Association Entry Passes

When an entry pass is to be shared across a group of customers (corporate groups, schools, non-profits, etc), we recommend setting the group up as an association. The association can then buy an entry pass for use by its association members.

Configuring How Association Entry Passes Can Be Used

There are two ways to configure association entry pass usage:

• Only usable when checked-in from the Association Profile page (default) - With this setting, association members will only be able to use the entry passes when checked-in directly on the Association Profile page. This is useful for school groups or partners that only want association members using the entry passes they have purchased at certain times (for example, when the school visits the facility as a group).
• Association members use the entry passes at any time for check-in - With this setting, association members will be able to use the association's entry passes whenever they check in (via barcode scanner, manual check-in on their Customer Profile page, or manual check-in on the Association Profile page). Whenever an association member checks in, Capitan will prioritize using the association's entry passes over any personal entry passes the customer has remaining. Please note, if a customer has a membership or event entry, those will be used before an association entry pass.

You can manage your setup by selecting Configure on the Association Profile.

When a customer uses an association entry pass for entry, it will show up in their check-in history as "<Entry Pass Type> from <Association> (X Remaining)". For Example, "100 Corporate Entry Pass from Black Diamond (73 remaining)".

Manually Adding an Entry Pass for an Association

To manually add an entry pass for an association, follow these steps:

1. Navigate to the Association Profile, select Entry Passes, then select Add Manual Pass.
2. Select the Entry Pass Type, Total Number of Uses, Uses Remaining, Expiry Date (optional) and Owner (an association manager to act as the owner of the association's entry pass).
3. Select Save. The association entry pass is now ready for entry.

Purchasing an Entry Pass for an Association 

To purchase an entry pass for an association from the Association Profile on the Staff Site, follow these steps:

1. Ensure the customer initiating the purchase has been added to the association as a manager.
2. Navigate to the Entry Pass section of the Association Profile and select Purchase Entry Pass. This will open a modal where you will select the association manager who is initiating the purchase and the entry pass they are purchasing.
3. Select if the entry pass is for the entire association or a specific association member.
4. Complete payment.

For an association manager to purchase an entry pass for an association from the Climber App, have them follow these steps:

1. Go to Memberships & Entry Passes and select the entry pass they would like to purchase.
2. Once selected, select the association for which the entry pass will be purchased.
3. Select if the entry pass is for the entire association or a specific association member.
4. Complete payment.

Linking Association Members to an Entry Pass

By default, an association entry pass can be used by any association member. However, if an association wants to limit an entry pass to particular association members, they can link the entry pass to the specific association member(s). Once at least one association member has been linked to the entry pass, the pass can no longer be used by unlinked association members. Linking can be done when purchasing the entry pass or by selecting the Link button next to the entry pass on the association's Entry Pass page. Association members can be linked/unlinked at anytime.