Overview
Guest Passes are one of the easiest ways for members to bring friends in and one of the best sources of new leads for your business. This article shows you how to use the Guest Pass Report to see every pass that's been shared, whether it's been used, and whether that guest has gone on to buy a membership or already used an intro offer. With this in hand, your team can follow up with guests like the leads they are, instead of losing track of them.
Prerequisites
- Access to the Hapana dashboard with permission to view Reports.
- At least one Guest Pass must have been shared, otherwise there's nothing to report on yet.
- Learn how the Guest Pass feature works in our Set Up and Use Membership Guest Passes guide.
Step 1: Open the Guest Pass Report
- Log in to your Hapana dashboard.
- Click the Reports tab.
- Select Marketing from the Report Categories list on the left.
- Select Guest Pass Report from the report list.
Step 2: Read the Report
Each row shows one shared Guest Pass, with the details you need to follow up:
- Sharing Member : the member who shared the pass.
- Recipient : the guest who received it, plus their Recipient Email and Recipient Phone.
- Date Shared: when the pass was sent.
- Expiry Date : when the pass runs out.
- Status: shows as Pending, Accepted, Expired, or Used.
- Used Date/Time: when the guest actually came in and used it (blank if they haven't yet).
- Session Type and Event Name: what the pass was used for, e.g. a general check-in or a specific class.
- Had Intro Offer Before? : shows Yes or No if the guest has already used an intro offer with you.
- Purchased After Guest Pass?: shows Yes or No if the guest has purchased a package or membership after using guest pass.
Tip: “Had Intro Offer Before?” only shows when Hapana can already tell from the guest's existing profile. If it's not showing, it just means that there is not enough information yet, not that the answer is No.
Step 3: Filter the Report
- Click Filters above the report.
- Narrow the results by Date Used, Status, Sharing Member, or Recipient.
- Click green Filter icon to apply and update the report.
Tip: Filter by Status: Pending to see every guest who hasn't used their pass yet. This is a great starting list for a quick follow-up call or text.
Step 4: Customise the report
- Click Edit report settings to:
- Add custom fields
- Adjust visible columns
- Click Refresh Report button to apply
Step 5: Export the Report
- Click Download report icon to export if you want to share or analyse it further.
- Choose CSV or XLSX.
- Save the file to share with your team or load into your own spreadsheet.
Expected Outcome
You'll have a full, filterable list of every Guest Pass your business has shared. This will display who shared it, who received it, whether it's been used, and whether that guest has already bought a membership or used an intro offer. You can export it any time to share with your team or track follow-ups outside of Hapana.
FAQ
Q. What if a recipient's email or phone is blank?
A. It means that contact detail wasn't captured when the pass was shared. Check with the sharing member, or follow up with the guest in person on their next visit.
Q. Will the report tell me if a guest bought a membership after their visit?
A. Yes, the report flags whether the recipient purchased after receiving or using their Guest Pass, based on their existing purchase history.