Prepaid Packages

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Introduction

Prepaid Packages let you sell bundles of sessions that clients pay for upfront at a fixed price. A package defines which services are included, how many sessions of each, a single prepaid price (typically discounted), and an optional expiry period. When a client purchases a package, they receive a balance of prepaid sessions that can be redeemed at checkout by a team member or applied by the client themselves when booking online — replacing the normal service charge. This is ideal for encouraging client commitment and repeat visits. For example, you might offer a “10 Haircut Pack” where the client pays upfront for 10 haircuts at a discounted rate, then redeems one session each visit. Packages are managed from the Catalogue section and can be sold through the Sales form (POS) or purchased by clients through your online booking portal. Sold packages and their session balances appear on each client’s profile and in the Sold Packages list under Sales.

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Key Features

• Flexible composition: Include one or more services in a package, each with its own session count
• Variant-level allocations: Restrict sessions to a specific service variant (e.g., “Haircut — Short” rather than any haircut)
• Prepaid pricing: Set one upfront price for the entire package, typically at a discount compared to booking sessions individually
• Expiry periods: Optionally set how many months a package is valid after purchase
• Session tracking: Real-time balance tracking shows how many sessions remain for each service
• Checkout redemption: Team members select a client’s package at checkout to cover service charges
• Online redemption: Clients can apply their package credits when booking online — no team member intervention needed
• Multiple packages per sale: Sell more than one package in a single transaction
• Online purchase: Clients can browse and purchase packages through your online booking portal
• Purchase confirmation email: Clients receive an email with their package details after purchase
• My Packages portal: Clients can view their purchased packages and session balances online
• Sold packages list: Browse and manage all sold packages with status filtering
• Archive & restore: Archive packages you no longer sell and restore them later if needed
• Cancellation restore: When an appointment is cancelled, redeemed sessions are automatically returned to the client’s balance
• Voiding: Cancel an active package if needed, with a mandatory reason
• Package reports: Track packages sold, revenue, sessions redeemed, and sessions outstanding

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How Packages Work

1. You create a package definition in Catalogue > Packages (e.g., “10 Haircut Pack” — 10 sessions of Haircut for $400, paid upfront)
2. The package is sold to a client — either by a team member through Sales > Add Sale, or by the client themselves through the online booking portal
3. The client receives a prepaid session balance (e.g., 10 haircut sessions) and a confirmation email
4. Sessions are redeemed in one of two ways:
   • At checkout (team member): When checking out an appointment, the team member selects the client’s package to cover the service charge
   • During online booking (client): The client applies their package credits at the confirm step when booking online — sessions are redeemed immediately
5. One session is deducted per service and the service charge is covered by the prepaid balance — no additional payment is needed for covered services
6. If an appointment is cancelled, any redeemed sessions are automatically restored to the client’s balance
7. When all sessions are used, the package status changes to Exhausted

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Creating a Package

1. Go to Catalogue > Packages in the sidebar
2. Click Add Package
3. Fill in the details:
   • Package name (required): A descriptive name (e.g., “10 Haircut Pack”)
   • Description (optional): Additional details about what’s included
   • Services included (required): Click Choose Services to select which services and variants are part of the package, then set the number of sessions for each
   • Price (required): The total price for the package
   • Expiry period: Choose Limited and enter a number of months, or Unlimited for no expiry
   • Active: Toggle whether the package is available for sale
   • Allow Online Purchase: Toggle whether clients can purchase this package through the online booking portal (requires Stripe payments to be configured)
4. Click Save

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Service allocations

Each service allocation defines a service (or a specific variant of a service) and how many sessions of it are included. You can mix both types in a single package. For example, a package could include 10 sessions of any Haircut variant plus 3 sessions of Colour (no variants).

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Editing a package

You can update a package’s name, description, price, expiry period, and active status at any time. However, if the package has been sold to any client, the service composition cannot be changed — this protects existing session balances from being altered after purchase.

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Archiving a package

If you no longer want to sell a package but need to keep it for reference (e.g., clients still have active balances):

1. Open the package from Catalogue > Packages
2. Click the Archive option from the dropdown menu
3. The package is hidden from the main list and can no longer be sold

To view archived packages, toggle the Archived filter on the packages list. You can restore an archived package at any time to make it available for sale again. Note: You can only permanently delete a package that has been archived and has never been sold.

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Selling a Package

Packages are sold through the Sales form, just like products. You can start a sale from multiple places:

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From the Sales page

1. Go to Sales in the sidebar and click Add Sale
2. Select a Client
3. Click Add Package
4. Browse or search the available packages, then click one to add it
5. You can add multiple packages to a single sale
6. Each added package appears as a line item with its price
7. Select a payment method and complete the sale

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From the client profile

1. Open a client’s profile and go to the Packages tab
2. Click Sell Package in the tab header (or in the empty state if no packages exist yet)
3. This opens the Sales form with the client pre-selected — just add packages and complete the sale

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From the client list

Right-click (or use the ⋮ menu) on any client row and select New Sale to open the Sales form pre-populated with that client.

