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Passes: Setup, Sales, Redemption & Management

  • Updated

Overview

Passes in Zaui give operators a flexible way to offer prepaid access to services, whether based on number of journeys or amount of time. This guide walks you through creating pass templates, configuring sellable pass options, selling passes, redeeming them, and managing their lifecycle.

What’s Covered in This Article

Getting Started

  1. Navigate to Settings → Pricing → Passes.

  2. Click Create Pass to build your first pass template.

Tip: Templates define how a pass behaves; pass options define what customers can purchase.

Creating Pass Template

A Pass Template establishes the core rules for all pass variations you’ll offer. Every pass option (5-Ride, 10-Ride, 24-Hour, 72-Hour, etc.) inherits these rules.

Note: This is where you define the underlying framework of the pass. The template sets the core rules that every version of the pass will follow. For example, whether it’s a Journey or Duration pass, if it can be shared or transferred, and the general validity period. Think of it as the “blueprint” that establishes how the pass behaves in the system.

Pass Types

Zaui supports two primary types of passes:

Journey Passes

Journey passes are designed to track and limit usage based on the number of trips or redemptions. Each time the pass is used for a qualifying booking (e.g., an activity, product, or leg of transportation), it deducts one “journey” or “use” from the total available. Once the allowed number of uses is consumed, the pass expires or must be topped up, upgraded, or replaced.

  • Key Features:
    • Use-based (e.g., 5-ride, 10-trip)
    • Popular for transportation and repeat-use tours
    • Each use typically equals one leg, tour, or ticket
    • Can allow sharing among passengers
  • Example Use Cases:
    • Commuter Pass – 10 trips on a shuttle route
    • Sightseeing Bundle – 3 adventures for the price of 2
    • Family Pass – Shared 5-ride pass for group whale watching

Duration Passes

Duration passes are designed to track and limit usage based on time, such as hours, days, or minutes. Each time the pass is used, it deducts the duration of the activity or service from the total time purchased. This type of pass is particularly valuable for services that charge by time spent rather than per occurrence.

  • Key Features:
    • Time-based (e.g., 10 hours, 7 days)
    • Great for long-format tours, or tiered experiences
    • Activity duration subtracts from remaining time
  • Example Use Cases:
    • Flexible Tour Explorer – Use hours for different durations across excursions

Configuration Settings

  • Pass Name: Customer-facing and internal name (e.g., “Travel Pass” or “10-Trip Commuter Pass”).
  • Publish Online: Controls visibility in the OBE. For testing, disable this and enable when ready for sale.
  • External Link: Displays on the OBE to direct customers to a detailed webpage.
  • Pass Image: Upload an image to help customers recognize the pass.
  • Purchase Window: When the pass can be used.
  • Redemption Window: This is the first and last day the pass can be redeemed. Valid for X days from first activity date: Sets the pass to expire a fixed number of days after it’s first used, regardless of how many uses or hours remain. Ideal for time-based access limits.
  • Balance Transfer: This radio button sets whether the pass can be transferred from one account to another.
  • Redemption Restriction: Defines who the pass can be used for:

    • Single Passenger: Only the account holder

    • Every Passenger: Can be shared with guests

  • Pass Description: A formatted field for outlining rules, restrictions, or refund policies. Included in the customer’s confirmation email upon purchase.
  • Balance Transfer: Enables the option to transfer unused balances between customer accounts (e.g., if someone gifts or passes a balance to another guest).
  • Pass Validity: Set the start date and end date of the pass.
  • Terms & Conditions: A formatted field for outlining rules, restrictions, or refund policies. Included in the customer’s confirmation email upon purchase.
  • Redeem for any activity: If toggled off, the activity or activity group can be chosen to limit which activities the pass can be used for.
  • Apply the following taxes or fees: Select which taxes or fees apply. See this article for more details on setting up taxes
  • Price by passenger type: Configure price differences for adults, children, seniors, etc.

Duration-Specific Information

These settings manage how time is deducted.

  • Single Duration for All Activities: Force all activities to deduct a fixed duration (e.g., 6 hours per use).
  • Default Duration per Activity: If no overrides are set, Zaui will use each activity’s configured duration
  • Custom Activity Overrides: Add custom deduction rules per activity. Useful when different experiences represent different value tiers (e.g., bus vs ferry).

