How to configure guest and nanny policies

How to configure guest and nanny policies

Communities all have different guest and nanny polices.  AGS has different features, tools, and settings to manage these policies. 
Use this support article to configure your application portal depending on your unique policy.  
How to sell virtual guest passes
We're going to use AGS's virtual guest pass feature (VGP for short).  After an application is approved, the purchased guest passes will be added to the membership.  

GO TO: CONSTANTS TAB
Step 1
Most communities already have a constant that sets the fee.  It is often called:  #GUEST_VIRTUAL_FEE
Confirm or add the constant...
  1. Constant Name: GUEST_VIRTUAL_FEE
  2. Value (enter the fee):
    1. If you sell single VGPs for $7.00, enter: 7
    2. If you sell a block of five (5) VGPs for $20.00.  The cost of a single VGP is $4.00, enter: 4
  3. Description: Enter the cost of a Virtual Guest Pass (Daily Guest Pass).


GO TO: CALCULATIONS TAB
Step 2
Most communities already have a calculation that counts the number of VGPs.  It is often called:  {VirtualGuestPassCount}
Confirm, add, or adjust the calculation...
  1. Result Name: {VirtualGuestPassCount}
  2. Increments Guest Passes: Checked
  3. Expression: Write a calculation determines how many VGPs will be added.
  4. Examples
    1. If you are selling single VGPs, use: VirtualGuestPassInput*1
    2. If you are selling VGPs in packs of 5, use: VirtualGuestPassInput*5
Step 3
Most communities already have a calculation that determines the pass fee sub-total.  It is often called:  {VirtualGuestPassFeeSubTotal}
Confirm, add, or adjust the calculation...
  1. Result Name: {VirtualGuestPassFeeSubTotal}
  2. Expression: {VirtualGuestPassCount}*#GUEST_VIRTUAL_FEE

Step 4
Most communities have a calculation combines AGS's VGP feature and Season Long Guest Pass feature. It is often called:  {GuestFeesTotal}
Confirm, add, or adjust the calculation...
  1. Result Name: {GuestFeesTotal}
  2. Expression: Check and confirm step 3's result is in this calculation
  3. Examples
    1. If you have (or hide) Season Long Guests, use: {VirtualGuestPassFeeSubTotal}+{SeasonGuestPassFeeSubTotal} 
    2. If you don't have or delete Season Long Guests: {VirtualGuestPassFeeSubTotal}
Step 5
Most communities already have a calculation that includes Guest Pass Fees into your community's Total Fees.  It is often called:  {TotalFeesWithoutProcess}
Confirm, add, or adjust the calculation...
  1. Result Name: {TotalFeesWithoutProcess}
  2. Expression: Check and confirm step 4's result is in this calculation

GO TO: FORM TAB
Step 6
Most communities already have a hidden NUMERIC FIELD ask's members how many guest passes they wish to purchase.   
It is often called: VirtualGuestPassInput 
Unhide, add, or adjust the field...
  1. Field Name: VirtualGuestPassInput  
  2. Add instructions
    1. If you are selling single guest passes: How many daily guest passes do you want to add to your household?  
    2. If you are selling packs of 5: How many packs of guest passes do you want to purchase?  Each pack will add five (5) guest passes to your household?  To purchase five (5), enter 1.  To purchase ten (10), enter 2, etc.  
  3. Field Label: Daily Guest Passes
  4. Required for Patron: Unchecked
  5. Initially Hidden: Unchecked 
  6. Min Value: None
  7. Max Value 
    1. If you wish to limit the VGPs per transactions to 20, enter: 20
    2. If you don't have a limit, enter: None
  8. Decimal Places: 0

Step 7
Most communities already have a CALCRESULT FIELD that shows the pass fees. 
Unhide or confirm it is there.  
  1. Field Name: ShowVirtualGuestPassFeeTotal
  2. Field Label: Guest Pass Fees: $
  3. Calculation Result Name: ShowVirtualGuestPassFeeTotal
  4. Decimal Places: 2

