Punchkeep setup guide

Punchkeep keeps prepaid session credits (class packs, punch cards, session bundles) for your clients. This guide takes about ten minutes.

1. Create a package

Open Punchkeep from the left menu of your CRM, go to Packages and click New package.

• Name and Sessions: for example "10-class pack", 10.
• Expires after days: 90, or 0 for never. The clock starts when the pack is bought.
• People who can use one pack: "Just the buyer", or up to 10 for family and couple packs.
• Use a credit: when the session is booked, or only when the member shows up (checked in at the front desk or marked showed on the calendar).
• Free cancellation up to (hours before): cancelling earlier gives the credit back. Choose what happens on a late cancellation and, for attendance packages, on a no-show.
• Calendars this package covers: all calendars, or only the ones you tick. Bookings on other calendars are ignored.
• Products that sell it: tick the product, or one price of it, that sells this package.

2. Sell it

Sell the product as you do today: a payment link, an order form, a store or an invoice. When the order or invoice is paid, the buyer gets the credits and the "Credits added" trigger runs. To add credits by hand (cash, comps, transfers), open the member (or find the contact under "Add credits to a contact") and use Add a package.

For testing with test-mode payments, turn on Settings > Also add credits for test-mode payments and turn it off again afterwards.

3. Bookings

Each booking on a covered calendar uses one credit from the member's pack that expires first. Cancelling in time gives it back; rebooking uses one again. The ledger on each member's page shows every movement.

When someone books with no credits left, Punchkeep tags the contact ("no credits"), adds a note and starts any workflow using the Booked without credits trigger. Under Settings you can have those bookings cancelled instead.

4. Contact fields

Punchkeep creates three contact fields and keeps them current:

• Credits balance: credits the member can use now (including packs shared with them).
• Credits expire on: the next date credits expire.
• Credits page link: the member's private credits page. Add it to your booking confirmation or welcome email.

5. Workflows

Triggers:

• Credits added: a pack was bought or added. Payload: balance, package name, pack size, expiry, credits page.
• Credits low: the balance dropped to your threshold (Settings, default 1). Fires once on the way down and again only after the balance goes back above it.
• Credits expiring: a pack with credits left expires within your chosen number of days (default 7).
• Booked without credits: a covered booking had no credit to use.

Actions:

• Add credits: pick a package; optionally change the sessions or expiry, or share it with more contact ids.
• Use credits: use a number of credits, with Used and Not enough credits paths.
• Check credits: Has credits and No credits paths for at least N credits, and the balance, next expiry and credits page as values for later steps.

A retried workflow step never adds or uses credits twice.

6. Front desk check-in

On the Front desk tab, click Make a front desk link and open it on a tablet or phone at reception. Type your name, allow the camera and point it at the member's check-in code (on their credits page).

• Green: checked in to their booking. If the package counts attendance, the credit is used now. The booking is marked showed (Settings can turn that off).
• Orange: already checked in, or no booking right now. For walk-ins, tap Check in as walk-in to use one credit.
• Red: no credits left, or the code isn't valid.

Search by name when someone forgets their phone. Undo last reverses a check-in within 15 minutes and returns its credit. Treat the link like a key; make a new one if it gets out.

7. Fixing a balance

On a member's page, admins can add or remove a credit (+1 / -1), change a pack's expiry date, share it with another contact, or remove the pack, each with a note in the ledger.

Disconnect

Settings > Disconnect removes the app from this business account and deletes everything we keep for it. The contact fields stay on your contacts.

Questions: hello@greatwork.company. We reply within one business day.