Training Passes & Subscriptions

Contents

• How Training Passes Work in Practice
• Passes vs Individual Bookings
• When to Use Training Passes
• What Is a Training Pass?
• How the System Works (Lifecycle Overview)
• Creating a Training Pass Type
• Creating a Training Pass Option
• Adding Courses and Learning Paths to a Training Pass
• How Passes Affect the LMS and Catalog
• Booking and Registration with Training Passes
• Financial & Booking Considerations
• Assigning a Training Pass to a Contact
• Assigning a Training Pass on a Booking
• Managing Active Passes
• Reassigning Training Passes Between Contacts
• Communication Triggers
• Students Cancelling from LMS Events
• Step-by-Step Articles
• Selling Training Passes Through Opportunities [Beta]
• Review Usage and Troubleshoot Passes/Subscriptions

How Training Passes Work in Practice

A Training Pass gives a learner access to a defined set of training for a limited period of time. While the pass is active, the learner can book included courses without going through a standard payment process.

This creates a different booking experience:

• Standard booking – each registration requires pricing and payment
• Pass-based booking – registration is allowed if the course is included and the pass is active

From an operational perspective, this means the pass acts as a pre-paid or entitlement-based access model rather than a transactional one.

Passes vs Individual Bookings

It is important to distinguish between a Training Pass and a booking.

• A Training Pass defines what a learner is allowed to access
• A Booking represents a learner attending a specific event or course

Even when a pass is used, bookings are still created. The pass does not replace bookings — it changes how those bookings are paid for and validated.

This distinction is important for reporting, attendance tracking, and operational workflows.

When to Use Training Passes

Training Passes are typically used when organizations want to:

• Sell access to multiple courses as a bundle
• Offer time-based access (e.g., monthly or annual)
• Simplify repeat bookings for frequent learners
• Create subscription-style revenue models
• Provide corporate or account-level access to training

They are less appropriate when each booking should be individually priced or approved.

Training Passes and Subscriptions allow you to sell time-bound access to a defined portion of your training catalog. They enable flexible commercial models, recurring revenue opportunities, and simplified learner access to bundled content.

What Is a Training Pass?

A Training Pass grants access to selected catalog items for a defined period of time.

A Subscription follows the same structural model but is typically managed on a recurring or renewable basis.

Both operate using the same core architecture:

• Pass Type – The overall product (e.g., Annual Access, Monthly Unlimited)
• Pass Option – Defines duration (days or months)
• Price – Region, currency or token pricing
• Catalog Inclusion – Defines which courses, events, or learning paths are accessible
• Assignment – Grants access to a specific contact

How the System Works (Lifecycle Overview)

1. Create a Pass Type
2. Create one or more Pass Options (duration + pricing)
3. Add catalog items to the Pass Type
4. Publish the Pass Type
5. Assign the pass to a Contact (manually or via Booking Interest)
6. Learner books included training with “Access Now” (no payment required)
7. Pass may be Renewed, Extended, Cancelled, or Expire

This lifecycle ensures control over access, duration, and pricing while maintaining catalog flexibility.

Creating a Training Pass Type

Training Passes are created and managed in the Control Panel. To begin offering Training Passes to learners, you must first create at least one pass type.

Creating a Training Pass Type

1. Open the Control Panel from the cog icon in the top-right corner of the TMS menu bar.
2. Go to Training Passes under the Financial section, or search for Passes using the Control Panel search field.
3. Open Training Passes to access the Training Pass Types page, where active, draft, and archived pass types are listed.
4. Click Create Training Pass Type.
5. Enter a Name, Code, and optional Description.
6. Click OK to create the pass type and open its details screen.
7. From the details screen, you can create Training Pass Options, add catalog items, and publish or archive the pass type.
8. To publish the Training Pass Type, at least one published Training Pass Option is required.

Creating a Training Pass Option

A Training Pass Option is the specific duration and price combination that gets assigned to a learner, such as monthly or annual access.

Establishing an annual pass option in the Training Pass details screen

1. Open the relevant Training Pass Type.
2. On the details screen, locate the Training Pass Options table and click Create Pass Option.
3. Enter a Name and choose a Period in either days or months.
4. Click OK to create the option.
5. Open the ellipsis menu for the option and select Add Price.
6. Select a Region, choose a pricing method (Training Tokens or Currency), choose the currency if applicable, and enter the amount.
7. Once at least one valid price exists, publish the option from the ellipsis menu.

Pass Options require at least one price before they can be published.

Adding Courses and Learning Paths to a Training Pass

To make a Training Pass useful, you must define which training items from your catalog are included.

Adding content to a Training Pass by filtering the catalog

1. Open the relevant Training Pass Type.
2. In the Training section, click Add Training.
3. Use the search and filters to find the catalog items to include. You can search by text, category, type, or existing pass assignment.
4. Select one or more items using the checkboxes.
5. Click Add Training to include them in the pass.

You can return later to add or remove included items as your catalog or commercial model changes.

How Passes Affect the LMS and Catalog

Once active, Training Passes introduce visible changes to the learner experience:

• Catalog filter by Training Pass
• Green Pass icon – included in a pass assigned to learner
• Yellow Pass icon – included in a pass not assigned
• "Access Now" replaces payment checkout
• Pass visibility in learner Profile

Learners retain access to LMS content while their pass is active, even if the LMS content expiry differs.

Training Pass filter options in the course catalog

Learners can filter the catalog by Training Pass to view only the content included in a given active pass type.

Indication in the catalog that an item is included in a Training Pass

Catalog items included in a pass assigned to the learner display a green Pass icon. Items included in passes not currently assigned display a yellow Pass icon.