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From the command palette

Press Cmd+K (Mac) or Ctrl+K (Windows/Linux) and search for “Sell Package” to jump straight to the Sales form. Once the sale is confirmed, a Sold Package record is created for the client with the full session balance.

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Online Purchase

Clients can browse and purchase packages directly through your online booking portal. This requires:

• Packages to be enabled in Settings > Packages
• At least one package with Allow Online Purchase toggled on
• Stripe payments configured for your location

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Discoverability

Packages are surfaced to clients in several places on your online booking portal:

• Navigation bar: A “Packages” link appears in the main navigation when online packages are enabled
• Packages section on your booking page: A prominent section encourages clients to browse available packages
• Services section: A subtle “Save with prepaid packages” link appears below the services heading, guiding clients to explore packages
• Account menu: “My Packages” appears in the client’s account hub (grid menu) for quick access to their purchased packages

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How it works

1. The client visits the Packages page on your online booking portal
2. They browse the available packages, viewing services included, price, and expiry
3. They click Purchase Package and are redirected to Stripe Checkout to complete payment
4. After payment, they see a confirmation page with their package details
5. The client receives a purchase confirmation email with a summary of their package
6. The package appears on their My Packages page, where they can view session balances

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My Packages

Clients can view all their purchased packages from the My Packages page in the online booking portal (accessible from the user menu). For each package they can see:

• Package name and status
• Session balance per service (remaining / total)
• Purchase date and expiry date
• A link to book an appointment

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Purchase confirmation email

When a client purchases a package, they automatically receive a confirmation email showing:

• Package name and included services
• Price paid and expiry date
• A link to view their packages online

You can customise this email in Settings > Automated Messages > Package Purchase Confirmation.

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Processing fees

If your location has Pass processing fees to clients enabled in payment settings, a small note is shown on the packages page informing clients that a processing fee applies.

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Package Indicators When Booking

When creating or editing an appointment, the system helps team members identify clients with active packages:

• Package banner: After selecting a client, a blue banner shows the number of active packages and remaining sessions with a per-service breakdown. Each service is a clickable quick-add button — click to instantly add that service to the appointment
• Service dropdown: A “Covered by Package” group appears at the top of the service selection dropdown, highlighting services the client has prepaid sessions for. Each matching service also shows a blue badge with the number of remaining sessions (e.g., “7 sessions”)
• Suggested services: If a suggested service is also covered by a package, the package session badge appears alongside the booking count
• Total hint: The total section shows a blue hint indicating how many services are covered by a package and the potential savings at checkout (e.g., “All services covered by package — potential total $0 at checkout”)

The total hint also appears when viewing an appointment (appointment preview and detail page) for appointments that haven’t been checked out yet. These indicators are informational — actual package redemption happens at checkout (where packages are automatically applied). They help team members select the right services and see the financial impact upfront.

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Redeeming Packages

There are two ways to redeem package sessions: team members can apply them at checkout, or clients can apply them when booking online.

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Redeeming at checkout (Team member)

When checking out an appointment for a client who has an active package, the team member can apply it to cover the service charge.

1. Open the appointment and click Check Out
2. If the client has an active package that covers any of the appointment’s services, matching packages are automatically applied — no manual action needed
3. The service price is set to $0 (covered by the package) and one session is deducted from the balance
4. Any add-on charges remain payable as normal — packages cover the base service price only
5. The team member can remove or change the applied package if needed
6. Complete the checkout with any remaining balance paid via the chosen payment method

Packages are auto-applied when entering checkout to streamline the process. If the client already applied a package during online booking, it appears as “Applied (online)” in the checkout view. The team member can keep the pre-applied package or remove it and choose a different one.

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Redeeming during online booking (client)

Clients with active packages can apply their credits when booking online — no team member action is needed.

1. The client selects their service(s) and reaches the Confirm step of the booking flow
2. A Package Credits section appears in the booking summary, showing packages that match the selected services
3. For each service, the client can see available packages with the number of remaining sessions and expiry date
4. The client clicks Apply to use a package for that service
5. The booking summary updates to show the package discount as a line item deduction
6. If the package covers all services, the client sees “Fully covered by your package — no payment required” and no deposit is collected
7. When the booking is confirmed, sessions are redeemed immediately

Important details:

• Each service slot can have at most one package applied
• Only packages with an exact variant match are available during online booking (service-level packages match any variant)
• Package-covered services are excluded from the deposit calculation
• If the appointment is later cancelled, redeemed sessions are automatically restored to the client’s balance

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Cancellation and session restore

When an appointment with package redemptions is cancelled, the redeemed sessions are automatically restored to the client’s package balance. This applies to both team-member-applied and client-applied redemptions.

