One-Time Passes

A one-time pass is a plan that is paid once and never renews. It gives a set number of visits, or unlimited visits, for a set number of days: for example a 10-visit pass valid for 30 days, or a week pass with unlimited visits for 7 days. A pass is a good fit for visitors, short projects, or members who come too rarely for a monthly membership.

You need the Manage Memberships permission (the Admin role by default) to set up and give passes.

Set up a pass

1. Go to People → Memberships.
2. Click Add Membership Plan.
3. Under Type, choose One-time pass. You can only choose the type when you create the plan: after that it can’t change.
4. Fill in the pass:

Field	What it means
One-time price	What a buyer pays, once: at least 0.50 in your makerspace’s currency (for example $0.50).
Valid for (days)	How long the pass lasts, from its first day: 1 to 730 days. New passes start at 365.
Visits	Visits for the whole pass, not per month: a 10-visit pass gives 10 visits in all. Leave it blank, or tick Unlimited, for unlimited visits.
Bookings and Booked hours	For the whole pass, like the visits. They’re saved, but MakerVera doesn’t yet stop a booking that goes over them.

5. Choose the places the pass covers, as for a membership (see Places a Plan Covers).
6. Click Save.

On the Memberships page, passes are listed after your memberships, with their price, visits and validity, for example $40.00 one-time · 10 visits · valid for 30 days. A pass has no add-ons and no included items.

The rules that protect current holders work as they do for a membership: while anyone holds the pass, you can raise or remove a limit but not lower one. A pass someone already holds keeps the visits it was given, even if you later change the plan.

Give a pass

1. Go to People → Users and open the person’s profile.
2. In the Membership section, click Manage Membership.
3. Choose Grant a membership, then pick the pass (shown as Name · One-time pass).
4. Pick the start date (day 1 of the pass). There is no billing cycle for a pass.
5. Click Grant Membership.

The dialog shows the pass’s last valid day under Valid through. A person holds one pass or membership at a time (see One Membership at a Time).

To end a pass early, use Cancel Membership in the same dialog. Nothing is refunded automatically; see Refunds.

Sell a pass

When a member opens Membership in their member area to choose a plan, passes you offer appear in their own Passes section after your memberships. A member clicks a pass to open the pass checkout, which shows the pass, its visits, how long it lasts and its last valid day, then pays once through your payment provider. The pass starts as soon as the payment is confirmed, and the buyer gets a confirmation email with the pass, its visits, the last valid day and the amount paid. That email is a receipt, so members can’t turn it off.

A member who already holds a membership or a pass can’t buy another one until it ends. Pass sales show as Pass in Transactions, in the member’s recent transactions and in orders.

What holders see

On My membership, a pass holder sees their pass:

• Your visits: visits used and left on the pass (or Unlimited), with Valid until and the last valid day. The visits row turns amber when they are running low and red when no visits are left.
• Their access and their transactions. A pass has no billing, so there is no plan status, renewal, add-ons or plan change.

What staff see

• The member’s profile: the membership card shows One-time pass · 10 visits (or unlimited) and Valid until the last valid day, with Expiring in the pass’s last 7 days. There is no billing bar for a pass.
• Check-in: the preview says how many visits are left on the pass, for example 8 visits left on this pass, Unlimited visits or No visits left on this pass, with Valid until the last valid day. You can still check in a holder with no visits left; see Member Check-In.
• Reports: the Passes card of the Membership Utilization Report counts, for each pass plan with visits, the passes that started in the dates you choose as used up, ended with visits unused, or still live.

When a pass ends

A pass ends on its own, shortly after midnight in your makerspace’s time zone:

• Used up: at the end of the day of the last visit. The holder keeps the whole day of their last visit, however they checked in.
• Expired: after its last valid day, whether or not every visit was used. Visits not used by then are lost.

Once a pass ends, the person no longer has its benefits. They can buy or be given another pass or a membership.

The emails holders get

Email	When
Pass confirmation	Right after a bought pass starts (a receipt; always sent).
Running low	Once per pass, after a day the holder visited and their visits used reached the warning point: 1 left for passes of 5 visits or fewer, otherwise 80 % used (rounded up; for example 8 of 10). It gives the visits left and the last valid day. Never for an unlimited or 1-visit pass.
Expiry reminder	Once, 7 days before the last valid day, for a pass that lasts more than 7 days and still has visits left (or unlimited visits). If the running-low email goes out the same night, the holder gets only that one.
Pass used up / Pass expired	When the pass ends. On that night the holder gets only this email.

The running-low, reminder and ending emails are membership emails: holders who turned off membership emails in their notification settings don’t get them. They’re sent in each holder’s language. See Notifications.

Refunds

MakerVera never refunds a pass automatically, including when you cancel one. To refund a bought pass, find the sale in Transactions and refund it there (see Refunds), then cancel the pass from the member’s profile if they should lose it.