's own share, and the Resv Hour Guest Pass covers the share of the friend they pay for.

At any time, the Reservation Holder can review if their Passes are applying by clicking the `Manage booking` button in the Book tab of their App.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FLhGhPS3hvmKdKjKw63V4%2FScreenshot%202026-09-30%20at%2021.37.06.png?alt=media&amp;token=99db34d5-0a73-457b-ac7f-f78de4c12a36" alt=""><figcaption></figcaption></figure>

#### Guest Pass Restrictions

Clubs can limit how many Guest Passes a Non-member can accept over a rolling number of days. Without a limit, a Non-member can keep joining Events and Reservations for free instead of becoming a Member, as long as Members, or Non-members with a Package, keep sharing Guest Passes with them. Once a Non-member reaches the limit, they pay their own way at checkout like any other paying Customer.

**Set the limit in the Dashboard**

1. Go to `Company Settings`
2. Open the `Booking` tab
3. Scroll to the `Guest Pass Restrictions` section
4. Enter a value in `Maximum Guest Pass Acceptance`. This is the number of Guest Passes a Non-member can accept within the period
5. Enter a value in `Number of Days`. This is the length of the rolling period
6. Click `Save Changes`

For example, `2` and `30` means a Non-member can accept at most 2 Guest Passes in any 30-day period. The count includes Guest Passes from Events and Reservations together.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FTEqEu7UTY7u3uEb2AhPX%2FScreenshot%202026-10-16%20at%2016.26.38.png?alt=media&amp;token=88f8999f-5c22-4690-a6fe-f6dc9e1daef1" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
**Both fields must be 1 or more for the limit to apply.** Leave either field at `0` to turn the restriction off. `Maximum Guest Pass Acceptance` defaults to `0`.
{% endhint %}

**What the Non-member sees after reaching the limit**

When a Non-member at the limit accepts an invite that would use a Guest Pass, PodPlay does not apply the Guest Pass. The Non-member sees this message, ending in Reservation or Event depending on the invite:

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FRCbBQeW6P9B0ApP04PPo%2Fimage.png?alt=media&amp;token=d266439f-f180-4a8b-821c-c22ff628ab34" alt=""><figcaption></figcaption></figure>

The Non-member then clicks `Proceed to Checkout` and pays the normal price. What they pay depends on the booking:

| Booking type                              | What the Non-member pays                                                                                               |
| ----------------------------------------- | ---------------------------------------------------------------------------------------------------------------------- |
| Reservation with Spot pricing             | Their own spot                                                                                                         |
| Reservation with Court pricing            | Their share of the court                                                                                               |
| Reservation at a Club with a Day Pass Fee | The Day Pass Fee, charged at Check-in like any paying guest. They are never charged more than one Day Pass Fee per day |
| Team Event                                | Their own seat. The team organizer gets their Guest Pass back                                                          |
| Any other Event                           | The Non-member price. They sign up for the Event themselves, and the Guest Pass seat stays open for someone else       |

The Member who shared the Guest Pass is not charged, and their Guest Pass is not used when the Non-member pays.

A Reservation Holder or team organizer also cannot add a Non-member who is at the limit on their own Guest Pass. They must add that Non-member as paying for their own spot.

**What counts toward the limit**

* Only invites covered by a Guest Pass count, across Reservations and Events together.
* Spots the inviter paid for with money do not count, and spots the Non-member paid for themselves do not count.
* Members of the Club are never limited.
* When a Customer signs up for an Event with guests and uses Guest Passes for only some of them, the Guest Passes count against the first guests to accept.
* If a team organizer's order is already charged, their teammates still join for free, because the seat is already paid.
* Series sign-ups are not limited.
* Club staff are not blocked by the limit when they accept an invite, add a participant, or check in a guest on a Non-member's behalf.

When a Customer then [invites a friend](https://docs.podplay.app/reservations/customer-books-reservation#invite-friends-to-the-reservation) to their booking, the Hour Resv Guest Spot Pass will apply automatically. At any time, the Reservation Holder can review if their Passes are applying by clicking on the Manage booking button in the Book tab of their App.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FsUZ4u06c2WSWHW1RURLn%2FScreenshot%202026-09-30%20at%2021.48.05.png?alt=media&amp;token=a7e3c3a2-5f20-48cb-85a5-7ccffa40884b" alt=""><figcaption></figcaption></figure>

### Customers Reviewing Their Passes

Play Passes are visible to the Customer in the More tab of the App.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FwKVSSM5xnSdZafwIIdi3%2FScreenshot%202026-04-07%20at%2012.53.05.png?alt=media&amp;token=8df70d79-ca7c-45be-ad74-2362f93ce7e8" alt=""><figcaption></figcaption></figure>

