Core Booking Rules

Your clients must follow these fundamental rules when using guest passes:

The client must first book themselves into a class before they can book a guest
Guest passes can only be used for classes within the client's current billing cycle
Clients cannot pre-book guests using future guest passes (they must wait until the next billing cycle begins)
The guest pass must come from the same plan the client is using to book their own spot in the class
Pending plans cannot use guest passes until the plan becomes active
When a client is using their final booking on a limited plan, they cannot bring a guest using a guest pass from that same plan. This is because once the final class is booked, the plan will be completed after that class booking.

Billing Cycle Limitations

The guest pass system is designed to work exclusively within billing cycles:

If a client attempts to book a guest for a class outside their current billing cycle, the system will display: "your pass or credits expire before the class starts"
Guest passes provided through recurring plans automatically renew each month on the plan's purchase date (e.g., purchased on the 15th, renews on the 15th of each month)

Guest passes offer these functionalities:

Guest passes work across all booking platforms: Walla App, widget, and at your front desk
There is no way to restrict which eligible classes guest passes can be used for (if a client's plan covers the class, they can use their guest pass)
Clients can book guests onto the same waitlist they join. The client must book themselves first, if they are waitlisted the spot must be paid (unpaid spots are not allowed).
Member book-ahead privileges do not apply to guest bookings (front desk staff can override this)
Clients who first visit as guests remain eligible for intro offers

These restrictions apply to which classes can be booked with guest passes:

Guest passes can only be used for classes covered by the client's own plan
If a plan only covers virtual classes, its guest passes can only be used for virtual classes

You can customize and control the following:

Under "Guest Pass Restrictions" in Business Settings, you can specify whether guest passes can be used for new clients, existing clients, or both.
Under "Guest Pass Restrictions" in Business Settings, you can specify whether guest passes can be used for new clients, existing clients, or both
- If guest passes are restricted to "New clients/First visit only," the front desk can always override this setting
- Clients who have bought a plan (including intro offers), settled an appointment, or checked into a class will not qualify as "new clients" if the guest pass setting is set to "New clients/First visit only"
Guest passes can be added to or removed from plans as needed
The system identifies guest bookings on class rosters as "Guest pass via [client name]"
In Payroll settings, you can choose whether guest pass attendees count toward payroll headcount

These rules govern cancellations for guest bookings:

If a late cancel or no-show fee applies, the client (not the guest) is charged
Guest passes follow the same late cancel/no-show fee structure as limited plans and drop-ins
Staff can cancel a client's booking while leaving their guest's booking intact
Clients can cancel their own booking without affecting their guest's booking
Both the client and the guest have the ability to cancel the guest booking