Guide
Packages are prepaid trust — the tracking is what keeps them fair for both sides.
To track session packages and class passes, define each package precisely (sessions included, price, expiry), record the purchase date, deduct one session on each attendance the same day, and tell the client when two or three sessions remain. That low-balance alert is both good service and your renewal moment.
Sessions included, price, validity period, and what happens to unused sessions — decided before you sell the first one. Most package disputes are really definition disputes: the client assumed passes never expire, the coach assumed 90 days.
Client, package type, sessions, amount paid, purchase date. The date matters twice: it starts the validity clock, and it anchors the payment record. A package sold but not logged is a liability you have already spent.
The iron rule of package tracking: one attended session, one deduction, recorded the day it happens. Batch-deducting at week's end is how balances drift — and a drifted balance means either you or the client silently loses sessions.
Telling a client their pass is nearly used up is service, not sales pressure — nobody likes discovering an empty balance at check-in. It is also the natural renewal moment: the conversation happens while sessions are still running, not after a lapse.
Whatever your expiry rule is, apply it the same way for everyone — with reasonable case-by-case grace when life happens, granted explicitly rather than by forgetting. Inconsistent enforcement reads as unfair faster than a strict policy does.
Total unused prepaid sessions across clients is work you owe. A monthly scan shows who is not using their package (churn risk — reach out), and how much delivery obligation you are carrying into next month.
Coach Journal makes the deduction automatic: mark attendance and the session counts against that client's package, so the balance is always current without separate bookkeeping.
Status indicators flag clients who are low on sessions or approaching expiry — the 2-3-remaining conversation surfaces on its own instead of depending on your scan.
Packages, monthly passes, and custom arrangements are all supported per client, and the records export when you want the numbers in a spreadsheet.
Record the package at purchase, deduct one session per attendance on the same day, and check the balance before each renewal conversation. In Coach Journal the deduction happens as part of marking attendance, so the remaining count stays accurate by itself.
Most coaches use a validity period — commonly 2 to 6 months — because open-ended passes create unbounded liability and scheduling chaos. What matters more than the exact rule is stating it at purchase and applying it consistently.
With same-day tracking, you know before the session, not after — which turns it into a friendly renewal moment at check-in. Many coaches allow the session and take the renewal on the spot; the point is choosing it, not discovering it weeks later.
Coach Journal tracks clients, sessions, renewals, and payments so you do not have to. Free to start on iPhone and iPad.