---
title: Managing Guest Passes
description: The article guides you through setting guest pass restrictions, the guest pass quantity reset, and how to check in with a guest pass.
---
[Skip to content](https://support.approach.app/knowledge-base/guest-passes#main-content)
English
Show submenu for translations
[](https://support.approach.app/knowledge-base?hsLang=en)
- Home
- Products
- Pricing
- Blog
- Company
Open main navigation
Close main navigation
- Home
- Products
- Pricing
- Blog
- Company
- English
Show submenu for translations
- [Contact us](https://share.hsforms.com/1-n8QjFL3Rfiu-MkWDeoqcwnvfva)
[Contact us](https://share.hsforms.com/1-n8QjFL3Rfiu-MkWDeoqcwnvfva)
Welcome to Approach!
- There are no suggestions because the search field is empty.
1. [Approach Knowledge Base](https://support.approach.app/knowledge-base?hsLang=en)
2. [Approach Main App](https://support.approach.app/knowledge-base/approach-main-app?hsLang=en)
3. [Store](https://support.approach.app/knowledge-base/approach-main-app?hsLang=en#store)
# Managing Guest Passes
## The article guides you through setting guest pass restrictions, the guest pass quantity reset, and how to check in with a guest pass.
[What is A Guest Pass?](https://support.approach.app/knowledge-base/guest-passes#whats-guestpass)
[How to check in with a Guest Pass](https://support.approach.app/knowledge-base/guest-passes#check-in-guest)
[Guest Pass Restrictions](https://support.approach.app/knowledge-base/guest-passes#restrictions)
[Guest Pass Usage Log](https://support.approach.app/knowledge-base/guest-passes#guest_pass_usage_log)
[What happens to guest passes when a membership is put on hold?](https://support.approach.app/knowledge-base/guest-passes#guest_pass_holds)
[Enhanced Guest Pass Functions](https://support.approach.app/knowledge-base/guest-passes#enhanced)
---
### **What is a Guest Pass?**
A Guest Pass is an asset tied to a Membership Type which will re-increment each billing period. It is separate from just a Pass Type that is named "Guest Pass". Typically, a member will provide a non-member with a guest pass for access to the gym.
To illustrate a Pass Type that is named "Guest Pass":
You can create a "Pass Type" and name it *Guest Pass* but it will function as a regular Pass:
-png.png?width=670&height=494&name=Wide%2c%20Template%20(20)-png.png)
To learn how to set up a Pass Type click [HERE.](https://support.approach.app/knowledge-base/pass-type-creation?hsLang=en)
The Guest Pass tied to a membership type is set on the Membership Type itself:
Users can set up one or more **Guest Pass Rules** to automatically distribute guest passes on schedules such as monthly, yearly, birthdays, or other special occasions. For example, a membership billed annually can now provide guest passes every month, or members can receive bonus guest passes on their birthday.
There are 3 types of Guest Pass Schedules:
**Match Billing**
- These Guest passes do not roll over and are only good for the billing period that they are issued.
****
**Birthday**
- The Enhanced can be utilized for their birthday GP.
**Custom**
- Best for non-recurring to set expiration.
Approach will automatically use the guest pass that expires soonest when staff apply the pass.
If you have more than one rule active, both of the rules will apply.
For example, you have a rule for 1 guest pass a day, 1 guest pass on your birthday, 1 guest pass on the billing cycle. If you were billed on your birthday, you would have 3 guest passes that day. If you have two of the same rules such as 1 guest pass a day on there twice, they would get 2 a day.
To learn how to set up a membership type, click [HERE.](https://support.approach.app/knowledge-base/membership-type-creation?hsLang=en)
---
### **How to check in with a Guest Pass**
If a customer wants to use the guest passes associated with their membership to check someone else into the gym who isn't in their household, follow the steps in the video below:
Note: The Check In a Guest workflow does not apply to tickets or multi-day tickets
### **Guest Pass Restrictions**
You can set the Guest Pass Restrictions, which limit the amount of time in between visits for the customer using the pass. The number of guest passes a customer can lend to a guest are listed on the Membership Type.
