Example: How to sell guest passes using the booking portal

Example: How to sell guest passes using the booking portal

Overview

This Situation:  A Swim Club uses "Self Check-In" during the week.  They do not have a gate attendant and allow members to check themselves in.  They use the honor system to sell $5 guest passes to non-members.

Similar Situation:  A HOA has a single lifeguard pool and do not use AGS's check-in software.  Member's show their photo ID pool pass to enter.  The HOA needs an easy way to sell guest passes that are instantly available and can not be reused day after day. 

Similar Situation: A Swim Club has tennis courts used year round.  They allow members to bring non-members (guests) for $5 per person and use the courts.  The courts are not monitored.  It is the honor system for members to pay for their guests.  Management will use the data for statistics and develop future policies.  

Policy:
  1. Guest Passes are $5 each.
  2. Passes are single entry and valid for 1 day only.
  3. All sales final. 
  4. Guest must be accompanied by a member at all times. 

What booking portal features are we going to use?  

  1. Since guest passes are valid for 1 day only and multiple guests are permitted per day, we are going to build an Event each day.  
  2. Since guest are permitted 356 days a year, were are going to make our event recur 365 times.  
  3. Since there is a guest fee, the Fees features will be used to track payments.

Step 1) Create a resource

To learn how, CLICK HERE (step 1). 
If you have not done so already, create a resource.  In this scenario, it can be a general resource used by multiple events.  You can re-use the resource if you have more than one event.    


Step 2) Create a new event

This is step 2 of our general help article.  Select the resource you created in step 1


  1. Name: Guest Pass.  Use a descriptive name.  Your members will know what they are requesting.     
  2. Start Date & Start Time: May 23rd at 10am.  The date and time your facility opens for the season.  
  3. End Date & Start Time: The same date.  The time of facility closes on day #1.
  4. Add Recurrence:  Do not add a recurrence yet.  You'll do this on step 5. 
  5. Assigned Resources: This should already be checked to the resource used in step 2.  
  6. Visibility: Public is the least restrictive option and best for this scenario.    
Click Add to proceed to the next step.   

Step 3) Edit the signup form settings

This is step 3 of our general help article.  We'll recommend your settings below. 

  1. Enable Patrons to Signup: Checked.  This turns on the event.       
  2. Requires Membership: Unchecked.  In most scenarios, you should not have this checked.  
  3. Max Paton Signups: Set this to the maximum number guest passes per day.  If you don't have a max, set it to a very high number.  
  4. Signup Opens: Unchecked because patrons can signup anytime.         
  5. Signup Closes: Unchecked.  The signup will close at the start of each individual event.   
  6. Allow Late Signups: Unchecked because the class starts promptly at 10am and you do not allow people to come late.      

  1. Signup Instructions: Write any unique instructions.  In this case, inform your members and guests they must stay together.      
  1. Cost per Patron: $5.00 - This is the cost of the guest pass. 
  2. Add Cost Item: NA/$0.00 - In this scenario.
  3. Service Fee %: NA/$0.00 - In this scenario.
  4. Fixed Service Fee: NA/$0.00 - In this scenario.
  5. Add Matching AGS Service Fee: Unchecked in this scenario. If you want your patrons to pay any AGS fees, you would check this option.  
  6. All other payment options: Unchecked in this scenario.  All patrons must pay online.    
  1. Auto Refund Fee on Cancellation: Unchecked in this scenario.  All sales are final.  
  2. Email Event Owner on Signup Activity: Checked in this scenario.  Since this is the honor system, it would be good to notify management.  
  3. Require all Patron Names: Checked in this scenario. It helps to know who was the guest (equivalent to having a sign in sheet).  
  4. Restrict Check-in to Event Owner Only: NA - Unchecked in this scenario.  

  1. Terms & Conditions: Write and T&Cs here.  

Step 4) Save & Test


  1. Don't forget to Save.  Any changes will not be visible until you click SAVE.  
  2. Click Go to Patron Signup Page to view and test your event.  

Step 5) Add a recurrence

  1. After event #1 is fully tested, add a recurrence.  We'll follow our general recurrence help article and recommend the settings below.  
 
  1. Click Edit on Calendar Page.  

  1. Click Add Recurrence

  1. Recurrence: Daily - In this scenario, guest passes will be available for purchasing daily.  
  2. Every: 1 - In this scenario, we are not skipping any days.    
  3. End Recurrence After Date: September 7, 2026 - This is the last day of the season.
  4. Recurring Dates: Check the dates.  In this case, the season is 108 days long.  
  5. Apply Changes: Don't forget to Appy Changes to save.