Season pass renewals

Where: Operations → Renewals. Who: cashiers, managers and owners.

After the season rollover, a renewal campaign offers every pass holder of the past season the same spot in the new season, at the new price list. Until the pre-emption deadline the spot is reserved for the holder: nobody can book it, neither at the desk nor online.

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Creating the campaign

1. New campaign (or Offer renewals at the end of the season rollover).
2. Choose the Source season and the New season.
3. Set the Pre-emption deadline: until that day (at 23:59, establishment time) the spot stays reserved. It must be before the new season opens.
4. Optional: Name and Internal notes.
5. Preview: see the proposals with their amount and the Excluded passes with the reason (spot unavailable or deactivated, no price in the new list, already renewed, anonymised customer).
6. Create proposals.

Each proposal creates a held booking in the new season: on the map the spot shows as Held for renewal. No email is sent yet.

A pass that covered the whole season renews for the whole new season; a shorter one keeps the same dates moved by one year.

Sending the proposals

• Bulk actions → Send to those who have not received it: every holder with an email gets the proposal with the personal link.
• Bulk actions → Remind those who have not replied: sends the link again to those who have not answered.
• From the row menu: Send the proposal or Send a reminder to one person.

The Sending column tells whether and how many times the proposal went out; customers without an email are marked no email and are handled at the desk.

Answers

Status	Meaning
Waiting	open proposal, spot reserved
Accepted, to be paid	the customer accepted online and is paying
Renewed	booking confirmed in the new season
Declined	the customer gave up: spot released
Expired	no answer by the deadline: spot released

At the desk

• Accept (at the desk): with Confirm now the renewal is confirmed and the balance is recorded at the cash desk like any booking; without it, it waits for the payment.
• Decline and release: closes the proposal (with an optional Reason) and puts the spot back on sale.

The same actions are available on the selected proposals, together with Extend the deadline and Release now.

Online

The customer opens the link of the email and sees the proposal in the manage area: new and previous price, deadline, choice between deposit and full amount (following the policy), use of the available credit and acceptance of the terms. Renew and pay leads to the online payment; I will not renew releases the spot.

Confirmed only by the payment

An online renewal becomes Renewed only when the payment confirmation arrives from the provider (or the manual driver), never from the browser return. Without online payments the button reads Confirm the renewal and the page explains that the balance is paid at the desk by the deadline: the acceptance stays Accepted, to be paid and you confirm it at the desk when collecting the balance; if the deadline passes without a confirmation, the proposal expires and the spot goes back on sale like an unanswered one, and any credit used goes back to the customer. The email link works only for the latest email received (proposal or reminder).

Deadline and closing

• At the deadline the proposals without an answer become Expired and the spots are bookable again automatically, within a minute.
• Change deadline moves the deadline of the proposals still open (their bookings stay reserved until the new date).
• Close campaign closes all open proposals at once and releases their spots.
• Bulk actions → Release expired pre-emptions forces the release without waiting for the automatic check.

When a customer asks for their data to be erased (GDPR), the decline reason they wrote is wiped with the other free texts.