The MagnaPass Guide to PACKAGES

Written on Friday 16th July 2021

Packages Overview

Packages are a block of passes that can be purchased by clients - for example: "5 Class Pass".

We call them a 'Package' but you may know them as a class pass, block, credits or something else! Whatever you like to call them, you can offer them through your MagnaPass account.

Packages a great way to offer clients a discounted rate for purchasing multiple sessions in one go and ensure you receive a larger upfront payment than a single session - it's a win-win!

For example, if you offer Private Personal Training at £50 per session, you may wish to offer your clients the option to pay £450 for a package of 10 sessions in one purchase (9 for the price of 10).

You can customise the packages (keep reading for more details) by setting the price, how long until the passes expire, number of sessions, start dates and which sessions are included.

Once you've created packages, you can let MagnaPass do the rest. Clients purchase the packages, email confirmations are sent automatically, passes are added to their account, then they spend the passes to book sessions. When they run out of passes, they can purchase another package and start booking again.

You can track how many live passes are in circulation, view package purchase history, track package usage and manage passes manually (again, keep reading for more details).

There are a number of variables you can use to tailor a package to your specific needs. This includes:

  • Basic information: Name, price and description. Example: 5 Class Pass, £30.
  • Duration: The amount of time a client has to use the passes. After this, the passes will expire and become invalid for clients to use. Example: 4 weeks from start date.
  • Start date: Choose when you want the passes to be valid from once purchased by a client. Example One: From the date of purchase (leave field blank), or Example Two: From a specific date of your choice.
  • Number of passes: Set up how many passes are included in the package. Example One: 10 total passes to use within a 5 week duration, or Example Two: 2 passes per week to use within 5 weeks (total = 10 passes).
  • Which services are included: You can specify which classes, events or courses can be booked using the package passes. Example: Yoga Class, Pilates Class and Meditation.

 

Setting up a Package

Getting Started

The first step is to sign into your MagnaPass dashboard. Select 'My Services' and then 'Packages'. This will display a list of packages (or an empty list if you don't have any packages set up yet). To begin setting up a package, click the 'Create a new package' button.

If you don't have a MagnaPass account, you can find out more here and sign up for a free 30-day trial. Our team are more than happy to answer any questions by email or set up a demo call with you. Please scroll to the bottom of this article for more details of how to get in touch.

MagnaPass Tip: Packages are a great way to get paid upfront for your services whilst giving clients a preferable per class rate - win, win! Packages increase the chances of cultivating a base of repeating loyal clients.

Basic Information

Firstly, let's start with the basics - the name of the package. This can be changed later but we recommend you keep it simple: If the package is for the client to purchase ten passes to use on any class, "10 Class Pass" would be suitable. 

However, we recommend the name is specific where it needs to be. For example, if the package is for five private yoga appointments, "5x One-to-One Yoga" would be appropriate.

Next, enter the price of the package. Just enter the numerical value excluding the currency symbol. For example: DO write "50.00" and DON'T write "£50.00".

Then fill out the description field. This can be copy & paste text from elsewhere or something written from scratch. Keep this as concise and to-the-point as possible. The simpler it is, the better your clients will understand the package (therefore, more likely to make a clear decision to purchase).

MagnaPass Tip: Keep your range of packages to a minimum. The more choice, the more clients have to think about which one to choose and can negatively affect the purchase process.

Duration

This is the time that clients have to use their passes from the start date (see below). This is set in weeks, so just select a number from the drop down field. The minimum is 1 week, the maximum is 52 weeks. The duration dictates the expiry date of the package (and the passes included) from the designated start date (see below).

This could be related to the number of sessions included in the package. For example: Clients might need a longer duration to use a package containing 20 passes than one containing 5 passes. If you don't want to pressure clients into using their passes, you can select the maximum of 52 weeks (which gives clients a whole year).

If necessary, you can extend the pass expiry dates manually (keep reading for more details).

MagnaPass Tip: We recommend you allow clients an extra two or three weeks  to use their passes. Life happens and clients might not be able to come to book every week, so giving them a little more flexibility can go a long way. For example, if a package includes 6 passes, set the duration to 8 weeks or more. 

Start Date

This can be a specific date from which all packages and passes will start. This is useful if you're running a limited-time offer or promoting a launch for a specific point in time. To do this, click on the date field and select the specific date on the calendar that pops up.

Otherwise, the most common scenario is that the start date is from the date of purchase. In which case, leave the start date field empty. If there is already a date in the field, click on the date field and then click the 'Clear' button at the bottom of the calendar that pops up.

MagnaPass Tip: Leaving the start date blank is the low-maintenance option. This means the package starts from the date of purchase and the system handles the rest for you automatically.

Number of Passes

This will determine how many passes are added to the clients account after they purchase the package. You can either give all of the passes in one go to be used before the expiry date. Enter a numerical value in the For example: 10. 

Or you can provide clients with a weekly amount of passes. In which case, choose a number from the drop-down field. For example: 2 per week.

Note: This variable is either/or so if you are offering 10 total passes in one go, enter "10" into the 'Sessions' field on the left and leave the 'Sessions per Week' drop-down field blank (and vice versa for the reverse).

MagnaPass Tip: For the low-maintenance option, simply enter a number into the 'Sessions' field and let MagnaPass take care of the rest automatically whilst providing your clients with plenty of flexibility. This option means if the clients uses all of their passes quickly within a week or two, they're in a position to purchase another package - which is great for you and client loyalty.

Which sessions are included

In the packages editor, select the 'Sessions' tab and you'll see a drop-down field with an 'Add' button. Select the session you'd like to add to the package, then click 'Add'. Do this until all of the sessions you want to be included in the package are added.

