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.

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	Fixed dollar amount paid to the producing company per redeemed ticket.
Spiff	Additional per-ticket incentive amount.
Facility Fee	Per-ticket facility fee applied on redemption.

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.

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.

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.

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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

Each row on the Flex Pass Offers list has an actions column with Edit, Destroy, and Create Order buttons. The Create Order button is shown greyed out and disabled for offers that are not active, since inactive offers cannot be sold.

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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Managing Flex Pass Offers

• Deactivate an offer by unchecking the Active checkbox. 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.