What This Screen Does
This is where you create a new drop-in type — a prepaid clip card that gives members a set number of visits within a time window. Think of it like buying a punch card at a coffee shop: the member pays once, gets a certain number of “clips” (visits), and can use them before the card expires. You define the price, how many clips are included, how long the card is valid, and what the member can access with it.
How to Get There
Open the dashboard.
In the left-hand menu, click Drop in type.
Click the + New Drop In Type button in the top-right corner.
You are now on the Create New Drop-In Type screen.
Step-by-Step Guide
1. Fill In Basic Information
This section covers the name, descriptions, image, and contract for the drop-in type.
Field | Required | What to Enter |
Name | Yes | The display name members will see (e.g. “10-Visit Pass”). |
Short Description | No | A brief summary shown in lists and cards. Up to a few sentences. |
Cover Image | Yes | Upload one image (JPEG, PNG, or GIF). It will be cropped to a 4:3 ratio. This image appears in the store and member portal. |
Description | Yes | A full description of the drop-in type, including benefits and features. Use the rich-text editor to add formatting, links, or lists. |
Contract | Yes | Select the legal contract template that members must agree to when purchasing. Pick one from the dropdown list. |
2. Configure Properties
These settings control how the drop-in type behaves in the system.
Field | Required | What to Enter |
Product Code | No | An internal product code for your records and reporting. |
Product SKU | No | A Stock Keeping Unit identifier for inventory management. |
Number of clips | Yes | How many visits or entries this drop-in card includes. Must be at least 1. |
Validity in days | Yes | Number of days from the purchase date until this drop-in card expires. Must be at least 1. |
Account number for bookkeeping | No | Account number used when exporting financial data to your accounting system. |
Publicly available | No | Toggle on to make this drop-in type visible in your online store and member portal. On by default. |
Has access to door system | No | Toggle on to let members with this drop-in type unlock doors via the access control system. On by default. |
Limit training hours | No | Toggle on to restrict when members can access the facility. Only available on Premium or Platinum plans. See Step 5 for details. |
Allows training in all gyms | No | Toggle on to let members train at any gym location in your chain, not just the one they signed up at. Off by default. |
Counts towards global limit | No | When your chain has a maximum number of active memberships configured, toggle this to include this drop-in type in that count. On by default. Only appears if a global limit is set. |
Limit Lock Access (optional)
This sub-section only appears if your system has locks configured.
Field | Required | What to Enter |
Limit lock access | No | Toggle on to restrict which doors/locks members can open with this drop-in type. |
Lock ID | Yes (if limit lock access is on) | Select one or more locks from the dropdown. Members will only be able to open these specific locks. |
3. Set Up Training Rules
These fields control how members book classes with this drop-in type.
Field | Required | What to Enter |
Maximum number of active bookings | No | How many upcoming classes a member can be registered for at the same time. Leave empty for no limit. |
Days in advance for bookings | No | How many days ahead a member can book a class. For example, enter 7 to allow booking up to one week in advance. Leave empty for no limit. |
Maximum number of bookings | No | Total number of classes a member can book within a set period. Leave empty for no limit. |
Training limit period | No | If you set a maximum number of bookings, choose the period over which the limit is calculated (e.g. Monthly, Weekly). Only appears when a maximum is entered. |
Allowed classes | No | Select which class types members can book. Leave empty to allow access to all classes. |
4. Choose a Welcome Email
Field | Required | What to Enter |
Welcome email | Yes | Select the email template sent to new members when they purchase this drop-in type. Only templates of the “Drop-In” type are shown in the dropdown. |
5. Set Training Hours (optional)
This section only appears if you toggled Limit training hours on in the Properties section (available on Premium and Platinum plans only).
By default, a full week of opening hours is pre-filled.
Each row represents one time slot for a specific day of the week.
For each row:
Field | Required | What to Enter |
Day of week | Yes | Pick the day (Monday through Sunday). |
Open | Yes | Set the start time using the time picker (24-hour format). |
Closed | Yes | Set the end time using the time picker (24-hour format). |
To add a time slot, click the Add opening hour button at the bottom of the section.
