Flex Pass Offers

Who uses this?

Box Office Managers configure flex pass offers to sell multi-ticket packages that patrons can redeem across multiple productions over time.

Navigation: Admin > Offers > Flex Pass Offers

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Overview

A flex pass is a prepaid ticket package. The patron purchases a set number of tickets at a fixed price and then redeems them for individual performances over a defined period. Flex passes encourage repeat attendance and provide upfront revenue.

Creating a Flex Pass Offer

Required Fields

Field	Description
Name	Display name shown to customers (e.g., "6-Show Season Pass").
Price	Total purchase price for the flex pass.
Number of Tickets	How many individual tickets are included in the pass.
Months Till Expiration	Number of months from purchase date until the pass expires.

Ticket Redemption Settings

Field	Description
Use Ticket Class Code	The ticket class assigned when a flex pass ticket is redeemed. Selected from the list of Default Ticket Classes.
Maximum Uses Per Production	Limits how many pass tickets can be redeemed for a single production, across all of its performances. Leave blank (or 0) for no limit.
Maximum Uses Per Performance	Limits how many pass tickets can be redeemed for any single performance. Leave blank (or 0) for no limit.
Code Prefix	Optional prefix added to generated flex pass codes for easy identification (e.g., FP2026-).

Controlling redemption spread

The two limits are independent and can be combined. Set Maximum Uses Per Production to encourage patrons to attend a variety of shows rather than using all tickets on a single production -- for example, a limit of 2 lets a pair attend any one show together. Set Maximum Uses Per Performance for festival-style passes where each ticket should cover a different performance -- for example, a 6-ticket festival pass limited to 1 ticket per performance.

Visibility and Status

Field	Description
Active	Whether the offer can be purchased and redeemed.
On Sale to Public	Whether the offer appears on the public-facing website. When unchecked, the pass can only be sold through the box office. Checking it also makes the offer active.

Theater Restrictions

Field	Description
Theater	Optionally restrict redemption to a specific theater.
Exclude Theater	When checked with a theater selected, the pass is valid everywhere except that theater.

Financial Fields

Field	Description
Flat Payout	Per pass sold: the part of the price owed to the producing company whether or not the pass is used. Reported for information and excluded from what can be recovered when the pass expires.
Spiff	Per pass sold: an incentive amount added to the total due to the facility.
Facility Fee	Per pass sold: the facility's share, counted as due to the facility in the month of sale and excluded from what can be recovered at expiry.

None of these change what the patron pays or what a redemption records. Redemptions pay out the lower of the performance ticket price and the pass ticket class price; whatever remains of the price after facility fee, flat payout and redemptions is recovered when the pass expires. See the FlexPass Usage Report.

Financial fields affect settlement

Flat Payout, Spiff, and Facility Fee values are used in financial settlement calculations between the venue and producing companies. Coordinate with your finance team before changing these.

Special Modes

Field	Description
Redeem Immediately	When enabled, the system prompts the patron to select performances and redeem tickets immediately at the time of purchase.
Autofulfill Against Performances	Comma-separated performance codes. When set, purchasing the pass automatically reserves tickets for every listed performance -- see Autofulfill Against Performances below.

Festival passes

To create a festival pass, use the Restrict to festival dropdown in the Use Restrictions fieldset (see Festival Passes & Membership Caps). The former Treat as Festival Pass checkbox has been removed.

Autofulfill Against Performances

An autofulfilling pass turns checkout into a one-step package purchase: the patron buys the pass and immediately holds tickets for every performance on the list, with no separate redemption step. Enter the performance codes (e.g., POUT0717, POUT0718) in the Autofulfill against performances field, separated by commas.

When a patron purchases the pass, the system creates one ticket order per listed performance -- each for Maximum Uses Per Performance tickets of the Use Ticket Class Code class -- paid from the newly purchased pass. The credit card is charged only after every reservation succeeds. If any performance cannot be reserved (sold out, already occurred, or its production has closed), the entire purchase is declined: nothing is charged, nothing is reserved, and the patron is told which performance failed and why.

The patron receives the usual flex pass confirmation plus the standard ticket confirmation email for each auto-reserved performance.

Performances in a Season Seating production

If a listed performance belongs to a production in Season Seating status, its reservation is placed on hold instead of processed, and no ticket confirmation is sent for it. The patron still gets the flex pass purchase confirmation immediately. The held reservations -- and their confirmation emails -- are released when the production leaves Season Seating status. See Season Seating.

The following requirements are checked when you save the offer:

• Every code must match an existing performance, with no duplicates.
• All listed performances must be general admission. Reserved-seating performances cannot be autofulfilled, because seats cannot be chosen automatically.
• Maximum Uses Per Performance must be set to a non-zero value -- it determines how many tickets are reserved per performance.
• The list must fit the pass: (number of codes) x (Maximum Uses Per Performance) cannot exceed Number of Tickets.
• If Maximum Uses Per Production is set, the auto-reserved tickets for each production must fit within it.

