Reports: Passes | bsport

The Passes report shows you the passes your clients hold, how much of each one they have used, and how much of the money you took is revenue you have actually earned. A second view shows the passes that expired with credits left unused, which is revenue you get to keep.

New to Reports? How to use a Report covers the buttons and controls.

It helps you answer questions like:

How many passes are valid today, and how many clients does that cover?
Of the money I have taken for passes, how much have I actually earned so far?
How much do I still owe my clients in classes they have paid for and not used?
Which passes get used up and which sit untouched?
How much did I earn last month from passes that expired unused?
Which clients have credits about to run out and are worth calling?

What this report replaces

This report replaces five Back Office reports with two views.

The Active view replaces the three reports that listed passes valid on a given date:

Passes
Appointment passes
Universal passes

The Breakage view replaces the two that showed what you earned when a pass ran out:

Expired credits (passes)
Expired credits (appointment passes)

Use the Report Scope switch at the top to move between the two views, then the Service Type and Is Universal filters to get to the list you used to open.

Before you read the numbers

The reporting period’s filters. The two views work differently, see their respective filters.

The comparison. Each KPI box compares against the equivalent earlier point or period.

What's always excluded. Cancelled passes never appear on either view.

Two terms worth knowing before the tables.

Earned revenue is the part of a pass's price you have delivered against: for a credit pass it goes up as credits are spent, so a ten-class pass with four classes taken has earned roughly four tenths of its price.
Deferred revenue is the rest, the classes the client has paid for and not yet taken.

Together they always add back up to what was billed, less anything refunded.

💡 Unlimited passes have no credits to count, so their revenue is spread evenly across the validity period instead. Half way through a twelve-month unlimited pass, half the price is earned.

Active

Set Report Scope to Active. One row is one pass, as it stood on the date you chose.

The Active view takes a single date, set with the Active On control (default: today). It is a snapshot: the state of every pass on that one day. Move the date back a month and you see how things stood a month ago, not what happened during the month.

Passes shared across Venue are counted once, in the company where it was purchased.

The KPIs

KPI	What it shows
Passes	How many passes were valid on the date you chose.
Clients	How many different clients held them.
Earned Revenue	How much of those passes' value you had earned by that date, net of refunds.
Deferred Revenue	How much you had not yet earned: classes bought and not taken.

💡Deferred Revenue is your liability to your clients. It is the number your accountant wants, and the number to watch if you sell large packs.

Columns

Column	What it shows
Pass Name	The pass the client holds. Click it to open the pass in the Back Office.
Client Name	Who holds it. Click the name to open their profile in the Back Office.
Validity Start Date	When the pass became usable.
Validity End Date	When it stops being usable.
Number of Remaining Credits at Report Date	Credits left on the date you chose, against the credits it started with, shown as `remaining / initial`. Blank for unlimited passes.
Current Number of Remaining Credits	The same thing as of today rather than as of the date you chose.
Deferred Revenue	The value not yet earned on the date you chose.
Deferred Revenue Excl. Tax	The same figure with VAT / sales tax taken off.
Earned Revenue	The value already earned by that date, net of refunds.
Earned Revenue Excl. Tax	The same figure with VAT / sales tax taken off.
Utilisation Rate	For a credit pass, the share of its credits that had been used. For an unlimited pass, how far through its validity the chosen date sits.
Amount Billed	What the client was billed for the pass, including VAT / sales tax.
Refunded Amount	How much has been refunded against it.
Tax Rate	The tax rate applied when it was sold.
Number of Bookings at Date	How many bookings had been made with the pass by the date you chose.
Current Number of Bookings	The same count as of today.
Number of Used Credits per Booking	Credits spent on group class and appointment bookings.
Number of Used Credits per On-demand Purchase	Credits spent on on-demand video purchases.
Number of Added Credits by Adjustment	Credits you added by hand.
Number of Removed Credits by Adjustment	Credits you took away by hand.
Number of Refunded Credits	Credits returned to the client as part of a refund.
Purchased At	When the pass was bought.
Expiration Date	When the pass ran out or will run out. For a pass with no credits left, this is the date of the last class it gave access to rather than the end of its validity.
Remaining Days	How many days of validity were left on the date you chose.
Current Status	The Status of the pass: Active, Upcoming for one that has not started, Credits Depleted for one still in date with nothing left, or Expired.
Pass Category	The category the pass belongs to.
Pass Billing Location	The billing location on the invoice the pass was sold on.
Aggregator Name	The partner the pass came through, where it came from one.
Service Type	The type of service this pass gives access to: Group class or Appointment.
Is Universal	True when the pass works for both group classes and appointments.
Client Email	The client's email address.
Client Membership Id	The client's membership number, as you set it.
Client Phone Number	The client's phone number.

