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Renew or extend a pass that's running out

See whose passes are nearly used up or about to expire, then renew, extend or let them run out.

ForAdminsInstructors

On this page

When a rider's pass is nearly used up or close to its expiry date, catch it in time and agree what happens next: a new pass, a later expiry date, or letting it run out.

Steps

  1. Open Passes. The list starts on Active, with the passes that expire soonest at the top.
  2. Scan the Used and Expires columns. The bar changes color as a pass gets close to its last ride, and passes that expire within a week are highlighted. Switch the status to Used to see passes with no rides left.
  3. Tap a pass to open it, check Remaining and Expires, and agree with the rider what they want.
  4. To renew, tap Issue next in the pass (admins), or Issue pass at the top of the page. Choose the rider under Recipient, choose the pass under Pick a pass type, set the Payment method to how they paid, and tap Issue pass.
  5. To extend, tap Edit in the pass, choose a later Expiry date and tap Save.
  6. To let it expire, do nothing. After its expiry date it moves to Expired by itself.

If something's off

  • The rider turns up after the expiry date, with rides still left. Find the pass under Expired, tap Edit and choose a future Expiry date. It's back in Active, and its rides are used as normal again.
  • You can't change the number of rides in Edit. Only an admin can, unless your barn lets instructors do it too. Ask an admin, or sell a new pass instead. See Pass & voucher setup.
  • The rider says they never got a reminder. Reminders only go to riders who have Pass & voucher expiry reminders switched on in their own notification settings. It starts off for new accounts. Ask the rider to check it. See Your account.

What you'll notice

  • A new pass shows up under Passes in the rider's app right away.
  • If you renew early, check-out offers the old pass first, until its rides run out or it expires.
  • Riders who have switched on the reminder get one about a week before their pass expires, but only if it still has rides left.

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