Keep the code list current

A purchase fails outright if any listed performance has already occurred or can no longer be reserved. As a festival or season progresses, remove past performance codes from the list (adjusting Number of Tickets or price as appropriate) or deactivate the offer.

Instant festival package

Combine autofulfill with Restrict to festival to sell an opening-weekend package: list the code of each opening-weekend performance, set Maximum Uses Per Performance to 2, and set Number of Tickets to 2 x the number of performances. A patron buying the pass instantly holds a pair of tickets for every show.

Descriptions

Field	Description
Short Description	Brief summary displayed in offer listings and checkout.
Long Description	Full description displayed on the flex pass detail page.

Tags

Tags are free-form labels you can attach to a flex pass offer to group it for analysis and reporting -- for example by season, package family, partner, or any attribute you want to slice by later. Tags are arbitrary text you define and can change at any time.

A flex pass offer can have any number of tags. They appear as rounded pill labels in the Tags field on the offer form, next to the offer name in the Flex Pass Offers list, and on the offer detail page.

Adding a tag

1. Click into the Tags field on the flex pass offer form.
2. Begin typing. As you type, a dropdown suggests existing tag names already used on other flex pass offers -- click one to apply it, or keep typing to create a brand-new tag.
3. Press Enter (or type a comma) to commit the tag as a pill.
4. Repeat to add as many tags as you need, then save the form.

Click the x on any pill to remove that tag. Tags are matched case-insensitively, and removing a tag from one offer leaves it available on any others that use it.

Search by tag

The search box on the Flex Pass Offers list matches tag names as well as offer names, so you can quickly filter the list down to every offer sharing a tag.

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How Redemption Works

1. A patron purchases a flex pass and receives a pass code.
2. When attending a show, the patron provides their pass code at the box office or enters it online.
3. The system verifies the pass is active, not expired, and has remaining tickets.
4. A ticket is issued using the Use Ticket Class Code defined on the offer.
5. The remaining ticket count on the pass decreases by one.

If Maximum Uses Per Production or Maximum Uses Per Performance is set, the system enforces those limits across all of the pass's redemptions -- an order that would exceed a limit is refused with a message stating how many tickets the pass allows per production or per performance. Refunded and cancelled orders do not count toward either limit.

Festival pass redemption

For multi-show festivals, combine Restrict to festival with Maximum Uses Per Performance (typically 1) so each pass ticket covers a different festival performance.

For autofulfilling passes, steps 2-5 happen automatically at purchase time for every performance listed in Autofulfill against performances -- the pass arrives with those redemptions already made, and any remaining tickets can be redeemed normally.

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Expiration

Flex passes expire based on the Months Till Expiration value, counted from the date of purchase. Once expired:

• The pass can no longer be used to redeem tickets.
• Any unredeemed tickets are forfeited.

Expired passes cannot be extended

Once a flex pass has expired, it cannot be reactivated through the offer settings. Contact a system administrator if an exception is needed.

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The Flex Pass Offers List

Active and Inactive Tabs

The offers list is divided into two tabs:

Tab	Shows
Active	Offers whose Active checkbox is checked -- the passes patrons can currently purchase. This tab opens by default.
Inactive	Deactivated offers, kept for reference or later reactivation.

Each tab has its own search box, column sorting, and paging, so you can filter one list without affecting the other. The searches and sort order you set are remembered separately per tab, and the tab you last viewed stays selected when you return to the page during the same browser session.

Filtering by Outstanding Passes

The Active tab has a filter above its search box:

Button	Shows
All	Every active offer (the default).
Outstanding passes	Offers with at least one outstanding pass: active, not yet expired, and with tickets left to redeem.
No outstanding passes	Offers whose passes are all used up, expired or deactivated, or that have never been sold -- candidates to deactivate.

These are the same passes listed under Outstanding passes on the offer's detail page. The filter works together with the search box, and your choice is remembered with the tab's other settings.

Selecting Offers and Changing Their Status

Rows on both tabs can be selected the same way as on the Orders list. Click a row (anywhere except its first cell) to select it, Cmd/Ctrl-click to add or remove rows, and Shift-click to select a range. A selection lasts until you change what the table shows: a new search, filter, sort, page, or page size clears it.

Administrators get a button above the table that acts on the selection:

Tab	Button	Effect
Active	Make Inactive	Deactivates the selected offers after you confirm. Inactive offers also come off public sale.
Inactive	Make Active	Reactivates the selected offers. They do not go back on public sale; turn that on per offer if needed.

The button is greyed out until at least one row is selected. A message above the table reports how many offers changed and lists any that could not be saved, with the reason. Box office users don't see these buttons and change an offer's status from its Edit page.

Row Actions

Each row on the Active tab has an actions column with Edit, Destroy, and Create Order buttons. Rows on the Inactive tab show only Edit and Destroy -- inactive offers cannot be sold, so no Create Order button appears.