Note: Copy & Repeat Step 7 in your payment section or as needed.  This step is not critical, it simply shows the fees for your members so they know what they are paying.  Some communities use the following field in the payment section: DisplayGuestFeesTotal    

GO TO: PREVIEW TAB
Step 8
Preview & Test your application using the preview tab.
  1. Complete the form
  2. View the calculations at the bottom


How to sell season long guest passes
We're going to use AGS's Limited Member feature.  After an application is approved, the purchased guest passes will be added to the membership as a Limited Member with the following attributes.
  1. First Name: {{year}}
    1. If the date is 2027, then 2027.  If the date is 2028, then 2028, etc.
  2. Last Name: Season Long Guest Pass
  3. Relationship: Guest
  4. Limited Member: Checked  
Here is how to configure your template...

GO TO: CONSTANTS TAB
Step 1
Most communities already have a constant that sets the fee.  It is often called:  #GUEST_SEASON_FEE
Confirm or add the constant...
  1. Constant Name: GUEST_SEASON_FEE
  2. Value (enter the fee): 50
  3. Description: Enter the cost of a season long guest pass.


GO TO: CALCULATIONS TAB
Step 2
Most communities already have a calculation that counts the seasonal guest passes.  It is often called:  {SeasonGuestPassCount}
Confirm, add, or adjust the calculation...
  1. Result Name: {SeasonGuestPassCount}
  2. Attributes: Season Long Guest Pass;{{year}};Guest
  3. Adds Limited Members: Checked
  4. Expression: SeasonLongGuestPassInput*1
Step 3
Most communities already have a calculation that determines the pass fee sub-total.  It is often called:  {SeasonGuestPassFeeSubTotal}
Confirm, add, or adjust the calculation...
  1. Result Name: {SeasonGuestPassFeeSubTotal}
  2. Expression: {SeasonGuestPassCount}*#GUEST_SEASON_FEE

Step 4
Most communities have a calculation combines AGS's VGP feature and Season Long Guest Pass feature. It is often called:  {GuestFeesTotal}
Confirm, add, or adjust the calculation...
  1. Result Name: {GuestFeesTotal}
  2. Expression: Check and confirm step 3's result is in this calculation
  3. Examples
    1. If you have (or hide) Season Long Guests, use: {VirtualGuestPassFeeSubTotal}+{SeasonGuestPassFeeSubTotal} 
    2. If you don't have or delete Season Long Guests: {VirtualGuestPassFeeSubTotal}
Step 5
Most communities already have a calculation that includes Guest Pass Fees into your community's Total Fees.  It is often called:  {TotalFeesWithoutProcess}
Confirm, add, or adjust the calculation...
  1. Result Name: {TotalFeesWithoutProcess}
  2. Expression: Check and confirm step 4's result is in this calculation

GO TO: FORM TAB
Step 6
Most communities already have a hidden NUMERIC FIELD ask's members how many season long guest passes they wish to purchase.   
It is often called: SeasonLongGuestPassInput
Unhide, add, or adjust the field...
  1. Field Name: SeasonLongGuestPassInput 
  2. Add instructions: Would you like to add any Season Long Guest Passes to your household?
  3. Field Label: Season Long Guest Passes
  4. Required for Patron: Unchecked
  5. Initially Hidden: Unchecked 
  6. Min Value: None
  7. Max Value 
    1. If you wish to limit the guest passes per transactions to 4, enter: 4
    2. If you don't have a limit, enter: None
  8. Decimal Places: 0

Step 7
Most communities already have a CALCRESULT FIELD that shows the pass fees. 
Unhide or confirm it is there.  
  1. Field Name: ShowVirtualGuestPassFeeTotal
  2. Field Label: Guest Pass Fees: $
  3. Calculation Result Name: ShowVirtualGuestPassFeeTotal
  4. Decimal Places: 2

Note: Copy & Repeat Step 7 in your payment section or as needed.  This step is not critical, it simply shows the fees for your members so they know what they are paying.  Some communities use the following field in the payment section: DisplayGuestFeesTotal    