⚠️ Current Status, Current Number of Remaining Credits and Current Number of Bookings always describe today, whatever date you set in Active On. That is deliberate, so you can look at a pass as it stood in the past and still see where it has got to since, but it does mean the two sets of credit columns will disagree on any date other than today.

Filters

Filter	What it does
Active On	The Active view takes a single date, it is a snapshot: the state of every pass on that one day. Move the date back a month and you see how things stood a month ago, not what happened during the month.
Name (Pass)	One or more specific passes, by name.
Category	One or more pass categories.
Service Type	Group class or Appointment.
Purchased At	Passes bought in a date range.
Expiration Date	Passes expiring in a date range. Set it to the next few weeks to find clients worth calling.
Current Status	Active, Upcoming, Credits Depleted or Expired.
Aggregator Name	Passes that came through one or more partners.
Number of Bookings at Date	Limits to passes whose booking count falls in a range. A maximum of 0 gives you passes never used.
Billing Location	Passes sold from one or more specific billing locations.
Is Universal	True for passes covering both group classes and appointments.
On Behalf of Teacher (Appointment)	Appointment passes where the money goes to the teacher.
Amount Billed	Limits to passes whose price falls in a range.
Deferred Revenue	Limits to passes whose unearned value falls in a range.
Earned Revenue	Limits to passes whose earned value falls in a range.
Number of Remaining Credits at Date	Limits on credits left as at the date you chose.
Current Number of Remaining Credits	Limits on credits left today.
Number of Initial Credits	Limits on the size of the pass as sold.
Name (Client)	One or more specific clients, by name.
Email	One or more specific clients, by email address.

💡 Number of Remaining Credits at Date with a low maximum, plus Expiration Date in the next month, gives you the clients most likely to renew or churn.

Group By

Group by	Use it to answer
Pass Name	Which passes you actually sell, and which get used.
Client	What each client holds and what they still have coming to them.
Pass Category	How your range performs by category.
Service Type	The split between group class and appointment passes.
Current Status	How many passes are live, unstarted, used up or expired.
Pass Billing Location	Passes and deferred revenue by site.
Aggregator Name	How much of your business comes through partners.
Purchase Period	When these passes were sold. Choose the step: day, week, month, quarter or year.
Expiration Period	When they are due to run out, which is your renewal pipeline.

Grouped rows give you:

Summary column	What it measures
Number of Passes	How many passes fall into the group.
Number of Clients	How many different clients hold them.
Remaining Credits at Report Date	Credits left against credits sold, across the group.
Number of Bookings	Bookings made with them by the date you chose.
Deferred Revenue	The unearned value across the group.
Earned Revenue	The earned value across the group.
Total Amount Billed	What the group was sold for in total.

Breakage

Set Report Scope to Breakage. One row is one pass that expired with value left on it. Only passes that actually released money appear, so a pass whose credits were all used shows nothing here.

This is what the Back Office called Earned from expiration: a client bought ten classes, took seven, and the other three expired. You keep the money for those three, and it becomes revenue on the day the pass expired.

The KPIs

KPI	What it shows
Passes	How many passes expired with value left on them in the period.
Clients	How many different clients held them.
Breakage Revenue	The value released when those credits expired unused.
Expired Credits	How many credits expired, against the credits those passes started with.