To set Guest Pass restrictions, go to the "Admin" tab-\> "Locations"-\> click the desired location-\> on the General Info screen, click "Edit" and scroll to the bottom:
-png.png?width=670&height=528&name=Wide%2c%20Template%20(24)-png.png)
**No Restrictions:** This means the guest has no limit on the time in between each visit to the gym (example: they can check in today with a guest pass and then again tomorrow with a guest pass)
**Clients who haven't used a guest pass in \_\_\_ day(s)**: This sets a set amount of time (5 days in the screenshot example) in between each visit. This is tied to the customer using the guest pass rather than the guest pass itself. See example below:
- Paul checked in with with the guest pass from Julian's membership.
- The restrictions on the guest pass for the location were set to 5 days.
- A few minutes later, Paul then tried to check in with the guest pass on Matthew's membership.
- Paul was not able to check in because of the guest pass restrictions:
-png.png?width=670&height=325&name=Wide%2c%20Template%20(25)-png.png)
It does not matter if you use the guest pass from one customer's membership (Julian) or a different customer's membership (Matt), Paul will need to wait 5 days in order to check in with any guest pass.
**New Customer**: A new customer is defined as a customer that does not have any check ins *of any type* to the facility or facilities (regardless of which location).
---
### Guest Pass Usage Log
To pinpoint if/who/when a customer used a guest pass, simply navigate to the membership that the guest pass is tied to by following the steps/video below:
**Step 1:** Go to the Customer search under the CRM tab and type in the customer who has the membership.
**Step 2:** When you’ve selected the customer that has the membership, click on “My Plans” and select the desired membership.
**Step 3:** Click the "Checkins" tab on the left-hand side of the screen (see screenshot).
You’ll see all checkins associated to this membership, by the owner of the membership and any guest passes (anyone who is not the owner of the membership). It will list who has checked in and what date they checked in with the membership or guest pass. In this example, Abby Young used the 1 guest passes on Jim Bob's “2 week recurring” membership.
If you'd like to check if an enhanced guest pass has been assigned out to a customer, you'll click on the "Guest Passes" tab:
---
### What happens to guest passes when a membership is put on hold?
The guest pass quantity will reset for recurring memberships every billing cycle. If the customer's membership is on hold during their billing cycle (on their bill day), there is nothing to update because they are on hold. Instead, the customer guest pass quantity will be 0 as guest pass quantity does not roll over in to the next billing cycle (see example below):
-png.png?width=670&height=558&name=Wide%2c%20Template%20(27)-png.png)
After reactivating the membership, the guest pass quantity will reset on the following billing cycle to whatever is set on the membership type.
- Example: Timmy’s membership bills on the first of the month and each billing cycle he gets 2 guest pass quantity. Timmy puts his membership on hold from February 20th to March 4th. Timmy will not receive the 2 guest pass quantity on March 4th, but rather will have “0” quantity. On the following billing day, April 1st, Timmy’s guest pass quantity will reset to 2.
---
### Enhanced Guest Pass Functions
Guest passes can be used for both general hours access and event checkins when configured correctly. They can also be assigned ahead of time. Both are explained below. You can also reassign guest passes, explained below as well. Finally this section will show where one can see a view of all guest passes that have been assigned.
Please note:
The rules for the assigned passes will operate the same as your guest passes. The restrictions you place in your location settings will apply: new customers only, anyone, or customers that have not had a guest pass in "X" days. These passes will automatically expire at the end of a billing period.
**Configuring for Multiple Checkins In A Day**
To allow for this, a pass type will need to take the place of traditional guest passes on a membership type. Navigate to the membership type you want to have enhanced guest passes and click edit. Scroll down to Guest Passes, then click the dropdown labeled "**Pass Type Attached to Membership for Enhanced Guest Passes**". Select one option to be assigned to guest passes.
