Tracking Passes & Reservation Credits

Membership plans can include a set number of passes and/or reservation credits. How those passes and credits are tracked depends on whether the member is on a monthly recurring plan or an as-needed plan.

Monthly Recurring Plans

Passes and Credits Reset Each Billing Period

For monthly recurring plans, passes and reservation credits are use it or lose it. Any unused passes or credits do not carry over into the next billing period.

How Billing Periods Work

In Deskworks, billing periods are determined by your sweep. The sweep runs a set number of days before or after the member’s payment due date and generates a consolidated invoice that includes activity since the previous sweep (reservations, usage, passes, and credits), along with recurring plan charges for the upcoming billing period.

When the sweep runs, it marks the end of the current billing period and the beginning of the next.

Depending on your billing settings, a billing period may include usage and reservations from multiple calendar months. For example, if payments are due on the 1st of each month and invoices are generated 3 days before, the new billing period begins 3 days before the 1st.

Alternatively, you can choose to generate invoices on the 1st of each month, with payment due a set number of days later. This keeps billing periods aligned with calendar months, but means payments won't be due until after the 1st.

How Passes and Credits Are Applied

Passes and credits are applied to eligible usage included in that billing period. When a billing period includes activity from multiple months, the related reservations, passes, credits, and charges are kept together on the same invoice.

This makes it easier for you and your members to review and reconcile how credits were applied to the activity on each invoice.

As-Needed Plans

Passes Remain Available Until Used

For as-needed plans, members receive a set number of passes that remain available until they are used. There is no billing period or expiration associated with those passes.

Once all passes have been used, you can choose to:

• Terminate the plan, or

• Automatically refill the passes and bill the member for the next set

This allows as-needed plans to work like a prepaid package rather than a recurring monthly allowance.

Viewing Remaining Passes and Credits

Members and admins can view remaining passes and credits for both monthly recurring and as-needed plans.

For Members

Members can view their remaining passes and reservation credits on their Dashboard. Balances reflect usage as of the day they're viewed and do not account for upcoming reservations.

For Admins

Admins can view a member's remaining passes and credits in two places:

• Dashboard: Select a member to see their current balances.

• Member Account → View Usage: See a detailed breakdown of usage and how passes and credits have been applied.

Explore More Ways to Use Passes and Credits

Looking for ideas on how to make the most of passes and bucket plans? Check out our guide, Increasing Revenue with Passes and Bucket Plans, for ways to create flexible offerings and generate more revenue from your space.