Are Flexi Passes Right For Your Business?
Why you should consider using flexi passes, what kinds of classes they are best suited to, and top tips for managing attendance.
What is a flexi pass?
Flexi passes allow parents to book multiple sessions, without the requirement to attend consecutively. For example across a ten week term, you might offer a five class flexi pass. Families pay for a set number of sessions but can attend on the weeks that suit their schedule.
Why do parents love flexi passes?
Flexibility! If their child is unwell or they’re away for a particular week, they won’t be left out of pocket, and can easily switch to a different session.
What kind of business uses flexi passes?
They tend to be most popular with activity providers that run activities for preschool children. Flexi passes are a convenient solution for activities where each class can stand alone and doesn’t build on a previous session. Likewise, flexi passes are well suited to families that have less rigid schedules, like those with younger children.
Some things to consider
It’s important to keep track of many sessions a child has participated in
This is true for both for activity organisers and parents. Parents will want to keep track of how many sessions they have left, and you’ll need to be sure that the same families aren’t over-using their pass.
One common strategy is to use branded cards that get stamped each time a family attends a class. This makes it easy for parents to track their flexi pass sessions, but still requires organisers to keep a separate record of how many sessions remain unattended. Some flexi-pass providers require parents to reserve a spot at sessions they plan to attend using their pass, whereas others allow families to drop in on the day.
Consider how long you want a pass to be valid for
You’ll need to think about how long a family can use the sessions on a flexi pass. Does it expire after the current term? Or set period of time after purchase? Or does it never expire?
Limiting the time in which a flexi pass can be used makes it easier for you to manage attendance, but putting in too many restrictions starts to undermine the main reason families use flexi passes - flexibility.
Managing spots in your activities
If you run activities that don’t require advance booking, flexi pass families could show up at any time and expect a spot in your class. You’ll need consider what happens if too many families show up at once. Some activity providers offer spots on a first come, first served basis while others may give priority to flexi pass customers, as they’ve already paid.
For activities that do require advance booking, some activity organisers require flexi pass families to say ahead of time which session they’ll be attending. This takes away some of the flexibility, but it does mean that you’ll never have to turn people away from a full class.
Flexi Passes: weighing up the pros and cons
Offers the flexibility for families to pick and choose the sessions they want to attend.
Helps with cash-flow management as parents pay upfront for multiple sessions, rather than each single session
Requires some work keeping track of how many open classes a family still has, and may be open to misuse if not carefully monitored.
Reduces the need for families to commit to a full term booking