Restriction Labels

The Restrictions column summarizes an offer's status and scope using small labels:

Label	Meaning
Red Inactive	The offer's Active checkbox is unchecked -- it cannot be purchased or redeemed.
Blue Only [Theater]	Redemption is restricted to the named theater (the Theater field with Exclude Theater unchecked).
Blue All but [Theater]	Redemption is allowed everywhere except the named theater (the Theater field with Exclude Theater checked).
Blue Max N/production	At most N pass tickets can be redeemed per production (Maximum Uses Per Production).
Blue Max N/performance	At most N pass tickets can be redeemed per performance (Maximum Uses Per Performance).

An offer can show several labels at once -- for example, a festival pass restricted to one theater with both redemption caps set:

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The Offer Detail Page

Click an offer's name in the Flex Pass Offers list to open its detail page. It gathers everything about the offer in one place: what the patron gets, how the pass may be redeemed, how its price splits for settlement, where it is sold, and how many passes are out there.

Status Labels

Labels under the offer name summarize its state at a glance:

Label	Meaning
Green Active / Red Inactive	Whether the offer can currently be purchased and redeemed.
Blue On sale to public	Patrons can buy the pass themselves on the public website.
Grey Box office only	The pass can only be sold through the box office.
Festival pass	Redemption is restricted to a festival (Restrict to festival).
Autofulfill	Purchases automatically reserve tickets for listed performances.

The short description and any tags appear beneath the labels.

Page Sections

The left column holds what the patron gets, where the pass is sold and the description. Redemption rules and Payout per pass sold are tabs on the right (Redemption Rules and Payout). Sales & Usage and the outstanding passes table run full width below.

Section	Shows
What the patron gets	Price; number of tickets and the ticket class they are redeemed as; how long after purchase the pass expires; and the pass code format -- the Code Prefix followed by six random characters (shown as Xs).
Redemption rules	Maximum tickets per production and per performance ("No limit" when blank or 0); which theaters accept the pass ("Any theater", "Only [Theater]" or "All but [Theater]"); the festival it is restricted to, linked to the festival, or "Any"; and whether it is redeemed immediately at purchase. Autofulfilling offers also list each performance, linked to the performance page, with how many tickets each purchase reserves. A code that no longer matches a performance is flagged Unknown code.
Payout per pass sold	Flat payout, spiff and facility fee, each with a reminder of what it means, plus the amount recoverable at expiry and a link to the reports page for the FlexPass Usage Report.
Where it's sold	The public purchase page link when the offer is on sale to the public, or Box office only.
Description	The offer's long description, as patrons see it.

Recoverable at expiry if unused is the price less the flat payout and facility fee (never below zero): the most that can be recovered if a pass expires without any tickets redeemed. Each redemption reduces what is recovered for that pass. See the FlexPass Usage Report.

Unknown codes

An Unknown code label means a performance listed under Autofulfill against performances has been deleted or recoded since the offer was saved. Purchases will fail until the code is corrected or removed -- edit the offer to fix the list.

Sales & Usage

Four tiles count the offer's passes:

Tile	Counts
Passes sold	Every pass ever issued under this offer.
Outstanding	Passes still usable: active, not yet expired, and with tickets left. A pass expiring today is still outstanding.
Expired	Passes whose expiration date has passed.
Tickets redeemed	Tickets redeemed across all passes, out of the total issued (passes sold x tickets per pass).

When no passes have been sold, the tiles show zero, a note reads "No passes have been sold yet.", and the table below is empty.

The Outstanding passes table lists the same passes the Outstanding tile counts, soonest-expiring first:

Column	Shows
Code	The pass code.
Patron	The pass holder, linked to their address record.
Order	The purchase order, linked to the flex pass order.
Purchased	Date the pass was issued.
Expires	Expiration date.
Uses remaining	Tickets still available on the pass.
Status	An Unfulfilled label when the purchase order has not yet been marked Fulfilled; blank once it has.

Use the search box to find a pass by code or patron name. Click a column heading to re-sort (Order, Uses remaining and Status cannot be sorted). The patron shown is the one on the purchase order; older passes with no order on record show a dash.

Fully used and cancelled passes

Passes with no tickets left, and cancelled (inactive) passes, are not outstanding and do not appear in the table. They are still counted under Passes sold.

The Edit button at the bottom opens the offer form; Create Order starts a box office sale of the pass and appears only for active offers.

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Managing Flex Pass Offers

• Deactivate an offer by unchecking the Active checkbox. It moves to the Inactive tab, On Sale to Public is unchecked along with it, and existing purchased passes remain valid until they expire.
• Remove from public sale by unchecking On Sale to Public while keeping the offer active for box office sales.
• Changes to an offer (price, number of tickets) apply only to future purchases and do not affect already-sold passes.