From walk-in visit to paying member — fully tracked
Sell day passes and guest visits inside Odoo with waiver-backed records, automatic reference numbering and a built-in dashboard that turns casual visitors into memberships.
The problem
Front-desk staff sell day passes and guest visits off the books — cash in hand, a name scribbled on paper. There is no audit trail linking a visitor to a waiver, no reconciliation of casual-visit revenue, and no record of the warmest leads in the building: the walk-ins and member guests who are one good follow-up away from joining.
The solution
Gym Day Passes & Guest Visits gives every casual visit a structured, sequenced record with a Draft-to-Done workflow, a generated liability waiver, and a conversion dashboard that tracks daily visits, revenue and the guest-to-member rate — all inside Odoo, with no separate gym suite required.
Everything a front desk needs
Every capability below is implemented in the module.
Structured Visitor Pass Records
Every day pass or guest visit captures the visitor, pass type, price paid, host and date in dedicated fields — reportable data, not a notes field.
Automatic Reference Numbering
Each pass is sequenced automatically (DAY/YYYY/#####) the moment it is created, so every visit is traceable and audit-ready.
Status Workflow with Full Audit Trail
Passes move through Draft, Confirmed and Done with a logged chatter history of who changed what and when.
Waiver Tracking & Generated Waiver
Record waiver status per visitor and generate a signable waiver document straight from the pass record — closing the liability gap end to end.
Conversion Analytics Dashboard
Built-in graph and pivot views surface daily visitor count, pass revenue and the guest-to-member conversion rate so the data drives decisions.
Membership Linkage & Lifetime Value
Link a pass to a member or referring host and see that person's full visit history, repeat-visit count and lifetime value from their contact record.
Reusable Pass-Type Templates
Configure standard and peak pricing, validity windows and waiver rules once per pass type, then let new passes inherit sensible defaults.
Guided Setup & Bulk Expire Wizards
A first-run wizard walks through pass types, pricing and waiver setup, and a one-click bulk-expire wizard invalidates every overdue pass at once.
Expiry Reminders & Configurable Settings
A scheduled reminder emails visitors before their pass expires, with lead time, peak hours and the default waiver requirement configurable from Settings.
How it works
Sell a Pass
Front desk picks a pass type, confirms the visitor and host, and the price and validity fill in automatically.
Capture the Waiver
Waiver status is recorded on the pass and the liability document is generated for signature before check-in.
Check In & Track
The visit moves from Draft to Confirmed to Done, with every visit logged against the pass type, host and date.
Convert & Follow Up
The dashboard flags repeat visitors and conversion rate so staff can turn warm leads into paying members.
Frequently asked
No sales fog. If your question isn't here, email us and we'll answer it the same way.
No. Gym Day Passes & Guest Visits is fully standalone and only depends on Odoo's base and mail apps, so any gym already running Odoo can install it directly.
Buy it on the Odoo App Store
Purchase, download and install directly from the official Odoo Apps Store — you'll always get the latest supported build.
Gym Day Passes & Guest Visits
Structured day-pass and guest-visit records with waiver tracking, reusable pass types and expiry reminders — plus conversion analytics that link visitors to memberships and lifetime value.
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