In order to be able to check in to general settings and events, The type of pass you assign will need to have "All Day Pass" selected as an option within the Pass Type Itself.
**.png?width=564&height=166&name=Wide%2c%20Template%20(17).png)**
**Note**: When a pass is assigned, a pass is created on the assignee's customer profile. This pass can be used with the normal check in flow until expiration.
**Assigning Enhanced Guest Passes**
Enhanced guest passes can be assigned from the traditional check in flow as well as ahead of time. To assign ahead of time first navigate to a customer's profile, then My Plans, then select the membership from which you want to assign a guest pass. Notice on the Membership Summary, there is a button labeled **"Assign Guest Pass".**
**-1.png?width=670&height=61&name=Wide%2c%20Template%20(10)-1.png)**
Click **Assign Guest Pass**. A pop up will appear allowing you to assign passes to either people in your household, or others.
**How to Reassign Guest Passes**
Assigned Guest Passes will appear under the Passes and Tickets section of the My plans tab within an assignees profile. Click on the pass you want to reassign, then click edit. Change the "**Assigned To**" field to the name you want to reassign to. Then click "**Save".**
Do you still have more questions on Guest Passes? Please reach out to us via our [Support channel](https://share.hsforms.com/1-n8QjFL3Rfiu-MkWDeoqcwnvfva).
- [Setting Up Approach](https://support.approach.app/knowledge-base/setting-up-approach?hsLang=en)
- [Approach Main App](https://support.approach.app/knowledge-base/approach-main-app?hsLang=en#main-content)
- [Calendar](https://support.approach.app/knowledge-base/approach-main-app?hsLang=en#calendar)
- [CRM](https://support.approach.app/knowledge-base/approach-main-app?hsLang=en#crm)
- [Store](https://support.approach.app/knowledge-base/approach-main-app?hsLang=en#store)
- [Forms](https://support.approach.app/knowledge-base/approach-main-app?hsLang=en#forms)
- [Admin](https://support.approach.app/knowledge-base/approach-main-app?hsLang=en#admin)
- [Store Admin](https://support.approach.app/knowledge-base/approach-main-app?hsLang=en#store-admin)
- [Calendar Admin](https://support.approach.app/knowledge-base/approach-main-app?hsLang=en#calendar-admin)
- [Settings](https://support.approach.app/knowledge-base/approach-main-app?hsLang=en#settings)
- [Portal](https://support.approach.app/knowledge-base/approach-main-app?hsLang=en#portal)
- [Kiosk](https://support.approach.app/knowledge-base/kiosk?hsLang=en#main-content)
- [Kiosk](https://support.approach.app/knowledge-base/kiosk?hsLang=en#kiosk)
- [Customer Portal](https://support.approach.app/knowledge-base/customer-portal?hsLang=en)
- [Announcements & Release Notes](https://support.approach.app/knowledge-base/announcements-release-notes?hsLang=en#main-content)
- [Release Notes 2025](https://support.approach.app/knowledge-base/announcements-release-notes?hsLang=en#release-notes-2025)
- [Release Notes 2024](https://support.approach.app/knowledge-base/announcements-release-notes?hsLang=en#release-notes-2024)
- [Supplemental Information](https://support.approach.app/knowledge-base/supplemental-information?hsLang=en#main-content)
- [Integrations](https://support.approach.app/knowledge-base/supplemental-information?hsLang=en#integrations)
- [Set Up Assistance](https://support.approach.app/knowledge-base/supplemental-information?hsLang=en#set-up-assistance)
- [FAQs](https://support.approach.app/knowledge-base/supplemental-information?hsLang=en#faqs)
- [Quicksight Dashboard](https://support.approach.app/knowledge-base/quicksight-dashboard?hsLang=en)
- [Approach Journeys](https://support.approach.app/knowledge-base/approach-journeys?hsLang=en)
- [Onboarding](https://support.approach.app/knowledge-base/onboarding?hsLang=en)
[](https://support.approach.app/?hsLang=en)
Copyright © 2025, Approach