When a Customer clicks on the Play Passes button in the More tab, they will see the different Play Pass cards available to them. Below is an example with a 10-session pass for a Corporate Membership.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2FcBEqyyHjEfF0ZS5ZVrd5%2FScreenshot%202026-04-07%20at%2012.57.52.png?alt=media&amp;token=c0625b1a-3ef4-4865-a004-328f0a29d791" alt=""><figcaption></figcaption></figure>

The card details:

* How many (unique) Passes remain available for use
* Which type of Membership the package of Passes is connected to
* When the package of Passes will expire

### Play Passes as a Membership Perk

When the Club is setting up the Play Passes as a perk for Memberships, the Club can choose to have a Play Pass that is usable for:

* **Any type of Event** (Open Plays, Clinics, Tournaments, Leagues, custom Event types, etc.)
* **Multiple types of Events** (not recommended, though possible)
* [**Guest Passes for Events**](https://docs.podplay.app/play-passes/play-pass-overview/applying-a-guest-pass) (for Events)
* **Private Reservation time** (during specific Off-peak, Reduced, or Peak hours)
  * By default, one Reservation Pass covers **1 hour**. Clubs can configure longer durations in 30-minute steps (for example, 1.5 or 2 hours). See [Set Reservation Pass Duration](broken://pages/XwLPCDVCfvu4ivDPCtxz).
  * On Court pricing: the Reservation Pass covers the configured duration (it does not cover any additional Non-member Day Pass fee)
  * On Spot pricing: the Reservation Pass covers the Member's spot for the configured duration on private or coaching reservations
* **Lesson Passes** for coaching lessons with selected coaches or a coach tier. See [Set Up Lesson Passes](/play-passes/create-and-manage-package-templates/set-up-lesson-passes.md).

To learn more, read [**How to view how many Play Passes a Customer has remaining**](https://help.podplay.app/en/articles/1163905) and [**How a Guest Pass Works**](https://help.podplay.app/en/articles/2026689)

### Cancellations with Play Passes

Depending on the Club's [Cancellation Policy](https://podplay.gitbook.io/podplay-docs/untitled/~/revisions/M7TdLqKWryQxXQsZFbhD/cancellations-refunds-and-charge-errors/cancellations/what-is-a-cancellation-policy), a Customer canceling their booking/signup will have different outcomes:

1. **Canceling outside the cancellation window**: If a Customer cancels before the cancellation window, their Pass will be returned to them.
2. **Canceling inside the cancellation window**: If a Customer cancels within the cancellation window, their Pass is NOT returned to them.
3. **Canceling outside the cancellation window, beyond the expiration of the package**: If a Customer cancels before the cancellation window, yet their package of Passes has expired, they will not receive their Pass back.
   1. As an example, if Member-A has a package that expires on April 20th, and they sign up for an Event on April 25th, their Pass will apply. If then Member-A cancels their signup on April 22nd, well before a 24-hour cancellation window, they will not receive their Pass back since it was part of a package of Pass that would have expired on April 20th.

### FAQs

<details>

<summary>How can Customers purchase a Play Pass?</summary>

Customers can either receive a Package of Passes when they buy a Membership or when they purchase a [Standalone Package](https://docs.podplay.app/play-passes/play-pass-overview/standalone-packages).

</details>

<details>

<summary>How can a Customer use their Play Passes?</summary>

It’s very easy for Customers to use a Play Pass when signing up or booking. Any available Passes will automatically apply. If the Customer does not have a Pass available, the Customer's card will be charged during booking/signup.

</details>

<details>

<summary>Why are there two packages on a Member's Profile?</summary>

**For Membership Package:**

Each Play Pass package is valid for 32 days to cover months with 31 days,

Packages are granted on the same calendar day each month based on when the Membership started (for example, the 1st, the 5th, or the 29th) and expire exactly 32 days later. In 30-day months, a one-day overlap appears between the expiring package and the newly granted one, before the previous one expires. The overlap clears as soon as the older package hits its 32-day expiration. The below is an example of such a situation, where it shows two valid packages at the same time. The Customer is not getting extra benefits, both packages are simply visible on the Profile during that one-day window.

<figure><img src="https://29730733-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvxoNuJiMibWwb1kotX38%2Fuploads%2F2x9yYNeQrkm48CswPDim%2Fimage.png?alt=media&amp;token=48c81545-d7c7-44ee-98bd-d1465031dd36" alt=""><figcaption></figcaption></figure>

**For Standalone Package**:

Customers can hold as many Standalone Packages as they want to purchase. There's no limit to the number of Packages a Customer's Profile can hold at one time.

</details>


---

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