<aside> Staff, or Employee’s entries, memberships are best managed using a dedicated setup. This setup is also useful for free entries to ‘special’ climbers, such as athletes, sponsorship deals, and more.

This ensures reporting clarity and helps keep staff perks separate from standard products. We strongly recommend creating a specific Entry Type for staff and athlete use, this keeps things tidy and makes reporting much easier later.

<aside> ⚠️ ATTENTION: This set up is not for climbers membership/recurring subscriptions - this guide is solely intended for granting free access to your staff.

</aside>

You have two main options depending on how you’d like staff to access the facility!

</aside>

<aside> <img src="/icons/arrow-northeast_blue.svg" alt="/icons/arrow-northeast_blue.svg" width="40px" /> For you clients’ membership, see how to:

Sell/Set up a subscription

</aside>

<aside> <img src="/icons/arrow-northeast_blue.svg" alt="/icons/arrow-northeast_blue.svg" width="40px" /> See how to create and configure Entry Types & Pass Prices

Passes Explainer

</aside>

FAQs

• How do we set up free entries for ‘special’ climbers, such as athletes, sponsorship deals, or the GB / US team?
• Why do I need a dedicated entry type for staff, can’t I just issue a day pass for free?
• Can I prevent staff memberships from being sold accidentally?
• Will guest entries renew automatically?

⤷ Option 01: Specific Entry Type for staff

<aside>

Create a unique Entry Type just for staff and issue it manually to staff profiles.

• Pros:
  • Fully controlled, only managers (or higher) can assign it
  • Not visible or available for sale in the POS
  • No need to collect a payment method
• Cons:
  • Does not renew automatically, if you want recurring benefits (like monthly guest entries), this won't work out of the box (See Option 2)

Best for gyms that want to issue access on a fixed schedule (e.g., 6 months at a time), without automatic billing or subscription logic.

<aside> ⚠️ ATTENTION: If choosing this Option for staff or ‘special’ entries, BETA highly suggests that no Pass Price is attributed to the Entry Type.

</aside>

<aside> TIP: If you're using Option 1: Specific Entry Type for Staff, we recommend caution Entry Types with infinite expiry and unlimited uses, as these will stay active on the account indefinitely.

↗ See: Expire a pass

BETA suggests conducting regular audits using Advanced SORT to review and clean up active staff entries.

↗ See: Download climbers’ data with Advanced SORT

</aside>

<aside> TIP: We also suggest that you create a specific Entry Type, for each ‘special’ free entry - to keep track of each separately.

</aside>

</aside>

<aside> <img src="/icons/arrow-northeast_blue.svg" alt="/icons/arrow-northeast_blue.svg" width="40px" /> Once a Staff Entry Type is setup, see below on how to issue Entries without payment.

Manually issue an entry/pass (without a sale)

</aside>

› See example of Staff Entry Type

<aside>

</aside>

⤷ Option 02: Discounted Staff Recurring Pass Price

<aside>

Set up a specific Recurring Pass Price (e.g., $1/month) linked to a dedicated staff Entry Type, then create a Promotion that applies only to that pass price.

• Pros:
  • Acts like a regular subscription, tautomatically renews, so guest entries and perks reset monthly
• Cons:
  • Must be sold through the POS (ensure it’s hidden from online sales)
  • Requires capturing a payment method (to avoid billing issues)
    • You can bypass this by assigning a positive balance (e.g., +$12 to cover a 12-month cycle for your employee). Follow along to adjust the Subscription Credit/Debit Balance.

This option is ideal if your staff need auto-renewing benefits, and if you do wish to use subscription billing for your staff’s purchases.

<aside> ⚠️ ATTENTION: If selecting this option, ensure that your staff is aware that this should NOT be sold at the POS

</aside>

</aside>

› See example of Staff Entry Type & Recurring Pass Price