• The restoration is recorded in the redemption history as a Reversal entry
• The package status may change back from Exhausted to Active if sessions are restored
• No manual action is required — the restore happens automatically on cancellation

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Managing Sold Packages

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Client profile

Each client’s profile includes a Packages tab showing all their purchased packages. For each package you can see:

• Package name, purchase date, and expiry date
• Status badge
• Session progress bar (used / total)
• Per-service session breakdown
• Links to view the sale or the full package detail

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Sold Packages list

Go to Sales > Sold Packages in the sidebar to browse all sold packages across all clients.

• Search by package name
• Filter by status: All, Active, Exhausted, Expired, or Voided
• Click any row to open the detail page

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Sold Package detail page

The detail page shows:

• Package details: Client (linked), purchase date, expiry date, purchase price, sale origin (online booking or point of sale), and a link to the original sale
• Session summary: Progress bar and per-service breakdown showing remaining / total sessions
• Redemptions table: A log of every redemption and reversal — date, service name, type (redemption or reversal), and a link to the appointment

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Voiding a package

If you need to cancel a client’s package — for example, if it was sold in error or the client requests a cancellation:

1. Open the sold package detail page (from Sales > Sold Packages or the client’s Packages tab)
2. Click Void
3. Enter a reason (required)
4. Confirm

Note: Voiding is permanent. The remaining sessions are forfeited and the package can no longer be redeemed. Voiding does not automatically issue a refund — process a refund on the original sale separately if needed.

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Package Statuses

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Package Reports

Go to Insights > Reports > Packages Summary to view analytics for your packages. The report shows:

• Packages sold: Number of packages sold in the selected period
• Total sold amount: Revenue from package sales
• Sessions redeemed: Number of sessions used in the selected period
• Sessions outstanding: Total unredeemed sessions across all active packages

You can filter by date range and use comparison mode to compare against a previous period.

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Enabling Prepaid Packages

Prepaid packages must be enabled before they can be created or sold.

1. Go to Settings > Packages
2. Toggle Enable Packages on
3. Optionally set a Default Expiry — this pre-fills the expiry period when creating new packages

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FAQs

Q: Can I include multiple services in one package? A: Yes. A package can include any number of services, each with its own session count. For example, “10 Haircuts + 3 Colours”. Q: What happens if a service has variants? A: When choosing services for a package, you can select specific variants (e.g., “Haircut — Short”) or the service as a whole. A service-level allocation allows any variant to be redeemed; a variant-level allocation restricts redemption to that specific variant. Q: Can a client have multiple active packages? A: Yes. A client can purchase and hold multiple packages simultaneously. Q: Can I sell multiple packages in one sale? A: Yes. You can add multiple packages to a single sale transaction. Q: Do packages cover add-on charges? A: No. Packages cover the base service price only. Any add-on charges remain payable at checkout. Q: What happens when a package expires? A: Expired packages cannot be redeemed. The expiry date is calculated from the purchase date plus the number of months set on the package. Q: Can I change the services in a package after it has been sold? A: No. Once a package has been sold to any client, the service composition is locked to protect existing session balances. You can still update the name, description, price, and expiry period. Q: Who can void a package? A: Team members with the Void Packages permission. By default, Owners and Admins have this permission. Q: Does voiding a package issue a refund? A: No. Voiding cancels the remaining sessions but does not process a refund. If a refund is needed, process it separately on the original sale. Q: Can clients redeem packages when booking online? A: Yes. When a client with active packages reaches the confirm step of online booking, they see a Package Credits section showing applicable packages. They can apply a package to cover each service — sessions are redeemed immediately when the booking is confirmed. Q: What happens to package sessions if an appointment is cancelled? A: Redeemed sessions are automatically restored to the client’s package balance. This works for both team-member-applied and client-applied redemptions. Q: Can clients purchase packages online? A: Yes. Toggle Allow Online Purchase on individual packages to make them available on your online booking portal. Clients pay via Stripe Checkout and receive a confirmation email. Q: What happens if a client abandons the checkout? A: If the client closes the browser before completing payment, the package stays in Processing status. When the Stripe Checkout session expires (typically after 24 hours), the package is automatically marked as failed and cleaned up. It never appears in admin views. Q: Can I control which packages are available online? A: Yes. The Allow Online Purchase toggle is per-package, so you can offer some packages exclusively at the point of sale while making others available online. Q: Do packages affect the deposit amount for online bookings? A: Yes. Services covered by a package are excluded from the deposit calculation. If all services are covered, no deposit is required. Q: What’s the difference between archiving and deleting a package? A: Archiving hides the package from the active list but preserves it for reference — you can restore it later. Deleting permanently removes the package. You can only delete a package that has been archived and has never been sold. Q: Is there a difference between how packages work at checkout vs. online booking? A: The core behaviour is the same — one session is redeemed per service. The main difference is that online booking requires an exact variant match when applying packages, whereas team members at checkout have more flexibility to match service-level allocations.

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To enable and configure prepaid packages, see Prepaid Package Settings.