Flex Pass Orders¶
Role: Box Office Staff, Administrators
Flex passes allow patrons to pre-purchase multiple admissions that can be redeemed for tickets to future performances. This page covers purchasing, managing, and redeeming flex passes.
Navigation: Stagemgr > Orders > Flex Pass Orders > New Flex Pass Order
Overview¶
A flex pass is a pre-paid, multi-use ticket voucher. The patron purchases a flex pass order, which generates a unique code. That code can then be used as a payment method when creating ticket orders, with each redemption decrementing the remaining uses on the pass.
Purchasing a Flex Pass¶
Step 1: Customer Lookup¶
- In the Address section, begin typing the patron's name
- Select the matching record or enter new patron details
Step 2: Flex Pass Configuration¶
The flex pass order form includes the following fields:
| Field | Description |
|---|---|
| Number of Uses | How many times the pass can be redeemed for tickets |
| Expiration Date | The date after which the pass can no longer be used |
| Code Prefix (optional) | An optional prefix for the generated flex pass code |
Step 3: Payment¶
Process payment for the flex pass using any standard payment method:
- Credit card
- Cash
- Check
- External payment
See Payment Processing for details.
Step 4: Submit¶
- Review the order details
- Submit the flex pass order
- The order is created with status Processed
- A FlexPass record is created with a unique code
The Flex Pass Code¶
When a flex pass order is processed, the system generates a unique code:
| Property | Description |
|---|---|
| Format | 6 alphanumeric characters, optionally preceded by a prefix |
| Example (no prefix) | A3X7K2 |
| Example (with prefix) | SEASON-A3X7K2 |
| Uniqueness | Each code is unique across the system |
Communicating the Code
Provide the flex pass code to the patron via their confirmation email or printed receipt. They will need this code to redeem tickets.
Flex Pass Properties¶
Each flex pass has the following attributes:
| Property | Description |
|---|---|
| Code | The unique redemption code |
| Expiration Date | Date the pass expires and can no longer be used |
| Uses Remaining | Number of remaining redemptions |
| Active | Whether the pass is currently active |
| Created Date | When the pass was purchased |
Redeeming a Flex Pass¶
Flex passes are redeemed during ticket order creation. The flex pass code is entered as the payment method.
Redemption Process¶
- Create a new ticket order (see Creating a Ticket Order: GA or Reserved Seating)
- Fill in the patron information and select the performance
- Choose tickets/seats as usual
- In the Payment section, select Flex Pass as the payment type
- Enter the Flex Pass Code in the provided field
- The system validates the code and checks:
- Is the code valid?
- Is the pass active?
- Has the pass expired?
- Are there remaining uses?
- If valid, submit the order
- The flex pass uses remaining count is decremented
Validation Rules¶
| Check | Failure Message |
|---|---|
| Code not found | "Invalid flex pass code" |
| Pass is inactive | "This flex pass is no longer active" |
| Pass has expired | "This flex pass has expired" |
| No uses remaining | "This flex pass has no remaining uses" |
One Use Per Order
Each redemption uses one "use" from the flex pass, regardless of how many tickets are on the order. A flex pass with 4 uses can be redeemed for 4 separate ticket orders.
Managing Flex Passes¶
Checking Pass Status¶
To check the current status of a flex pass:
- Navigate to the flex pass order
- The order detail page shows the flex pass record with current uses remaining, expiration date, and active status
Deactivating a Pass¶
If a flex pass needs to be deactivated (e.g., lost or stolen):
- Navigate to the flex pass order or flex pass record
- Set the Active flag to false
- The pass can no longer be redeemed
Refunding a Flex Pass Order¶
If a flex pass order is refunded:
- The flex pass is deactivated
- Any unredeemed uses are lost
- Ticket orders already redeemed with the pass are not affected
Partial Usage
If a patron has already redeemed some uses before requesting a refund, the previously created ticket orders remain valid. Only the flex pass itself is deactivated.
Flex Pass and Order Lifecycle¶
| Event | Effect on Flex Pass |
|---|---|
| Flex pass order created | FlexPass record created, uses set to purchased amount |
| Ticket order redeemed | Uses remaining decremented by 1 |
| Ticket order refunded | Uses remaining restored by 1 |
| Flex pass order refunded | Pass deactivated, remaining uses voided |
| Pass expires | Pass cannot be used for new redemptions; existing orders unaffected |
Reporting¶
Flex pass activity appears in several reports:
- Flex Pass Usage Report -- Shows all redemptions by pass
- Sales Reports -- Flex pass payments appear as a separate payment category
- Outstanding Passes -- Lists active passes with remaining uses
Troubleshooting¶
| Issue | Resolution |
|---|---|
| Patron says code is not working | Verify the code, check active status, expiration, and remaining uses |
| Uses remaining is wrong | Check if a redeemed ticket order was refunded (which restores a use) |
| Need to extend expiration | Edit the flex pass record to update the expiration date |
| Patron lost their code | Look up the flex pass order by patron name to find the code |
| Want to add more uses | Create a new flex pass order rather than modifying the existing one |