What This Helps You Do
Use class pass credits for students who pay for a set number of classes instead of relying only on a monthly membership.
Each class pass balance stays on the student record and does not expire. MatAdmin records purchases, credit adjustments, class use, and returned credits in one history.
Before You Start
Only a gym owner can record a class pass payment or adjust credits.
Have the payment amount, payment method, payment date, and number of class credits ready. Recording a class pass purchase creates a student payment record. It does not change the student's monthly billing date.
Add A Class Pass Payment
- Open Members and select the student.
- Find Class pass on the student record.
- Select Add class pass.
- Enter the number of class credits, payment amount, payment method, and payment date.
- If the student is inactive, leave Also make this student active selected when you want the student to start checking in now.
- Select Record payment and add 10 credits once. The number in the button follows the quantity you enter.
- Read the saved receipt before closing the form.
The payment and credits are saved before MatAdmin tries to activate an inactive student. If the free plan student limit blocks activation, the receipt says that the payment and credits were saved and the student is still inactive. Upgrading or changing the student status later does not remove the saved credits.
Clearing Also make this student active keeps an inactive student inactive. The credits remain saved for later.
Adjust A Balance
Use Adjust credits for one of these reasons:
- Opening balance when bringing an existing balance into MatAdmin.
- Complimentary credits when the gym grants classes without taking a payment.
- Balance correction when fixing an incorrect credit balance.
Enter a positive number to add credits or a negative number to remove credits. MatAdmin shows the balance before and after the adjustment. A change that leaves a negative balance requires an extra confirmation.
An adjustment does not create a payment and does not issue a refund. Handle any money returned to a student through your normal payment process, then use a balance correction only when the class credit record also needs correction.
How Check-In Uses Credits
A current monthly membership or trial covers attendance first. When current membership coverage applies, MatAdmin keeps the student's saved class credits unchanged.
When no current membership covers the class, check-in uses one class credit. One recorded class occurrence uses one credit. Checking the same student into the same occurrence again does not use a second credit.
At zero credits, Self Check-In asks the student to see the front desk. Staff or an owner can choose Check in anyway from manual attendance after reviewing the projected negative balance. A negative class credit balance is not a dollar debt and does not create an automatic charge.
Removing a pass-funded check-in returns its credit once. Adding the student again records a new use. For a past class, MatAdmin shows Uses 1 credit or Covered by current membership before the owner or staff member saves the roster correction.
Active Student Count And Inactive Students
MatAdmin counts a student once when either condition is true:
- The student status is active.
- The student has a class pass account and the status is trial or expired.
A student with both a monthly membership and a class pass is counted once. Positive, zero, and negative credit balances count the same. Inactive, frozen, and cancelled class pass students are not counted and cannot use their credits for live check-in.
Recording a payment, opening balance, complimentary credit, correction, or returned credit is never blocked by the student limit. Activating an inactive student is a separate step and can be blocked by the free plan limit.
What Should Happen Next
The student record shows the current balance, states that credits do not expire, and lists the newest credit activity first. Member and attendance lists show low, empty, and negative balances clearly.
Common Mistakes
- Recording the same purchase again after an uncertain connection error. Retry from the same open form so MatAdmin can recognize the original request. If you close the form, check the credit and payment history before recording a new purchase.
- Using a credit adjustment to represent a refund.
- Assuming a top-up activates an inactive, frozen, or cancelled student.
- Assuming monthly coverage consumes a saved class credit.
- Treating a negative credit balance as money owed.
When To Contact Support
Contact support when a saved receipt and the student payment history disagree, a returned check-in credit is missing, or you cannot explain an entry in the class credit history.