Day passes are a payment method for booking hot desks. With the help of day passes you can:
Sell flexible access plans, such as "10 day passes per month" or a "20 day passes per 3 months".
Let the system handle automatic member balance reduction upon each booking.
Give permanent or expiring day passes to customers as a promotion.
Enable day passes
Go to Location settings > Resources > Desks.
Enable "Day passes" and configure "Usage limit".
If you have multiple locations, enable "Cross-location day passes" to let members use day passes across other locations.
Go to the Desks page and add your hot desks.
Enable the "Day passes" switch to let members book this desk with day passes.
Set monetary price for nonmember bookings or if members run out of day passes.
Only resources with the "Hot desk" type can be booked with day passes.
Sell plans with day passes
Add a specific number of day passes to it.
Once users sign up for a plan with day passes or administrators create a subscription for them, they receive day passes to their balance.
Members use day passes to book a hot desk on the Desks page on the dates they visit the space. The system automatically reduces their balance.
Bookings for current subscription period are charged immediately.
When bookings for future periods, scheduled day pass transaction is created.
New members can book before their subscription officially starts, provided the booking date falls after their start date.
5. Unused day passes expire when the subscription renews and the new balance accrues.
To restrict how far in advance users can book, set the "Book ahead" property for desks.
How day passes work
1 day pass is the cost of 1 desk booking regardless of duration.
Only members can book with day passes. Nonmembers book and pay for the hot desks with money.
Day passes cannot be used to form continuous multi-day bookings. Each day requires a separate booking.
Give day passes manually
Sometimes, you may want to give a member day passes manually. For example:
To give permanent day passes that don't expire.
To give member one or a few free day passes.
To give day passes to the customer without a subscription.
When a customer ran out of their day passes and needs more.
For this:
Go to the Customers page.
Open the user or company profile.
Locate "Day pass balance" section > click
Adjust balance.Adjustment type — choose
Add.Expiration
Choose
Neverto give permanent day passes, orSelect a specific expiration date
Enter the amount.
Optionally, add a "Memo" to help the customer recognize it.
Check day pass balance
To view the current day pass balance and spending history:
Customers go to the Membership > Day passes page.
Administrators:
Go to the Customers page.
Open the customer's profile.
Locate the "Day pass balance" section.
See the total day pass balance.
See the description below it to understand how many day passes are permanent and how many expire on which date.
Click (…) >
View transactionsto view the history of customer spendings.Click
Adjust balanceto add or deduct day passes from the customer balance manually.
FAQs
How can users book one day pass?
How can users book one day pass?
If a user wants to book one day pass for a specific date, they must book a hot desk directly on the Desks page and pay the required monetary amount. Meanwhile, a bundle of day passes can be received by signing up for a plan with day passes.
For a user with an annual "Unlimited day pass" subscription, do I still need to assign 365 day passes?
For a user with an annual "Unlimited day pass" subscription, do I still need to assign 365 day passes?
It depends on whether you want to give the user a dedicated desk or allow flexible access:
Dedicated desk: Assign one seat to the customer in the "Assignments" section of their subscription. This desk becomes theirs exclusively, reducing overall desk availability. They won’t need to book it daily, and others won’t be able to use it.
Flexible access: Provide the customer with 365 day passes in their subscription and ask to check in by booking a desk each day they visit, using one pass from their balance. This allows the desk to stay available for others when they’re not using it.
Can I manage member's expired day passes?
Can I manage member's expired day passes?
When a member's subscription expires, managing their day passes becomes not possible because day passes are directly tied to an active subscription. Once the subscription ends, day passes expire as well.
To regain day passes, your member can re-subscribe to a plan that includes them, or you can create a subscription for them.
How can I charge day passes from the customer balance manually?
How can I charge day passes from the customer balance manually?
Go to the Customers page.
Select a user or a company.
Locate "Day pass balance" section > click
Adjust balance.Adjustment type — choose
Deduct.Optionally, add a "Memo" to help the customer recognize it.
How can I give a promotion for one-time use, free trial day or a discounted desk booking to new customers?
How can I give a promotion for one-time use, free trial day or a discounted desk booking to new customers?
To offer new customers a free or discounted desk booking, create a coupon and promo code and enable the "Limited by first purchase" setting, then add the desired discount redeemable for all or a specific desk in your app. Users who receive the promo code from you will be able to redeem their discount directly at checkout when booking a desk in your app.