This guide explains how to set up Daily, Seasonal and Annual Passes in RMS using the Passes module.

Overview

The Passes module provides the ability to issue and sell access passes that grant guests or visitors entry to property facilities for a defined period of time.

Passes can be configured as Daily (single day), Annual (365 days) or Seasonal (a custom date range).

Pass fees can be charged Per Person or Per Period using a Sundry Charge (a configurable charge item used for billing non-accommodation fees). Enterprise customers can configure passes that are valid across multiple properties. Daily Passes also support Exclusion Dates to block sales during specific periods such as public holidays or peak times.

This article covers pass types, fee structures, Form Letter merge fields and step-by-step setup instructions including properties and exclusion dates.

Information

The following Pass Types are available.

Enterprise Properties

Enterprise customers can set up Passes to provide access for one or more properties. This is configured on the Properties tab during pass setup.

Form Letter Merge Fields

The following merge fields can be added to a Form Letter to include pass details in guest correspondence. These fields are available in the 'Guest' Merge Table.

Selling Passes

Once a pass has been created, it will be available for selection on the Passes Portal. 

Prerequisite

If Passes will require a charge, a Sundry Charge will need to be configured before starting setup.
One Sundry Charge can be used for all passes or individual Sundry Charges for can be assigned to each pass type.

To create a Sundry Charge, go to Setup > Accounting > Sundry Charges.

Guide

In the side menu of RMS, go to Setup > Passes.

1. Select 'Add'.
   
    
2. Enter a Description.
   Enter a Long Description (Optional).
3. Select a Pass Type (Daily, Annual or Seasonal).
   If Seasonal is selected, a Valid Date Range will need to be selected.
   
    
4. Select a Fee Structure:
   • Fees Per Period: Select a Sundry Charge and enter the Unit Price, or select 'Use Amount from Sundry' to use the price from the Sundry Charge.
   • Fees Per Person: Select a Sundry Charge and enter the Price Per Adult, Child and Infant.
5. Select the Sundry Charge, and configure the amounts.
   (Skip this step if Fee Structure = No Fee).
6. Select Save.
   
7.  

Set Up Properties (Optional)

Passes default to 'All Properties' unless configured for specific properties.

1. Navigate to the 'Properties' tab.
   Select the checkbox 'Pass can be used at Multiple Properties' (Optional).
2. Select 'Add'.
   
    
3. Select the Property.
4. Choose the button.
5. Select Apply/Exit.
   

Set Up Exclusion Dates (Optional)
(Daily Pass Only)

Exclusion Dates prevent a Daily Pass from being sold for dates that fall within the excluded period. This is useful for blackout dates such as public holidays or peak periods.

1. Navigate to the 'Exclusion Dates' tab.
2. Select 'Add'.
   
    
3. Select the Exclude Entry Date Range.
4. Select the checkbox for a Property.
5. Select Save/Exit.
   (Repeat the process for any other exclusion date ranges required).