GO TO: PREVIEW TAB
Step 8
Preview & Test your application using the preview tab.
  1. Complete the form
  2. View the calculations at the bottom

GO TO: SETTINGS PAGE
Step 9
If your community has classic passes enabled, you may wish to suppress (never print), these season long guest passes.  
  1. Check Suppress Classic Pass Printing for New Limited Members if you do not want Season Long Guest Passes printed. 
    1. You may want to suppress if you use AGS's check-in feature.
  2. Uncheck Suppress Classic Pass Printing for New Limited Members if you want a pass printed for each guest pass.  
    1. Don't suppress if you don't utilize AGS's check-in feature. 
    2. Flash-a Pass communities must keep pass printing enabled.  i.e. this must be unchecked.  


How to add free virtual guest passes
We're going to use AGS's virtual guest pass feature (VGP for short).  After an application is approved, guest passes will be added to the membership.  
Examples:  Your guest policy may be...
  1. Each household receives 20 free guest passes at the start of the season.  
  2. HOA residents receive 10 free guests.  Outside members don't.  
  3. Apply by May 15th and receive 5 free guest passes.

GO TO: CONSTANTS TAB
Step 1
Add a new constant...
  1. Click Add Constant
    1. Constant Name: GUEST_PASS_COUNT_FREE
    2. Value (enter the # of free VGPs): 20
    3. Description: Enter the number of free guest passes.


GO TO: CALCULATIONS TAB
Step 2
Add a new calculation...
  1. Result Name: {AddFreeGuestPasses}
  2. Increments Guest Passes: Checked
  3. Expression: Write a calculation determines if the free guest passes should be added.
  4. Examples
    1. If they should always be added, use: number(#GUEST_PASS_COUNT_FREE)
    2. If they should only be added if the 1st membership type is selected, use: if( type==1 , number(#GUEST_PASS_COUNT_FREE) , 0 )
    3. If they should only be added prior to May 15th, 2027 Midnight UTC, use: if (now() < dateVal("2027-05-15 00:00:00"), number(#GUEST_PASS_COUNT_FREE) , 0 )


GO TO: PREVIEW TAB
Step 3
Preview & Test your application using the preview tab.
  1. View the calculations at the bottom

How to add free season long guest passes
We're going to use AGS's Limited Member feature.  After an application is approved, the guest passes will be added to the membership as a Limited Member with the following attributes..  
  1. First Name: {{year}}
    1. If the date is 2027, then 2027.  If the date is 2028, then 2028, etc.
  2. Last Name: Season Long Guest Pass
  3. Relationship: Guest
  4. Limited Member: Checked  

Examples:  Your guest policy may be...
  1. Each household is permitted 2 free guests per day.  Additional guests (3rd, 4th, etc.) must purchase a daily guest pass.  
  2. HOA residents are permitted 4 free guests per day.  Outside members must purchase daily guest passes.   
  3. Households with one person, receive 1 free reusable guest pass.  Households with 2+ don't.    

GO TO: CONSTANTS TAB
Step 1
Add a new constant...
  1. Click Add Constant
    1. Constant Name: GUEST_PASS_SEASONAL_COUNT_FREE
    2. Value (enter the # of free): 2
    3. Description: Enter the number of free season long guest passes.


GO TO: CALCULATIONS TAB
Step 2
Add a new calculation...
  1. Result Name: {AddFreeSeasonalPasses}
  2. Attributes: Season Long Guest Pass;{{year}};Guest
  3. Adds Limited Members: Checked
  4. Expression: Write a calculation determines if the free guest passes should be added.
  5. Examples
    1. If they should always be added, use: number(#GUEST_PASS_SEASONAL_COUNT_FREE)
    2. If they should only be added if the 1st membership type is selected, use: if( type==1 , number(#GUEST_PASS_SEASONAL_COUNT_FREE) , 0 )
    3. If only households use w/ 1 person, use 1 of these 2 expressions:  
      1. if ({MemberCount}==1, number(#GUEST_PASS_SEASONAL_COUNT_FREE) , 0 )
      2. if (if(#APP_IS_RNEW, number(#APP_RNEW_MEMBER_CNT) , children(patronsgroup))==1, number(#GUEST_PASS_SEASONAL_COUNT_FREE) , 0 )