It's important to add these sessions before packages are purchased by your clients. Packages (and the subsequent passes) that are added to the client's account are based on the settings of the package at the time of purchase. So if a class is added or removed after a client has bought a package, it will not affect their passes but it will effect any purchases after the changes are made.

Note: Before adding services to a package, you must first have created the services - this includes classes, events and courses. See our guides on how to set up your services below:

MagnaPass Tip: Consider grouping all of your classes to be included in the packages to offer the maximum flexibility to clients. Two or three packages is usually enough to cover all necessary package options.

 

Selling your Packages

 Display your booking system through your MagnaPass public profile or your own website "widget"

Now that you've created a package, your clients can view and purchase them through the booking system. Your booking system comes with two public-facing interfaces: Your public profile which is hosted on the MagnaPass website, and your website widget which is hosted on your own website.

If you don't have a website, it's not a problem you can just use the MagnaPass profile provided. If you do have a website but are unsure how to integrate the booking system, there are instructions within your account dashboard. You'll just need to login and click on the "Integrations" section of the dashboard for simple instructions. You can follow the instructions yourself or pass them on to the person that usually manages your website. MagnaPass also provides technical support with embedding the widget into your website, so please feel free to reach out to us by email if you need a hand: support@magnapass.co.uk

Clients purchase packages

Once you've setup a package and you've directed your clients to your booking page (whether it's the MagnaPass profile or your website widget) clients can view your packages by selecting the "Packages" tab. They then simply click "Book" and follow the booking and payment steps.

Clients use their passes to book

After purchasing the package, the passes are added to the clients account. They can then spend the passes by booking into the relevant sessions. The system will recognise them based on their email address, so they just use the same name and email each time and the MagnaPass system will deduct a pass. When they run out of passes, they've no longer have the option to book with a pass - meaning they just need to purchase another package.

NOTE: You and your clients can find out more about browsing, booking and purchasing as a client through this handy guide: The MagnaPass Guide for CLIENTS.

 

Managing your Packages

Putting a package on hold

If you want to hide a package from public view so people can't book it (whether it's for a few hours or forever) you can select the 'On Hold' option in the package editor. Here's a step-by-step guide to putting a package on hold:

  1. Log into your MagnaPass account dashboard.
  2. Click "My Services" then select "Packages". This will display a full list of your packages.
  3. Click the yellow "Edit" icon to the left of the package name. This will take you to the package editor.
  4. Under the "Profile" tab within the package editor, tick the "On Hold" checkbox above the name field.
  5. Click the green "Save package changes" button at the bottom of the page.

Note: Putting a package on hold means the package will not be publicly visible to clients and therefore more can't be purchased. You are still able to give individual passes or entire packages to clients manually . Clients will still be able to use any passes and packages issued before you put the package on hold.

Editing a package

You can change the details of any of your packages whenever you need. To do this, follow the same first 3 steps from above:

  1. Log into your MagnaPass account dashboard.
  2. Click "My Services" then select "Packages". This will display a full list of your packages.
  3. Click the yellow "Edit" icon to the left of the package name. This will take you to the package editor.

Here you're able to adjust any details of the package. On the 'Profile' tab within the package editor you can update the name, price, description, start date, duration, number of sessions (or sessions per week). On the 'Sessions' tab you can add/remove which sessions are included in the package. Always remember to click the green 'Save package changes' after making your edits.

Note: When you make these changes, only the packages and passes that are issued after the changes will be affected. Any packages and passes issued before your changes.

Tracking passes and purchases

The MagnaPass system tracks the packages and passes for you automatically. You can login anytime to view details on how many valid passes are currently in circulation, how many passes a client has used, when the packages and passes expire, and more.

You can view this through the individual client profiles by following these steps:

  1. Log into your MagnaPass account dashboard.
  2. Go to the "Clients" section.
  3. Find the client in question and click the yellow "Edit" icon to the left of their name.
  4. On the "Passes" tab you'll see all of their passes (expired and valid) with all relevant details.
  5. On the "Packages" tab you'll see all of their package purchases with all relevant details.

You can also view this through the individual packages by following these steps:

  1. Log into your MagnaPass account dashboard.
  2. Click "My Services" then select "Packages". This will display a full list of your packages.
  3. Click the yellow "Edit" icon to the left of the package name. This will take you to the package editor.
  4. On the "Live passes" tab you'll see all of the valid passes yet to be used and all relevant details.
  5. On the "Packages" tab you'll see all package purchases with all relevant details including clients names.

The pass and package details listed varies depending on which way you're viewing the details, this includes:

  • When the package or pass was purchased/issued (valid from).
  • When the package or pass expires (valid to).
  • The name and email address of the client who the package or pass belongs to.
  • How many passes have been used (e.g. 5/10).
  • Which session the client booked with the pass.

NOTE: Clients may ask you how they can see their passes, how many they have left and how to use them. Read the following article to find out how to do all of that and feel free to send it to your clients: The MagnaPass Guide for CLIENTS.

Deleting passes and packages

If you need to delete passes from a clients account, you can do so by accessing them through the individual client profiles only. Go to the "Clients" section of the account dashboard, click the yellow "Edit" icon to the left of the clients name, and select the "Passes" tab within the client profile. To delete a pass, click the red "Delete" icon to the right of the pass.

To delete a package that you offer, you do this through the package editor. Click "My services" and select "Packages", edit the package in question, and in the bottom-right of the page click the red "Delete package" button. Doing this will delete all passes associated with the package too, so only do this if you're absolutely sure.

 

Start your free 30-day trial

If you are interested in getting your online classes set up, we are more than happy to help you every step of the way. 

You can start a completely free 30-day trial here.

Please feel free to get in touch with us by emailing support@magnapass.co.uk with your query.

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