Day Passes Sales on ActivityReg

Day Passes are traditionally a point-of-sale purchase for entry into the facility.  However, you can elect to sell day passes on your ActivityReg site.  This provides the customer with a QR code which means they can go straight to the admittance station.  Day passes are non-expiring so they can be used anytime but only used once.  Online day pass sales can alleviate congestion on busy days such as rush hour at the pool on a hot summer day.

 

This Document will cover:

ü  Enabling Online Day Pass Sales in Site Configuration

ü  Marking Day Passes as Purchasable on ActivityReg

ü  Purchasing Day Passes on ActivityReg

ü  Scanning the QR Code Generated from the Day Pass Purchase at your Admittance Station

ü  Reprinting or Resending a Customer’s QR Code

ü  Removing an Admittance Scan (accidental scan or in testing)

 

Enabling Online Day Pass Sales in Site Configuration

To enable day pass sales on your Activity Reg site, click the cog button  in the upper right-hand corner of your screen, then navigate to Site Configuration > Internet Tab > ActivityReg Options Tab. Uncheck the box for Remove Day Passes from ActivityReg (checked by default). This option turns on the Day Pass option on ActivityReg.  Once enabled, the Day Pass option appears on the registration menu option on ActivityReg.

 

Marking Day Passes as Purchasable on ActivityReg

By default, none of your day passes are enabled for online purchase through ActivityReg.  They must be enabled individually.  Navigate to Define > Cash Register > Day Pass, then either double-click or select the pass you wish to edit and click [Edit].

Edit Icon: By selecting an Icon you can customize the look of your ActivityReg page.  If no icon is selected, a default ticketing icon will be used.

Allow this to be sold on ActivityReg: Checking this box will make this pass appear on ActivityReg for purchase.

Force individual QR Codes for each pass: When a QR Code is generated and sent to the customer, you have the option for a single QR code for the whole sale, or to create individual QR codes for each separate pass sold.  A single QR code is very convenient for a family or group as they only have one code to scan and the admittance is updated accordingly with the whole group.   However, it’s an all or nothing scenario as the whole ticket is used at once.  If, say, a parent is arriving separately, you would need to check out from the first sale then create a new transaction for the second parent.  Some facilities might choose to use the honor system and just let the other parent come in when they arrive in this scenario.  Individual QR codes provide a code for each person but can slow down the entrance process as patrons must show each code selected on their phone or printed paper.  You can mix and match but we recommend using the same settings for all your passes as a best practice.

Web Notes: Notes entered here should provide details about the pass, and are displayed on ActivityReg under the day pass.  This is a great place for information such as defining age requirements.

 

Purchasing Day Passes on ActivityReg

Once enabled, the Day Passes option appears on the menu tab on your ActivityReg site.  You can also choose to customize your ActivityReg site with a Day Pass button using the Sportsman Web editor.

By design, patrons do not have to be logged in to purchase day passes making the process quick and simple for your patrons.  When paying for the purchase, patrons are required to provide a billing name and email address.  ActivityReg uses that email to either attach the purchase to an existing member account, or create a new account.  If multiple members are found with the same email, the purchase will be attached to the first member Sportsman finds matching the first name of the billing name.  If the billing name isn’t found, it goes to the first member in that group.  If the email doesn’t exist, Sportsman will add a new member using all of the billing information provided in the purchase.  This is critical for a customer who is having trouble, or lost their QR code. You can find the account with the purchaser’s information in Sportsman and reconcile the problem.  All pass sales made on the internet will be linked to a patron in the Sportsman database.

Customers who are logged-in provide the most positive identification to a member profile and also get the advantage of features like card on file for even faster checkout.

 

The Day Passes screen is intuitive and easy to use.  Simply select the quantities you want from each available day pass type and press [Add to Cart].

From the cart screen, simply checkout as usual.

 

As part of the checkout process, the patron will be emailed a receipt with the QR code.  In the following example, all pass types were configured to produce a single QR code for faster entrance.

 

Scanning the QR Code Generated from the Day Pass Purchase at your Admittance Station

There is no special configuration required at your admittance station other than you must have a QR Code capable scanner.

The patron scans the QR code, and the following is displayed:

If the QR code has already been used, an appropriate error message will be displayed.

 

Reprinting or Resending a Customer’s QR Code

Inevitably a customer will forget or lose their QR code.  Sportsman links every transaction to a patron record, regardless of whether the patron is logged into their account or not. Sportsman will either link the transaction to a patron with the corresponding email address entered at checkout, or will create a new patron record with the payment information entered if none is found. Because every sale is linked to a patron record in Sportsman, you can find it and reprint it.

Typically, you will find the customer by email address.  This is the best link but you can also find them by name.

From the Profile Information screen, you will want to select [$ Account Details].

 

 

IMPORTANT:      Since a Day Pass sale requires full payment, you will need to select All from the Show dropdown menu.  Select the pass purchase from the list of transactions.  If you can’t find it, you may want to select All In Family Group from the View dropdown menu to see if it’s possibly attached to another member in the family.

Double click on the item you want to reprint or select it and press the [View Item] button.

Press the QR Code button.

The QR Code will be displayed and you can email or text the code to the patron.

 

Removing an Admittance Scan (accidental scan or in testing)

Note: Admittance is coming soon to Sportsman Web, but is currently only available in the desktop application. You will need to navigate to the desktop app to make adjustments to admittance.

Since an admittance swipe can only be used once, you may want to remove the swipe for testing so you can scan it again.

Find the member as in the Reprint QR Code procedure, select the Membership tab and select the View Admissions button.

Tip:   You can actually print a QR code for day passes purchased on your cash register (not on ActivityReg) using this technique.  However, most customers track admittance which means an admittance record is created at the time of sale.  Effectively this means the QR code is consumed immediately.  With this option, you can remove the admittance record and successfully rescan the day pass.

 

From the Admittance History screen, you should see the Day Pass records.  Simply select the one you want do remove and press the Delete button.

You are now free to rescan that code.

 

SM:SMAR:B: APR22