Passes

How to create and manage time-based access passes in Nexudus — controlling when and where customers can check in, with pay-as-you-go options.

Overview

Passes (also called time passes) control when customers can check in at your locations. They are time-limited access tokens that grant physical entry, WiFi access, and access control system permissions.

A pass can be:

• Valid for a single calendar day (unlimited use that day)
• Valid for a specific number of minutes spread across multiple days

Passes can be:

• Included in a plan (customers get them automatically with their contract)
• Sold as standalone products (one-off purchases)
• Assigned automatically via pay-as-you-go (charged per session when the customer checks out)

If you have an access control system (Kisi, Salto, Gallagher) or WiFi tracking (IronWiFi) connected to Nexudus, passes control access via these systems as well.

How to access

Navigate to Inventory → Passes.

Requires the timePass role.

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Pass types

Calendar day passes

A calendar day pass is valid for one full calendar day, from the location’s cutoff time (e.g., 3:00 AM) until the next cutoff time. Customers can check in and out as many times as they want during that day.

Use cases:

• Daily coworking passes
• Single-day event access
• Trial day passes

Minute-based passes

A minute-based pass is valid for a specific number of minutes that can be used across multiple days. When the customer checks in, minutes start counting down. When they check out, the used time is deducted from the pass.

Use cases:

• Hourly coworking packages (e.g., “10 hours”)
• Flexible access blocks
• Part-time memberships

For pay-as-you-go pricing, the shortest billable interval is 15 minutes. If a customer stays 10 minutes, they are charged for 15.

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Creating a pass

1. Navigate to Passes

   Go to Inventory → Passes and click the ”+” button.

2. Enter pass details

   • Pass name — a clear name shown to customers
3. Choose the type

   Select either:

   • This pass can be used during a single calendar day (unlimited use that day)
   • This pass can be used for up to [X] minutes (specify the number of minutes)
4. Set the price

   Under the Pay as you go tab, set the standard price for the pass.

5. Configure availability

   Under the Availability tab:

   • Select which locations the pass is valid at
   • Set which customers can use it (all, members only, contacts only, or specific plans)
   • Set the days and hours the pass can be used
6. Save

   Click Save to create the pass.

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Pass details

General settings

Field	Description
Pass name	The name displayed to customers and in the portal
Available at	The primary location this pass belongs to. In network mode, you can select a network location to make the pass available across all child locations.

Type of pass

Option	Description
Calendar day	Valid for one full day (from cutoff time to next cutoff time). The customer can check in and out unlimited times during that day.
Minute-based	Valid for a specific number of minutes (e.g., 60, 120, 480). The customer can use these minutes across multiple check-ins until they run out.

Use priority

When a customer has multiple valid passes available at check-in time, the system uses them in order of priority:

Priority	When used
High	Used first
Normal	Used after high-priority passes
Low	Used last

Set pay-as-you-go passes to Low priority so included passes (from plans) are used first.

Network check-in

Field	Description
Allow customers holding this pass to connect to your IT network	Enables WiFi access control via IronWiFi or similar integrations. When enabled, customers with this pass can connect to your WiFi network.

Billing

Passes support the same billing fields as products:

• Currency
• Tax rate
• Financial account

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Pay as you go

Pay-as-you-go (PAYG) passes are automatically assigned to customers who check in without a valid pass. The customer is charged when they check out based on how long they stayed.

Enabling pay-as-you-go

Field	Description
Automatically sell this pass to contacts	When enabled, contacts (customers without an active contract) checking in without a valid pass are automatically assigned this pass.
Automatically sell this pass to members	When enabled, members (customers with an active contract) checking in without a valid pass are automatically assigned this pass.

To use pay-as-you-go, you must also enable the Pay as you go option in your location’s check-in settings.

Standard price

The standard price is the default cost of the pass. For pay-as-you-go minute-based passes, this price represents the full duration.

Pricing calculation for minute-based PAYG passes:

• If a pass includes 60 minutes and costs $20, the price per minute is$20 ÷ 60 = $0.33
• A customer staying 30 minutes is charged: 30 × $0.33 =$10
• A customer staying 10 minutes is charged for 15 minutes (minimum): 15 × $0.33 =$5

Pricing for calendar day PAYG passes:

• The full price is charged regardless of how long the customer stays

Special prices

You can set different prices for customers on specific plans. For example:

• Plan A customers: $15 for a 60-minute pass
• Plan B customers: $10 for a 60-minute pass
• All others: $20 (standard price)

When a customer on Plan A checks in, they are charged $15 if they use this pass.

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Availability

Location validity

By default, a pass is valid at the location it belongs to and all its child locations. You can restrict this further:

Configuration	Valid at
No locations selected	The pass’s home location + all child locations
Specific locations selected	Only the selected locations

Example:

• Your network has 3 locations: London (parent), London East (child), London West (child)
• A pass created under “London” with no specific locations selected → valid at all 3 locations
• A pass created under “London” with only “London East” selected → valid only at London East

To create a pass valid across multiple networks, create it under a network location (a parent location with child locations). Then select all the child locations you want it to cover.