Columns

Column	What it shows
Expired At	The Breakage view takes a date range, set with the Expired At control, and filters on the date each pass expired.
Name	The pass that expired. Click it to open the pass in the Back Office.
Client Name	Who held it. Click the name to open their profile in the Back Office.
Breakage Revenue	The value released when the pass expired with credits unused. Credit passes only.
Breakage Revenue Excl. Tax	The same figure with VAT / sales tax taken off.
Expired Credits	Credits left when it expired, against the credits it started with, shown as `expired / initial`.
Earned Revenue	The value you had already earned before it expired.
Earned Revenue Excl. Tax	The same figure with VAT / sales tax taken off.
Utilisation Rate	The share of the pass's credits that were used before it ran out.
Unused Unlimited Passes Revenue	For an unlimited pass that expired without ever being used, its whole value net of refunds. Blank for credit passes, and blank for any unlimited pass that was used at least once.
Unused Unlimited Passes Revenue Excl. Tax	The same figure with VAT / sales tax taken off.
Validity Start Date	When the pass became usable.
Expiration Date	When it ran out. This is the date the reporting period is based on.
Purchase Date	When it was bought.
Last Attended Class Date	The last class or appointment the client actually attended on it.
Number of Bookings	How many bookings were made with it.
Amount Billed	What the client was billed, including VAT / sales tax.
Refunded Amount	How much was refunded against it.
Tax Rate	The tax rate applied when it was sold.
Category	The category the pass belongs to.
Source	Where the pass was sold: your Back Office, your app, your website, the quick sell flow, and so on.
Status	Where the pass stands today, which for these will normally be Expired.
Billing Location	The billing location on the invoice it was sold on.
Aggregator Name	The partner it came through, where it came from one.
Service Type	Group class or Appointment.
Is Universal	True when the pass worked for both group classes and appointments.
Client Email	The client's email address.
Client Membership Id	The client's membership number, as you set it.
Client Phone Number	The client's phone number.
Client Date of Birth	The client's date of birth.
Client City	The client's city.
Client Postal Code	The client's postal code.

<aside>
⚠️

Credit passes and unlimited passes are measured in different columns and never in the same one. A credit pass releases Breakage Revenue; an unlimited pass releases Unused Unlimited Passes Revenue, and only if it was never used at all. Add the two together if you want your total from expiry.

</aside>

Group By

Group by	Use it to answer
Expiration Period	How much you earn from expiry month by month.
Pass Name	Which passes expire unused most often, which usually means they are too big.
Client	Which clients keep letting passes lapse.
Pass Category	Which parts of your range go unused.
Service Type	The split between group class and appointment passes.
Source	Where the passes that go unused were sold.
Billing Location	Expiry revenue by billing location.
Aggregator Name	Whether partner passes go unused more than your own.
Purchase Period	When the passes that are now expiring were originally sold.

Grouped rows give you:

Summary column	What it measures
Number of Passes	How many expired passes fall into the group.
Number of Clients	How many different clients held them.
Breakage Revenue	The value released by credit passes in the group.
Expired Credits	Credits expired against credits sold, across the group.
Unused Unlimited Passes Revenue	The value released by unlimited passes that were never used.
Earned Revenue	What had already been earned on those passes before they expired.
Total Amount Billed	What the group was sold for in total.

Matching your old Back Office reports

Passes, Appointment passes and Universal passes

All three were the same report over a different slice of your passes, and all three are now the Active view.

To reproduce them: set Report Scope to Active and set Active On to the date you used before. Then narrow with the filters:

Old report	Set
Passes	Service Type to Group class, Is Universal to False
Appointment passes	Service Type to Appointment, Is Universal to False
Universal passes	Is Universal to True

Where your old columns are now. The three old reports each had a slightly different column list, so there is one table per report. A / means the column does not exist on that side.

