Issue and manage passes

Give a pass to a guest by email. It shows in their account at your venue, with a QR code to scan at the door. You can issue any pass you have published before, even one set back to Draft. See Create a pass.

Issue a pass

1. Go to Passes and open Issued.
2. Click Issue pass. On a phone, tap + beside Passes.
3. Choose the Pass. If you filtered Issued by a pass, it is chosen already.
4. Enter the guest's Email, and a Name if you like.
5. Choose the Type: Complimentary or Manual.
6. Enter a Reason of at least 3 characters.
7. Click Issue pass.

The new pass opens. A pass issued after midnight counts from the night that is still running.

VenueStack does not email the guest when you issue a pass. Tell them to sign in to their account at your venue with the same email. See Customer accounts.

Find a pass

Issued lists every pass, newest first, including passes guests bought. Search by pass number, email, or name, or filter by pass, status (such as Refunded), and type (Purchase, Complimentary, or Manual). On a phone, the pass, status and type filters are under the filter button beside the search. Upcoming means the pass's first night has not come yet.

A bought pass you refunded but kept working shows Refunded or Partly refunded beside its status, in the list and in its panel. The Refunded filter finds these too, along with passes a refund stopped.

Click a pass to see its holder, dates, entries used, its code, and its Activity tab. Valid shows the first and last night, both included, for example Oct 16 – Nov 14. Guests see the nights counted out, for example 30 nights: Oct 16 to Nov 14, last night included, on their pass, its confirmation page and email, and the back of the Wallet pass.

How your passes sell and get used over a period is under Reports → Passes. See Read the pass report.

Purchased passes

A pass a guest bought has a Payments tab, laid out like a ticket order's: what the guest was charged, what was paid to you, and any refunds. Click Receipt on the payment for the price, tax, and fees. A free pass a guest took reads Claimed instead. The tab shows only to roles that can see Reports or refund passes.

To give money back, click Refund on the payment. See Refund a pass. Suspending a bought pass does not refund it.

To send the guest their confirmation email again, click Resend email. It goes to the email on their account, with the pass's current dates and an Add to Apple Wallet button.

Change a pass

Click the pass in Issued. It opens in a panel beside the list, with three tabs: Details (the pass, its Actions, dates, and entries), Payments (a bought pass only: what was paid and any refunds), and Activity. You only see the actions its status allows. A suspended pass shows why.

To see the QR code the guest has, click Show code, or click the pass: it turns over. This shows only while the pass can be used, and only to roles with Full Access to Passes.

A pass the guest added to Apple Wallet updates too. If you extend a pass that ended more than 30 days ago, the guest adds it to Wallet again from their account.

Each change is listed under the pass's Activity, with who made it.

The guest gets an email when you suspend or reactivate their pass. The reason you enter is never sent to them. If you extend a pass in its last week, they get a new reminder for the new last night.

Good to know

• The door and the dashboard show the name you entered, or the email if you left it blank. A bought pass shows the name the guest typed at checkout, or their email if they bought while signed in.
• A typo in the email gives the pass to the wrong address. Suspend it and issue a new one.
• If a pass's code says the guest can't see it, suspend the pass and issue a new one.
• A role with Limited view sees each pass holder's name, never their email, and opens passes read-only with the price Hidden. See Roles and permissions.