Set the rules for each pass type
Configure which passes your club offers, who can use them, and when they’re valid.
Club guest passes & admissions
Welcome the guest. Know who invited them.
When a guest arrives, find their pass, see who sponsored it, and check the visit rules in one place. Give staff a clear answer while the guest is at the desk.
Try it yourself
Taylor invites a guest for a swim.
Follow a sample pass from the member portal to the front desk. This club allows eligible members to issue a single-use guest pass online.
- Member invites
- Find the guest pass
- Review the visit
- Admit the guest
Clubward Staff viewGuest check-in
Sample clubGuest pass lookupSearch by pass code, guest or sponsor
The front desk is ready to look up a pass when the guest arrives.
Member portal
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Taylor’s guest pass
Jordan Lee
Taylor’s membership includes an eligible single-use guest pass.
Bring your club’s guest rules to a walkthrough.
Book a guest passes walkthroughGive guest visits a clear path from invite to arrival
Keep the sponsor with the visit
Staff can see who invited the guest and which household the pass belongs to.
Check readiness at the desk
Review the visit date, remaining uses and waiver status before admitting the guest.
How it connects
The next shift can see which pass was used.
Redemption stays on the sponsoring member’s record, so staff can follow up on a visit or answer how many uses remain.
Reed household
Sponsored guest activity
Jordan Lee · Sample guest visit
Questions about guest access
How would guest passes work at your club?
Can different guest passes have different rules?
Yes. The guest-pass workflow is designed around distinct guest products and redemption rules. We will review your club’s specific limits and schedules.
How do staff know which member brought a guest?
Sponsor tracking keeps the guest workflow connected to the appropriate member or household context.
What does guest pass management software help us track?
It keeps the guest product, sponsoring member or household and redemption history connected to the visit. In Clubward, staff can review that context at arrival and return to the recorded pass activity when a member asks what was used.
See how a guest would arrive at your club.
Bring your pass types, sponsor rules and visit limits. We’ll walk through what the member and the front desk would see.
Book a guest passes walkthrough
Guest pass guides and planning
From the Clubward blog
Guest passes guides
Blog article
Give your front desk a clear answer before the busy day
Prepare guest rules, account information and an escalation path before the next arrival.
Read article
Blog article
What clubs actually need from member management
Evaluate the connections between household records, memberships, payments and the front desk.
Read articleA closer look at guest passes
Your guest policy should be usable at the entrance.
Paper passes and handwritten counts make it hard to know who invited a guest, what remains available and which rules apply.
Pass rules become desk debates
If different guest products are tracked informally, staff must piece together which conditions apply. The visitor waits while the team finds someone who remembers the right interpretation.
The sponsoring household is unclear
A guest name alone does not explain the membership relationship. Without that connection, account questions and future follow-up require another search through desk notes or messages.
Redemption history lives elsewhere
A paper tally may show that a pass was used without making the underlying visit easy to explain. Disconnected records leave staff reconstructing the answer when a member asks about availability.
Bring a real example.
In your personal walkthrough, we’ll explore:
- Guest types, limits and redemption rules
- Sponsor and household visibility
- Pass purchase and front desk redemption
Guest pass management that fits your club’s rules.
What does guest pass management software help us track?
It keeps the guest product, sponsoring member or household and redemption history connected to the visit. In Clubward, staff can review that context at arrival and return to the recorded pass activity when a member asks what was used.
Can we use guest passes for a swim club or community pool?
Yes. Start with the pass products, hosting-household requirements and guest policy your club uses. We will walk through a pool arrival and review the supported redemption rules with your front-desk team before you choose a configuration.
What should we settle before configuring guest access?
Bring the written guest policy, the pass products you offer and the redemption conditions staff apply. Identify any exceptions that need a manager’s decision so the setup starts with clear operating rules.
How can we evaluate the handoff after a guest visit?
Ask another employee to review the sponsoring household and redemption history for a sample visit. They should be able to explain the recorded pass use without finding the person who handled the arrival.
What distinguishes a guest pass from prepaid spending?
Guest passes govern visits and redemption conditions. Prepaid balances support eligible purchases. Evaluating them separately keeps the access policy clear even when a household uses both features.
Can different guest passes have different rules?
Yes. The guest-pass workflow is designed around distinct guest products and redemption rules. We will review your club’s specific limits and schedules.
How do staff know which member brought a guest?
Sponsor tracking keeps the guest workflow connected to the appropriate member or household context.