The Training Pass display on the profile page in the LMS

Learners can also view active Training Passes from their LMS profile, including assignment and expiry details.

Booking and Registration with Training Passes

Training Passes affect the learner’s booking experience in the catalog. When a learner registers for included training, the booking flow changes.

Changes to registration when a learning item is included in a Training Pass

1. Learner finds a catalog item included in their Training Pass.
2. They open the item page and review its normal course information.
3. Instead of a standard purchase path, they see Access Now in place of the normal registration/payment action.
4. They complete the booking without payment and gain access according to the normal delivery schedule.

Even when a pass is used, a booking is still created.

Note: Point of Sale custom fields are not supported during pass registration. If you rely on additional learner custom fields, the learner must provide or update that information elsewhere, such as in their profile.

Financial & Booking Considerations

• Pass Options require at least one Price before publishing
• Pricing can be Currency or Training Tokens
• Region and Tax apply at setup
• Only one payment method per booking (Pass OR Currency)
• Point of Sale custom fields are not supported during pass registration
• Classroom/Blended Events must start within the validity range of the Training Pass
• LMS Events must be active during the validity range of the Training Pass

Assigning a Training Pass to a Contact

Once a Training Pass Type and its options are ready, you can manually assign a pass to a learner’s contact record.

Adding an annual pass to a specific contact

1. Open the learner’s Contact record.
2. Locate the Training Passes section.
3. Click Add Training Pass.
4. Select the relevant Training Pass Type.
5. Select the relevant Training Pass Option.
6. Review the automatically calculated expiry date, or override it manually if needed.
7. Save the assignment.

The contact then has access to all training included in the pass until the expiry date.

Assigning a Training Pass on a Booking

In addition to manual assignment, Training Passes can be assigned through an Interest on a Booking.

Training Passes as an Interest option on a Booking

Once you select Training Passes as an Interest, a window appears where you specify the Pass Type, Option, Price, Quantity, and Tax level.

Entering details about a Training Pass Interest on a Booking

You can view issued Training Passes in the Training Passes tab of the Account screen. From there, you can also assign and manage the account’s Training Passes.

The selected students are added to the Training Pass interest, and Training Passes are issued to those students when the Opportunity is progressed to Won.

1. Click the Training Pass entry in the Interests section.
2. Click Students.
3. Add learners.
4. Click .

After you have added Training Passes as an interest on a Sales Opportunity, you can add students to that interest.

Add Students to a Training Pass Interest

1. Click and select Training Passes.
2. Select the Training Pass Type and Training Pass Type Option.
3. Enter the total price for the Training Passes being added to the Opportunity’s Account.
4. Enter the quantity of passes to be added.
5. Optional: select the tax.
6. Click .

In the Interest section of the Opportunities screen:

You can add Training Passes as an interest on a Sales Opportunity, just as you would add any other interest such as a Course, Event, or Item.

Important: To use this feature, contact Support or your Account Manager.

Selling Training Passes Through Opportunities [Beta]

Managing Active Passes

From the Contact page, passes can be:

• Renewed – Select new option or expiry (can trigger communications)
• Extended – Manual expiry override
• Cancelled – Immediately revoke access
• Reassigned – From Account-level management

Expiry is calculated from the moment a pass is added to the Account, not from reassignment.

Training Pass management options on the Contact page

The Training Passes table on a Contact record shows status, pass type, start date, expiry date, external IDs, and linked booking details.

Cancelled passes immediately revoke access and cannot be made active again. To restore access, a new pass must be assigned.

Each pass also includes options such as View Assignment History and a direct link to the Training Pass Type details.

Reassigning Training Passes Between Contacts

Training Passes can be reassigned between contacts from the Account page when operationally required.

Managing and reassigning Training Passes on an Account

1. Open the Account associated with the pass.
2. Select the Training Passes tab.
3. Find the relevant pass using filters such as Status, Pass Type, Active Between, or Pass.
4. Open the ellipsis menu and select Edit Assignment.
5. Select the new Contact and save.

Reassigned passes reflect the change in Assignment History.

Note: Training Pass expiry is calculated from when the pass was initially added to the Account, not from the reassignment date.

Communication Triggers

Training Passes integrate with Communication Triggers. You can automate emails based on:

• Issued
• Renewed
• Cancelled
• Expired

Triggers can include offsets (e.g., 30 days before expiration).

Creating a Communication Trigger for Training Pass expiration

This allows you to keep learners informed about pass issuance, renewal, cancellation, and approaching expiry.

Related workflows

• Pass not appearing during booking – verify it is active and covers the catalog item.
• Incorrect expiry – confirm Option duration and manual overrides.
• Learner lost access – check status, especially whether the pass is Expired or Cancelled.

Common Issues

Select View Assignment History to review changes to expiry, renewals, or reassignment.

View Assignment History

• Active – Learner has access.
• Expired – Expiry date passed.
• Cancelled – Access manually revoked.

Review Status

• A learner cannot use an assigned pass during booking.
• A pass appears active but does not grant access.
• A subscription has expired unexpectedly.
• Usage or balance counts appear incorrect.
• A catalog item is not recognized as included in the pass.

Common troubleshooting scenarios include:

Use this section to review Training Pass or Subscription usage, validate access behavior, and troubleshoot common assignment or booking issues.

Review Usage and Troubleshoot Passes/Subscriptions

Students Cancelling from LMS Events

Students can cancel from LMS events that they registered on through their Training Pass.

Note: this flow applies only to LMS Events. Classroom and Blended event cancellation through this route is not supported here.