GO TO: PREVIEW TAB
Step 3
Preview & Test your application using the preview tab.
  1. View the calculations at the bottom
GO TO: SETTINGS PAGE
Step 4
If your community has classic passes enabled, you may wish to suppress (never print), these season long guest passes.  
  1. Check Suppress Classic Pass Printing for New Limited Members if you do not want Season Long Guest Passes printed. 
    1. You may want to suppress if you use AGS's check-in feature.
  2. Uncheck Suppress Classic Pass Printing for New Limited Members if you want a pass printed for each guest pass.  
    1. Don't suppress if you don't utilize AGS's check-in feature. 
    2. Flash-a Pass communities must keep pass printing enabled.  i.e. this must be unchecked.  



How to sell generic nanny passes
We're going to use AGS's Limited Member feature.  After an application is approved, the purchased nanny passes will be added to the membership as a Limited Member with the following attributes.
  1. First Name: {{year}}
    1. If the date is 2027, then 2027.  If the date is 2028, then 2028, etc.
  2. Last Name: Nanny Pass
  3. Relationship: Nanny
  4. Limited Member: Checked  
Here is how to configure your template...

GO TO: CONSTANTS TAB
Step 1
Most communities already have a constant that sets the fee.  It is often called:  #NANNY_GENERIC_FEE
Confirm or add the constant...
  1. Constant Name: NANNY_GENERIC_FEE
  2. Value (enter the fee): 75
  3. Description: Enter the fee for a generic nanny.


GO TO: CALCULATIONS TAB
Step 2
Most communities already have a calculation that counts the nanny passes.  It is often called:  {NannyGenericCountQTY}
Confirm, add, or adjust the calculation...
  1. Result Name: {NannyGenericCountQTY}
  2. Attributes: Nanny Pass;{{year}};Nanny
  3. Adds Limited Members: Checked
  4. Expression: NannyGenericPassInput*1
Step 3
Most communities already have a calculation that determines the pass fee sub-total.  It is often called:  {NannyGenericSubTotal}
Confirm, add, or adjust the calculation...
  1. Result Name: {NannyGenericSubTotal}
  2. Expression: {NannyGenericCountQTY}*#NANNY_GENERIC_FEE

Step 4
Most communities have a calculation combines AGS's generic nanny pass feature and specific nanny pass feature. It is often called:  {NannyFeesTotal}
Confirm, add, or adjust the calculation...
  1. Result Name: {NannyFeesTotal}
  2. Expression: Check and confirm step 3's result is in this calculation
  3. Examples
    1. If you hide Specific Nanny Passes, use: {NannyGenericSubTotal}+{NannySpecificSubTotal}
    2. If you don't have or delete Specific Nanny Passes, use: {NannyGenericSubTotal}
Step 5
Most communities already have a calculation that includes Nanny Fees into your community's Total Fees.  It is often called:  {TotalFeesWithoutProcess}
Confirm, add, or adjust the calculation...
  1. Result Name: {TotalFeesWithoutProcess}
  2. Expression: Check and confirm step 4's result is in this calculation

GO TO: FORM TAB
Step 6
Most communities already have a hidden NUMERIC FIELD ask's members how many season long guest passes they wish to purchase.   
It is often called: NannyGenericPassInput
Unhide, add, or adjust the field...
  1. Field Name: NannyGenericPassInput
  2. Add instructions: Would you like to add a Nanny to your household?
  3. Field Label: Nanny
  4. Required for Patron: Unchecked
  5. Initially Hidden: Unchecked 
  6. Min Value: None
  7. Max Value 
    1. If you wish to limit the nanny passes per transactions to 1, enter: 1
    2. If you don't have a limit, enter: None
  8. Decimal Places: 0

Step 7
Most communities already have a CALCRESULT FIELD that shows the pass fees. 
Unhide or confirm it is there.  
  1. Field Name: ShowNannyFeesTotal1
  2. Field Label: Nanny Fees: $
  3. Calculation Result Name: NannyFeesTotal
  4. Decimal Places: 2

Note: Copy & Repeat Step 7 in your payment section or as needed.  This step is not critical, it simply shows the fees for your members so they know what they are paying.  