Passes

Name of the column in legacy reports	Name of the column in legacy Excel file export	Name of the column in the new report (and downloaded file)
Pass	Pass	Pass Name
ID	ID	/
Category	Category	Pass Category
Start date	Start date	Validity Start Date
Number of bookings	Booking number	Number of Bookings at Date
Today's remaining credits	Today's remaining credits	Current Number of Remaining Credits — the first number
Expiry date	End date	Validity End Date
Remaining days	Remaining days	Remaining Days
Price	Price	Amount Billed
Total credits	Credits	Number of Remaining Credits at Report Date — the second number
Deferred revenue (incl. VAT / Sales Tax)	Deferred revenue (incl. VAT / Sales Tax)	Deferred Revenue
Deferred revenue (excl. VAT / Sales Tax)	Deferred revenue (excl. VAT / Sales Tax)	Deferred Revenue Excl. Tax
Deferred credits	Deferred credits	Number of Remaining Credits at Report Date — the first number
Cancellations	Cancelled	/
First name	First name	Client Name
Last name	Name	Client Name
Telephone	Phone	Client Phone Number
Email	Email	Client Email
/	/	Pass Billing Location
/	/	Earned Revenue
/	/	Earned Revenue Excl. Tax
/	/	Utilisation Rate
/	/	Refunded Amount
/	/	Tax Rate
/	/	Current Number of Bookings
/	/	Number of Used Credits per Booking
/	/	Number of Used Credits per On-demand Purchase
/	/	Number of Added Credits by Adjustment
/	/	Number of Removed Credits by Adjustment
/	/	Number of Refunded Credits
/	/	Purchased At
/	/	Expiration Date
/	/	Current Status
/	/	Aggregator Name
/	/	Service Type
/	/	Is Universal
/	/	Client Membership Id

What's different

Total credits and Deferred credits are now the two halves of one column. Number of Remaining Credits at Report Date reads remaining / initial: Deferred credits is the first number, and Total credits — the credits the pass was sold with — is the second. There is no standalone column for it, but it is available on its own as the Number of Initial Credits filter.
Refunds and manual credit adjustments now count. Deferred revenue used to be a flat proportion of the credits left. It now follows what actually happened to the pass, so credits you added or removed by hand, and credits refunded, change the split between earned and deferred.

Appointment passes

Name of the column in legacy reports	Name of the column in legacy Excel file export	Name of the column in the new report (and downloaded file)
Pass	Pass	Pass Name
Category	Category	Pass Category
Start date	Start date	Validity Start Date
Expiry date	End date	Validity End Date
Number of bookings	Booking number	Number of Bookings at Date
Deferred revenue (incl. VAT / Sales Tax)	Deferred revenue (incl. VAT / Sales Tax)	Deferred Revenue
Deferred revenue (excl. VAT / Sales Tax)	Deferred revenue (excl. VAT / Sales Tax)	Deferred Revenue Excl. Tax
Deferred credits	Deferred credits	Current Number of Remaining Credits — the first number
Total credits	Credits	Current Number of Remaining Credits — the second number
Price	Price	Amount Billed
VAT	VAT	Tax Rate
Payment paid entirely to the teacher	Payment in full to the teacher	/ (now the On Behalf of Teacher (Appointment) filter)
Cancellations	Cancelled	/
Member ID	Member ID	Client Membership Id
First name	First name	Client Name
Last name	Name	Client Name
Telephone	Phone	Client Phone Number
Email	Email	Client Email
/	/	Pass Billing Location
/	/	Number of Remaining Credits at Report Date
/	/	Earned Revenue
/	/	Earned Revenue Excl. Tax
/	/	Utilisation Rate
/	/	Refunded Amount
/	/	Current Number of Bookings
/	/	Number of Used Credits per Booking
/	/	Number of Used Credits per On-demand Purchase
/	/	Number of Added Credits by Adjustment
/	/	Number of Removed Credits by Adjustment
/	/	Number of Refunded Credits
/	/	Purchased At
/	/	Expiration Date
/	/	Remaining Days
/	/	Current Status
/	/	Aggregator Name
/	/	Service Type
/	/	Is Universal