Customer restrictions

Option	Who can use the pass
All customers	Anyone (members and contacts)
Members only	Only customers with an active contract
Contacts only	Only customers without an active contract
Members on specific plans	Only customers with active contracts on the selected plans

Available times

By default, passes can be used 24/7. You can restrict passes to specific days and hours:

Example:

• Monday–Friday: 9:00 AM – 6:00 PM
• Saturday–Sunday: 10:00 AM – 4:00 PM

When a customer tries to check in outside these hours, the pass is not valid and they cannot enter (unless they have another valid pass).

Time slot validation is enforced continuously during the check-in session. A background process monitors active check-ins and automatically checks out customers when their pass’s time window ends. The system then attempts to check them back in with another available pass (if one exists). This applies to both calendar day and minute-based passes.

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How passes work with check-ins

When a customer checks in

1. Nexudus looks for all passes the customer has that:

   • Are valid at the check-in location
   • Can be used by the customer (member/contact/plan restrictions)
   • Are valid at the current date and time (time slot restrictions)
   • Have remaining uses or minutes

2. If multiple passes match:

   • High priority passes are used first
   • Then normal priority
   • Then low priority

3. If no valid pass is found:

   • If pay-as-you-go is enabled for this customer type (member/contact), a PAYG pass is created automatically
   • Otherwise, the check-in is blocked (appears as a failed check-in)

Calendar day pass check-in

• The pass is marked as “used” for that calendar day
• The customer can check in and out unlimited times until the day ends (cutoff time)
• The pass becomes available again the next day (if it has remaining uses)

Minute-based pass check-in

• A counter starts tracking the customer’s time
• When the customer checks out, the used minutes are deducted from the pass
• If the customer stays longer than the pass’s minutes, the pass is fully consumed
• If time remains, the pass can be used again on future check-ins

Automatic checkout

If a location has automatic checkout enabled (e.g., 11:59 PM or after 12 hours), customers are automatically checked out:

• Calendar day passes: no charge (already used for the day)
• Minute-based passes: time up to checkout is deducted
• PAYG passes: customer is invoiced for the full session

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How passes work with access control systems

When integrated with physical access control (Kisi, Salto, Gallagher) or WiFi (IronWiFi), passes control hardware access:

Integration	How it works
Kisi	Each pass is linked to a Kisi group. When a customer has an active pass, they are added to that Kisi group and can unlock doors via the Kisi app or access card.
Salto	Similar to Kisi — passes map to Salto user groups and control door access.
Gallagher	Passes map to Gallagher cardholder groups.
IronWiFi	When Allow network check-in is enabled, customers with valid passes can authenticate to your WiFi network. Access is revoked when the pass expires or runs out of minutes.

Access control permissions are updated in near real-time. When a pass expires or runs out, the customer loses hardware access within minutes.

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Pass expiry

Passes can expire in several ways:

Expiry type	Description
Number of uses	Calendar day passes can be limited to X uses (e.g., 5 day pass = 5 check-ins)
Expiry date	Passes can have a fixed expiry date (e.g., valid until Dec 31st)
Minutes consumed	Minute-based passes expire when all minutes are used up
Plan renewal	Passes included in a plan expire when the contract is canceled or not renewed

Expired passes are automatically removed from the customer’s account (configurable — can be kept for historical records).

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Common use cases

1. Day pass for drop-ins

Configuration:

• Type: Calendar day
• Price: $25
• Available times: Monday–Friday, 9 AM – 6 PM
• Pay-as-you-go: Enabled for contacts

Result: Visitors can buy or be auto-charged $25 for a full day of access.

2. 10-hour flex pack

Configuration:

• Type: 600 minutes (10 hours)
• Price: $80
• Validity: 30 days from purchase

Result: Customers buy a pack and can use it across multiple visits over 30 days.

3. Members-only evening pass

Configuration:

• Type: Calendar day
• Price: $10
• Available times: Monday–Friday, 6 PM – 11 PM
• Purchasable by: Members only

Result: Existing members can extend their access into evening hours for an additional fee.

4. Network-wide pass

Configuration:

• Available at: Network location (parent)
• Locations: All child locations selected
• Type: Calendar day

Result: Customers can check in at any location in your network using the same pass.

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Best practices

• Set PAYG passes to low priority so customers exhaust included passes before being charged extra.
• Use minute-based passes for flexible part-time arrangements (e.g., “20 hours per month”).
• Restrict PAYG to contacts if you want members to only use their included passes.
• Set expiry dates on purchased passes to encourage usage within a reasonable timeframe.
• Use special pricing to reward loyal customers on higher plans with discounted PAYG rates.
• Configure available times carefully — if a pass has time restrictions, customers physically cannot access the space outside those hours (if using access control).
• Test location validity thoroughly in multi-location setups — ensure passes work at the intended locations before selling them.
• Use “Allow network check-in” to control WiFi access separately from physical access.

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Related pages

Plans

Include passes in membership plans as benefits.

Products

Bundle passes with products to create pass packages.

Check-ins

Monitor who is checked in and review check-in history.

Access Control

Configure hardware integrations that use passes to control physical access.