GO TO: PREVIEW TAB
Step 8
Preview & Test your application using the preview tab.
  1. Complete the form
  2. View the calculations at the bottom

GO TO: SETTINGS PAGE
Step 9
If your community has classic passes enabled, you may wish to suppress (never print), these nanny passes.  
  1. Check Suppress Classic Pass Printing for New Limited Members if you do not want Nanny Passes printed. 
    1. You may want to suppress if you use AGS's check-in feature.
  2. Uncheck Suppress Classic Pass Printing for New Limited Members if you want a pass printed for each nanny pass.  
    1. Don't suppress if you don't utilize AGS's check-in feature. 
    2. Flash-a Pass communities must keep pass printing enabled.  i.e. this must be unchecked.  


How to sell specific nanny passes for specific people
We're going to use AGS's Limited Member feature.  After an application is approved, the purchased nanny passes will be added to the membership as a Limited Member.
Here is how to configure your template...

GO TO: CONSTANTS TAB
Step 1
Most communities already have a constant that sets the fee.  It is often called:  #NANNY_SPECIFIC_FEE
Confirm or add the constant...
  1. Constant Name: NANNY_SPECIFIC_FEE
  2. Value (enter the fee): 85
  3. Description: Enter the fee for a specific nanny.


GO TO: CALCULATIONS TAB
Step 2
Most communities already have a calculation that counts the specific nannies.  It is often called:  {NannyCountSpesific}
Confirm, add, or adjust the calculation...
  1. Result Name: {NannyCountSpesific}
  2. Attributes (leave blank): 
  3. Adds Limited Members (leave unchecked): 
  4. Expression: children(limitedpatronsgroup)
Step 3
Most communities already have a calculation that determines the pass fee sub-total.  It is often called:  {NannySpecificSubTotal}
Confirm, add, or adjust the calculation...
  1. Result Name: {NannySpecificSubTotal}
  2. Expression: {NannyCountSpesific}*#NANNY_SPECIFIC_FEE

Step 4
Most communities have a calculation that combines AGS's generic nanny pass feature and specific nanny pass feature. It is often called:  {NannyFeesTotal}
Confirm, add, or adjust the calculation...
  1. Result Name: {NannyFeesTotal}
  2. Expression: Check and confirm step 3's result is in this calculation
  3. Examples
    1. If you hide Specific Nanny Passes, use: {NannyGenericSubTotal}+{NannySpecificSubTotal}
    2. If you don't have or delete Specific Nanny Passes, use: {NannySpecificSubTotal}
Step 5
Most communities already have a calculation that includes Nanny Fees into your community's Total Fees.  It is often called:  {TotalFeesWithoutProcess}
Confirm, add, or adjust the calculation...
  1. Result Name: {TotalFeesWithoutProcess}
  2. Expression: Check and confirm step 4's result is in this calculation

GO TO: FORM TAB
Step 6
Most communities already have a hidden CLONINGGROUP FIELD that governs specific nannies (Limited Patrons).     
It is often called: limitedpatronsgroup
Unhide the field...
  1. Field Name: limitedpatronsgroup
  2. Add instructions: Keep pressing + to add nannies to your family
  3. Field Label: Nannies
  4. Initially Hidden: Unchecked 
  5. Min Clones: 0
  6. Max Clones
    1. If you wish to limit the nanny passes per transactions to 1, enter: 1
    2. If you don't have a limit, enter: None
  7. Decimal Places: 0

Step 7
Inside the CLONINGGROUP FIELD, there is a GROUP field called: limitedpatrongroup
  1. Field Name: limitedpatrongroup
  2. Add instructions: Enter the information for this nanny
  3. Field Label: Nanny
This group governs what data you wish to collect from your nanny. limitedpatronFirstName and limitedpatronFirstName are required. 
Add, hide, unhide, adjust, or delete other fields as needed.  