What's different

The old Deferred credits was always today's figure, never the date you chose, so it is Current Number of Remaining Credits here rather than Number of Remaining Credits at Report Date. That column reads remaining / initial: Deferred credits is the first number, and Total credits — the credits the pass was sold with — is the second. Total credits is also available on its own as the Number of Initial Credits filter.
Number of Remaining Credits at Report Date is new for appointment passes: it is the credits left on the date you actually chose.
Deferred revenue on appointment passes is now worked out on the date you chose. The old report always calculated it as of today, whatever date you set, so looking back at a past date gave you today's figure. That is fixed here, and it is the reason a historical appointment-pass total will not match.
Appointment passes with no credits left now appear. The old report dropped a pass the moment its last credit was used. Here it stays until its validity runs out, marked Credits Depleted, which pushes your appointment-pass count back up.
Cancellations has no equivalent because cancelled passes never appear in the new report at all; so your appointment-pass count will be lower.

Universal passes

Name of the column in legacy reports	Name of the column in legacy Excel file export	Name of the column in the new report (and downloaded file)
Pass	Pass	Pass Name
ID	ID	/
Category	Category	Pass Category
Start date	Start date	Validity Start Date
Number of bookings	Booking number	Number of Bookings at Date
Today's remaining credits	Today's remaining credits	Current Number of Remaining Credits — the first number
Expiry date	End date	Validity End Date
Remaining days	Remaining days	Remaining Days
Price	Price	Amount Billed
Total credits	Credits	Number of Remaining Credits at Report Date — the second number
Deferred revenue (incl. VAT / Sales Tax)	Deferred revenue (incl. VAT / Sales Tax)	Deferred Revenue
Deferred revenue (excl. VAT / Sales Tax)	Deferred revenue (excl. VAT / Sales Tax)	Deferred Revenue Excl. Tax
Deferred credits	Deferred credits	Number of Remaining Credits at Report Date — the first number
Cancellations	Cancelled	/
First name	First name	Client Name
Last name	Name	Client Name
Telephone	Phone	Client Phone Number
Email	Email	Client Email
Member ID	Member ID	Client Membership Id
/	/	Pass Billing Location
/	/	Earned Revenue
/	/	Earned Revenue Excl. Tax
/	/	Utilisation Rate
/	/	Refunded Amount
/	/	Tax Rate
/	/	Current Number of Bookings
/	/	Number of Used Credits per Booking
/	/	Number of Used Credits per On-demand Purchase
/	/	Number of Added Credits by Adjustment
/	/	Number of Removed Credits by Adjustment
/	/	Number of Refunded Credits
/	/	Purchased At
/	/	Expiration Date
/	/	Current Status
/	/	Aggregator Name
/	/	Service Type
/	/	Is Universal

What's different

Total credits and Deferred credits are now the two halves of one column. Number of Remaining Credits at Report Date reads remaining / initial: Deferred credits is the first number, and Total credits — the credits the pass was sold with — is the second. There is no standalone column for it, but it is available on its own as the Number of Initial Credits filter.
Refunds and manual credit adjustments now count. Deferred revenue used to be a flat proportion of the credits left. It now follows what actually happened to the pass, so credits you added or removed by hand, and credits refunded, change the split between earned and deferred.

Expired credits (passes) and Expired credits (appointment passes)

Both are now the Breakage view: set Report Scope to Breakage, set Expired At to the period you used before, and set Service Type to Group class or Appointment to pick between the two.

Where your old columns are now. A / means the column does not exist on that side.

Expired credits (passes)

Name of the column in legacy reports	Name of the column in legacy Excel file export	Name of the column in the new report (and downloaded file)
Pass	Pass	Name
ID	ID	/
Category	Category	Category
Start date	Start date	Validity Start Date
Expiry date	End date	Expiration Date
Price	Price	Amount Billed
Earned from expiration (incl. VAT / Sales Tax)	Earned from expiration (incl. VAT / Sales Tax)	Breakage Revenue
Earned from expiration (excl. VAT / Sales Tax)	Earned from expiration (excl. VAT / Sales Tax)	Breakage Revenue Excl. Tax
Number of bookings	Booking number	Number of Bookings
Today's remaining credits	Today's remaining credits	Expired Credits — the first number
Total credits	Credits	Expired Credits — the second number
Cancellations	Cancelled	/
Member ID	Member ID	Client Membership Id
First name	First name	Client Name
Last name	Name	Client Name
Telephone	Phone	Client Phone Number
Email	Email	Client Email
/	/	Billing Location
/	/	Earned Revenue
/	/	Earned Revenue Excl. Tax
/	/	Utilisation Rate
/	/	Unused Unlimited Passes Revenue
/	/	Unused Unlimited Passes Revenue Excl. Tax
/	/	Purchase Date
/	/	Last Attended Class Date
/	/	Refunded Amount
/	/	Tax Rate
/	/	Source
/	/	Status
/	/	Aggregator Name
/	/	Service Type
/	/	Is Universal
/	/	Client Date of Birth
/	/	Client City
/	/	Client Postal Code