After configuration, save the pass. It will appear in the Passes overview with details like name, type, status, and options.

Creating Pass Options

Note:  This is where you configure the specific versions customers can actually buy. Here you set the price, number of uses or duration, and the customer-facing description. Each option inherits the rules from the template above but lets you offer multiple variations (e.g., a 5-Trip Commuter Pass vs. a 10-Trip Commuter Pass)

Each pass can offer multiple variations (e.g., 5 rides vs. 10 rides). For each option, specify:

Field Description
Name e.g., "5-Ride Pass", "10-Hour Pass"
Sales Price Cost to the customer
Usage Limit Number of uses (Journey) or amount of time (Duration)
Description Customer-facing summary; highlight savings or flexibility
Example: 
Same template → “Commuter Pass”
Options → 5-Trip, 10-Trip, Unlimited-Month

Once saved, options appear in your Passes overview.

Selling Passes
 

00:00: This tutorial demonstrates how to sell a pass using the Zaui Back Office system.

00:05: You will learn the sequential steps to complete a pass sale for a customer efficiently.

00:09: Click the Customers menu to access the customer list where you can manage individual profiles.

00:15: Click the customer's name to open their profile and view their details and purchase history.

00:21: Scroll down to the "Pass Management" section and Click the "Purchase Pass" button.

00:27: A new pop-up screen will show you all available pass options. You can click "Show Pass Details" to see more information on the pass.

00:35: Select the Pass you want to sell.

00:38: Click Add and Pay to continue to checkout

00:41: Choose the appropriate payment method.

00:44: and process the booking to complete the transaction.

00:47: You have successfully sold a pass using the Zaui Back Office. If you have any questions, please reach out to support@zaui.com.

 

Core

  1. Open or create a customer profile.

  2. In Pass Management, click +Purchase Pass.

  3. Select a pass option and take payment.

  4. Customer receives a confirmation email.

Online Booking Engine

Customers can purchase passes directly:

  • Passes are accessible from the OBE header.

  • Journey Passes: Displayed as selectable tiles.

  • Duration Passes: Presented in a dropdown list.

Purchase Rules:

  • Multiple passes can be bought together.

  • Passes must be purchased separately from other items in the cart.

  • Payment: credit card or account credit.

  • Passes appear under My Passes after purchase.

Redeeming Passes

Core

  1. Create a reservation.

  2. Look up the customer.

  3. In Payment, select Pass as the method.

  4. Choose the pass and activity.

  5. The system displays remaining balances and deductions. 

Online Booking Engine

  1. Customer logs in.

  2. Adds eligible activities to the cart.

  3. Selects Pay with Pass at checkout.

  4. System automatically applies eligible deductions.

Note: if sharing is off, only the main passenger can use the pass; others require payment methods

Redemption Rules:

  • Standard/Ticket Activities: 1 activity = 1 use

  • Transportation: 1 leg = 1 use; round-trips = 2 uses

  • Duration Passes: Deduct duration from remaining balance

Managing Passes

Core

  1. From a customer’s Pass Management section:

  2. Top Up (add more time/uses)

  3. Change (switch from one pass to another)

  4. Cancel (refund rules below)

Online Booking Engine

  1. Customers log in and navigate to My Passes.

  2. Click the three-dot menu on the desired pass.

  3. Select the appropriate action:

    • Top Up (add more time/uses)

    • Change (switch from one pass to another)

    • Cancel (refund rules below)

Note: Changing passes is only available for unused passes

Reporting on Passes

Zaui provides two primary reports for pass management:

  1. Pass Redemption Report: Located under Reports > Passes. Shows each redemption, use, or deduction.

  2. Pass Utilization Report: Found under Reports > Insights > Pass Redemption. High-level usage trends and patterns.

Note: Ensure consistency in naming conventions between pass versions and parent names for clarity in reports.

Additional Notes

  • Pass Transfers: Functionality to transfer pass balances between customers

  • Pass Expiration: Passes stay active until the expiration date — even if fully used early.

  • Refunds and Cancellations:

    • Unused passes can be refunded to the original payment method or as account credit.

    • Partially used passes can only be canceled without a refund through the OBE

    • If a booking paid with a pass is cancelled, the used value is refunded back to the pass.

For further assistance or to provide feedback on pass management features, please contact our support team.

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