Question: What if my form does not have a limitedpatronsgroup (steps 6 & 7)?
Answer: Add limitedpatronsgroup group using the Yellow Plus icon. Then follow steps 6 & 7.


Step 8
Most communities already have a CALCRESULT FIELD that shows the pass fees. 
Unhide or confirm it is there.  
  1. Field Name: ShowNannyFeesTotal1
  2. Field Label: Nanny Fees: $
  3. Calculation Result Name: NannyFeesTotal
  4. Decimal Places: 2

Note: Copy & Repeat Step 8 in your payment section or as needed.  This step is not critical, it simply shows the fees for your members so they know what they are paying.  

GO TO: PREVIEW TAB
Step 9
Preview & Test your application using the preview tab.
  1. Complete the form
  2. View the calculations at the bottom


Guest and Nanny FAQs


Can I issue Nanny passes for free?  
Yes.  Simply set the fee to $0.00 and follow the above instructions.


We issue "Caregiver" or "Grand Parent" or "Grand Child" passes instead of "Nanny".  Can I change the words?  
Yes.  Change the vocabulary and follow all instructions.   Be careful if you change the vocabulary.  The vocabulary has to be changed in all steps.  The software will generate warnings as you progress through the steps.  If you skip a step, you will receive an an error.  We recommend saving a backup prior to changing Nanny or Guest vocabulary. 
EXCEPTION
Specific Nanny Passes for Specific People (Step 6 & 7)
Do not change the FIELD NAMEs limitedpatronsgroup or limitedpatrongroup .  These two are special syncing fields and will no longer sync.  
TIP
Do not change FIELD NAMEs,  CALCULATIONS or CONSTANTS.  Leave them as  as "Nanny" and it will not break any logic or calculations. 
Only change the FIELD LABEL, INSTRUCTIONS, or any help text in the Form Tab.  This is the text members see.


Can I sell VGPs AND issue VGPs for free?
We do not recommend it. 
In addition to VGPs and Limited Members, AGS's ticket feature (CLICK HERE) and AGS's Booking Portal (CLICK HERE) are 3rd and 4th options for issuing guest passes.  End of the season statistics will be separated and cleaner.  
We recommend using one feature for FREE guest and a second feature for PAID guests. 
  1. Use the VGP feature for free guests AND the Ticket feature for paid guests. OR
  2. Use the Limited Member feature for free guests and the VGP feature for paid guests. OR
  3. Use the VGP feature for free guests AND the Booking feature for paid guests.
The answer also depends on your exact policy.

Policy: "Each household is issued 10 free guest at the start of the season.  Additional guests must pay $5".  Paid guest passes do not expire.  
Answer: No, you can not use the VGP feature for both free and paid guests.  Resetting VGPs to 10 next year will delete any unused guest passes. 
Solution: Use the VGP feature for free guests AND the Ticket feature for paid guests.

Policy: "Each household is issued 10 free guest at the start of the season.  Additional guests must pay $5".  Paid guest passes expire. 
Answer: Yes, you can use the VGP feature for both free and paid guests, but we don't recommend it.
Better Solution: Use the VGP feature for free guests AND the Ticket feature for paid guests.

Policy: "Each household is issued 2 free guest per day.  Additional guests must pay $5".
Answer: No, you can not use the VGP feature for both free and paid guests.  Resetting VGPs overnight will delete an unused guest passes. 
Solution A: Use the VGP feature for free guests AND the Ticket feature for paid guests.
Solution B: Use the Limited Member feature for free guests and the VGP feature for paid guests.