What's different

Total credits and Today's remaining credits are now the two halves of one column. Expired Credits reads expired / initial: Today's remaining credits is the first number, and Total credits — the credits the pass was sold with — is the second.
Passes that were fully used no longer appear. The old report counted a pass as expired either when its end date passed or when its last credit was used, so fully used passes were listed with nothing to show. Here only passes that actually released value appear. Your row count drops; your total does not change.
Unlimited passes now release revenue too. An unlimited pass that expired without ever being used shows its value under Unused Unlimited Passes Revenue. The old reports had no equivalent, so this is money you were not seeing.

Expired credits (appointment passes)

Name of the column in legacy reports	Name of the column in legacy Excel file export	Name of the column in the new report (and downloaded file)
Pass	Pass	Name
Category	Category	Category
Start date	Start date	Validity Start Date
Expiry date	End date	Expiration Date
Number of bookings	Booking number	Number of Bookings
Earned from expiration (incl. VAT / Sales Tax)	Earned from expiration (incl. VAT / Sales Tax)	Breakage Revenue
Earned from expiration (excl. VAT / Sales Tax)	Earned from expiration (excl. VAT / Sales Tax)	Breakage Revenue Excl. Tax
Deferred credits	Deferred credits	Expired Credits — the first number
Total credits	Credits	Expired Credits — the second number
Price	Price	Amount Billed
VAT	VAT	Tax Rate
Payment paid entirely to the teacher	Payment in full to the teacher	/ (now the On Behalf of Teacher (Appointment) filter)
Cancellations	Cancelled	/
Member ID	Member ID	Client Membership Id
First name	First name	Client Name
Last name	Name	Client Name
Telephone	Phone	Client Phone Number
Email	Email	Client Email
/	/	Billing Location
/	/	Earned Revenue
/	/	Earned Revenue Excl. Tax
/	/	Utilisation Rate
/	/	Unused Unlimited Passes Revenue
/	/	Unused Unlimited Passes Revenue Excl. Tax
/	/	Purchase Date
/	/	Last Attended Class Date
/	/	Refunded Amount
/	/	Source
/	/	Status
/	/	Aggregator Name
/	/	Service Type
/	/	Is Universal
/	/	Client Date of Birth
/	/	Client City
/	/	Client Postal Code

What's different

Total credits and Deferred credits are now the two halves of one column. Expired Credits reads expired / initial: Deferred credits is the first number, and Total credits — the credits the pass was sold with — is the second.
Appointment passes now show a real figure. ⚠️ This is the big one. The old report showed 0 for Earned from expiration on any pass that had already expired, which in practice meant almost every row. Those passes did release revenue; the old report simply could not see it. Expect this total to go up sharply, often from nothing at all.
Cancelled appointment passes have gone. The old appointment version included them.
Unlimited passes now release revenue too. An unlimited pass that expired without ever being used shows its value under Unused Unlimited Passes Revenue. The old reports had no equivalent, so this is money you were not seeing.

Downloading

The download gives you exactly what you are looking at: your columns, your filters, your date, and the summary view if you are grouped. Available as Excel, CSV or PDF.

Data freshness

On Report pages, data is refreshed on an hourly basis.

Permissions

Access follows your existing Back Office report permissions. Everyone who can see this report sees the whole company; use the Billing Location filter, or group by billing location, to narrow it down to one.

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