To remove a time slot, click the red × button next to the row.
You can add multiple time slots for the same day (e.g. morning and evening sessions).
If no hours are set, the system uses the gym’s default opening hours for door access.
6. Configure Pricing
Field | Required | What to Enter |
Regular Price | Yes | The price members pay for this drop-in card. Enter a number (e.g. 99.00). The currency symbol is shown automatically based on your chain settings. Must be greater than 0. |
VAT rate | Yes | Select the tax rate that applies to this product. |
Setup fee | No | Toggle on (enabled by default) to charge a one-time fee when a member first purchases this drop-in type. |
Setup fee amount | Yes (if setup fee is on) | The one-time amount charged. VAT is based on your global chain settings. Defaults to the amount configured in chain settings. |
Available in gyms | Yes | Select which gym locations can sell this drop-in type. At least one gym must be selected. Your current gym is pre-selected. |
7. Save
Click the Create button at the bottom-right of the form.
The system will:
Validate all your inputs.
Create the drop-in type record.
Upload the cover image.
Redirect you to the previous page.
You will see a green “Create success!” notification at the bottom of the screen.
What Happens Behind the Scenes
You click "Create"
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Form validates all fields (Yup schema)
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API call: DropInTypesService.create({ body: formData })
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Drop-in type record is created, server returns the new ID
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API call: DropInTypesService.addCoverImage({ id, files: [coverImage] })
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Cover image is uploaded and attached to the drop-in type
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Success notification appears ("Create success!")
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You are redirected back to the previous page
Troubleshooting
“I filled everything in but the Create button does not work”
Double-check that all required fields are filled in. The form will not submit if anything is missing.
Look for small red error messages below the fields — they tell you exactly what is wrong.
Make sure Number of clips and Validity in days are at least 1.
Make sure Regular Price is greater than 0.
Make sure you have selected at least one gym under Available in gyms.
Make sure you have uploaded a Cover Image.
“I do not see any contracts in the dropdown”
Contracts are loaded when the page opens. If the list is empty, try refreshing the page.
If you have not created any contracts yet, go to the Contracts section first and create one.
Check your internet connection — the contracts may not have loaded due to a network issue.
“I do not see any email templates in the Welcome email dropdown”
Only email templates with the Drop-In type are shown here.
If the dropdown is empty, go to the Email Templates section and create a template with the Drop-In type.
Try refreshing the page if you recently created a new template.
“I cannot see the Limit training hours toggle”
This feature is only available on Premium or Platinum subscription plans.
If your chain is on a lower plan, this toggle will not appear.
Contact your account manager to upgrade your plan if you need this feature.
“The cover image did not upload”
The image must be a JPEG, PNG, or GIF.
It must not exceed the maximum file size allowed by the system.
The image will be cropped to a 4:3 aspect ratio — make sure your image works with that crop.
If the drop-in type was created but the image failed, go back and edit it to re-upload the image.
“I do not see any gyms in the Available in gyms dropdown”
You must have at least one gym/location set up in the system before creating a drop-in type.
If you are new to the platform, set up a gym first under Gym settings.
“I got an error after clicking Create”
A red error message will appear. Read it carefully — it usually explains what went wrong.
Common causes: server timeout, missing required field, or a network issue.
If the error is unclear, try again. If it keeps happening, contact support with the error message.
“I do not see the Counts towards global limit toggle”
This toggle only appears when your chain has a maximum number of active memberships configured in chain settings.
If you do not see it, your chain does not have a global membership limit set.
“I want to limit lock access but the option is not showing”
The Limit lock access toggle only appears if your system has locks configured.
Make sure locks are set up in your gym settings. If no locks exist, this section will be hidden.
“My setup fee amount is wrong”
The setup fee defaults to the amount configured in your chain settings.
You can change it for this specific drop-in type by editing the amount in the field.
The VAT on the setup fee is based on the global default in chain settings, not the VAT rate you select for the drop-in price.