Membership and multi-visit pass calculator

The formula

effective price per visit, as sold   = pass price / visits included
effective price per visit, as used   = pass price / expected visits used
discount against single visits       = 1 - (effective price per visit, as sold / single-visit price)
unused visits                        = visits included - expected visits used
breakage value                       = unused visits x effective price per visit, as sold
cost to serve the visits used        = expected visits used x cost to serve one visit
margin per pass                      = pass price - cost to serve the visits used
margin if every visit is used        = pass price - (visits included x cost to serve one visit)
same visits at the single price      = expected visits used x single-visit price
saving really given                  = same visits at the single price - pass price
break-even visits                    = pass price / cost to serve one visit   (rounded down; timed membership only)

timed membership (visits included left blank): the as-sold, unused, breakage and every-visit margin lines are skipped, and break-even visits is shown

Your numbers

Currency labelUsed to label the results and nothing more; any code or symbol works.

Single-visit priceYour list price for one child, one session, bought at the desk without a pass. Keep it on the same VAT basis as the cost below.

Pass or membership priceWhat the family pays up front for the whole bundle, or for the whole window of a timed membership.

Visits includedFor a visit bundle, the visits printed on it. For a timed membership with no visit count, leave this blank.

Expected visits usedHow many of those visits a typical family takes before the pass expires, read from passes that have already run out. For a membership, the visits you expect a member to make in the window.

Cost to serve one visitWhat one punched visit makes you spend: wristband, cleaning, consumables, anything that rises with each child. Staff rostered anyway are a fixed cost and stay out.

Calculate Use illustrative defaults Clear

Fill in your figures and press Calculate. Everything stays inside this browser tab: no account, no network call, and the page stores nothing you type.

What is a prepaid pass worth once the visits are taken?

A multi-visit pass or a membership is a discount paid for in advance: money today, visits over the weeks that follow. The harder questions are how much of that discount reaches the visits families actually take, what those visits cost to serve, and how many visits a family can make before the pass has cost more than it earned. The lines below answer them and price the same visits singly for comparison.

Where do these five numbers come from?

• Single-visit price: one child, one session, no pass, on the same VAT basis as the cost figure.
• Pass or membership price: what the family pays up front for the whole bundle or the whole window.
• Visits included: the number printed on a visit bundle. For a timed membership leave it empty and the page switches to membership arithmetic.
• Expected visits used: of the visits sold on passes that have now expired, how many were punched? The pass utilisation KPI is that ratio; multiply it by the visits included. For a membership, a typical member's visits in the window, then your keenest member's.
• Cost to serve one visit: wristband, cleaning and consumables for one extra punched visit, or your cost per child-hour from the session pricing guide times the play time a pass visit gives.

How do breakage and the discount pull against each other?

Breakage is the trade's word for visits paid for and never taken. Each unused visit raises what you were really paid for every visit delivered, so the page shows two effective prices: as sold, over every visit on the pass, and as used, over the visits you expect to be punched. The first is what the family sees; the second is what each delivered visit earned.

Take a single price of 60, a ten-visit pass at 450, eight visits expected to be used and 12 to serve each. As sold, the pass is 45 a visit, a quarter off. As used, it is 56.25, because two visits worth 90 at the as-sold price go unused. Serving eight visits costs 96, leaving a margin of 354, or 330 if all ten are used. Paid singly, eight visits would have brought in 480, so the saving really given was 30, not the advertised 150. At 12 a visit the pass would take 37 visits to cost more than it earned, which a ten-visit bundle can never reach; that ceiling only bites on a timed membership, where nothing caps the visits.

Price on the as-sold line, not the as-used one: breakage is a forecast about other people's habits, and a pass that only works when families forget to use it stops working the month they remember.

When does a membership stop paying for itself?

A timed membership counts days rather than visits, so breakage never arrives and a single ceiling does all the work: break-even visits, the price divided by the cost to serve one visit, rounded down. Past that line, the visits taken have cost more to serve than the member paid. Enter your keenest member's visits, and if that sits near the ceiling the membership needs a higher price, a shorter window or a limit to off-peak hours. The calculator cannot see your Saturday afternoon: a member in a peak place displaces a family paying the single price, and that lost sale is in none of the lines above.

Why is the pass price not income yet?

The margin line is arithmetic on a promise. When a family buys ten visits at once the cash is in the drawer but the visits are still owed, and until each one is punched, or the pass expires, an accountant records the money as deferred revenue rather than as a sale. It becomes income visit by visit; a refund reverses whatever is unused. Keep the cash for the visits still owed; the staff and cleaning behind them are paid later. The passes and memberships guide covers the bookkeeping, while the revenue per visitor calculator shows what counting passes at the sale does to a month.

Where the two hard numbers come from

Visits sold and visits taken are the inputs everything above turns on, and both are countable rather than guessable. A pass in PlayAreaOS sits on the family's own record and is punched off it at the counter, visit by visit, and a renewals report puts the passes renewed beside the ones that lapsed, month by month. The money still owed in unpunched visits has its own figure, so you know what the drawer is holding on behalf of visits nobody has taken yet. The passes and memberships page shows the desk side; the glossary entry has the short definition.