How credits, limits and expiry work

When a class is used

A booking takes one class (credit) from the member’s pass at the moment of booking, not when they attend. Marking attendance or a no-show does not change credits.

A class goes back to the pass when:

• the member cancels before your free cancellation window ends,
• staff remove the member from the class (unless staff choose to count it as a late cancellation or no-show),
• the studio cancels the class (a single-class pass kept as a credit stays valid for at least 3 months).

A late cancellation keeps the class used.

Which pass pays

If a member has more than one pass or membership that fits, elastudio suggests one: unlimited memberships first, then limited memberships, then the pass that expires soonest. The member, or staff, can choose another before confirming.

Limits per week or month

Limits count by the date of the class, in the studio’s time zone. A week runs Monday to Sunday, and a month is the calendar month. A class returned by a free cancellation frees its place in that same week or month.

When a pass expires

The last day of validity counts in full. At midnight after it, in the studio’s time zone, any unused classes expire on their own and the pass shows as ended. Bookings already made for later dates are kept, because they were valid when made. A member cannot book a class dated after the pass ends.

Members get the Pass or plan about to expire e-mail before the end (7 days before by default; change it per pass with Remind the member before it ends (days) under Reminders and alerts) and the All classes used e-mail when the last class is booked.

Where to see credits

Members see “classes left”, “1 of 2 this week” and the end date in their account, under Passes. Staff see the same in a member’s profile, under Passes and memberships.

Adjusting credits or dates by hand

1. In the member’s profile, open the actions menu of the pass and choose Adjust credits or dates.
2. In Add or remove credits, type a number (a minus sign removes). Change Valid from or Valid until if needed.
3. Write a Reason (required) and choose Save adjustment.

• At most 1000 credits per change, never below zero. Valid until can be at most 5 years ahead. Unlimited memberships change dates only.
• Moving the end date of an ended pass to today or later makes it usable again, but its expired classes do not come back, so add credits in the same change.

Only the owner and admins can adjust. The reason is kept in the activity log (Settings, Tools, Activity); the member does not see it.

To give a member classes for free, you can also sell them a pass with the Complimentary payment method and a reason.