Understanding Plan Limits & How to Upgrade
Which pricing are you on?
Open Settings → Billing & plan → Subscription & Billing and look at your plan:
- Loyalty, bookings + app (with any packs after it): you're on our current pricing. You start with one loyalty program, table bookings and your customers' app, and add packs and extras one at a time. Everything is explained in Packs & add-ons.
- Single Location, Multi-Location or Groups & Brands: you keep your plan, its price and everything in it for as long as you want. Most of this guide describes these plans.
Every plan includes unlimited customers and every card type, and table bookings are included on every plan.
Limits on Loyalty, bookings + app
For each business, Loyalty, bookings + app includes 1 loyalty program, 1 location, 2 scanners and your login. Beyond that you add what you need, one at a time: an extra location (it comes with a scanner), an extra scanner, a person with a login or a loyalty program. When you go past what's included, the price and your new total show before you confirm. Packs are priced per location, so an extra location also adds its share of every pack you have.
During the free trial you can have up to 3 locations, 9 scanners, 5 people with a login, 5 loyalty programs and 1 business. See Your free trial.
Single Location, Multi-Location and Groups & Brands at a glance
New accounts no longer start on these plans, but if you're on one, nothing changes: you keep it at your price. All three include unlimited customers and all card types (stamps, points, tiers, memberships, coupons).
Single Location
For independent cafés, salons, and studios with one store.
- 1 location
- Up to 3 staff scanners
- 2 dashboard users
- Push notifications to all customers and smart segments
- Geo-notifications
- Birthday campaigns (automated birthday rewards and messages)
- Insights dashboard
- Customer data export
- Email support
Multi-Location
For growing brands and small chains.
- 3 locations included (add more anytime)
- Up to 9 staff scanners (3 per location)
- 5 dashboard users
- Everything in Single Location, plus:
- Custom sign-up fields
- Custom segment builder
- Targeted notifications to custom segments
- All 14 campaign triggers (win-back, welcome, milestones, calendar dates, and more)
- Zapier integration
- Priority support
Groups & Brands
For restaurant groups, franchises, and hotel chains.
- 10 locations included (add more anytime)
- Up to 30 staff scanners
- 20 dashboard users
- Everything in Multi-Location, plus:
- Onboarding call
- Staff training materials
- Named contact on chat & email
Custom: we do it with you
For any size of business that wants our team on it. Priced per contract, based on your number of locations (the starting price is shown in your currency on the pricing page).
- Any number of locations, scanners and team members
- Your account manager, on the phone
- Regular strategy meetings: what works, what to change
- Features built for your business
- Rollout support: your issues fixed first
- We build your integrations (POS, e-commerce, CRM)
- We move your members and data over from your current system
- Data work done for you: imports, clean-ups, bulk changes
- Volume pricing, contract and invoicing
- Security review and DPA
To talk about Custom, use Talk to us on the pricing page.
Need a second, separate workspace? On Loyalty, bookings + app, you add a business yourself: see Packs & add-ons. On Single Location, Multi-Location and Groups & Brands it isn't something you can switch on yourself — the dashboard shows Need more than one organization? with a Contact us button. Message us and we'll set it up with you.
For current prices, visit the Pricing page. The numbers above are what the plans include today; your own usage is always shown as "used / included" on Subscription & Billing.
Automated campaigns and messages
Campaigns send rewards and messages automatically when a condition is met — birthdays, inactivity, calendar dates, visit milestones, and more.
On Loyalty, bookings + app, every automatic message, the birthday message included, is part of the Bring customers back pack. Without it, setting up an automatic message opens a window that names the pack and shows its price and your new total. A pack costs its price once for each location of the business.
On the earlier plans:
| Trigger | Single Location | Multi-Location | Groups & Brands |
|---|---|---|---|
| Birthday | ✓ | ✓ | ✓ |
| All other 13 triggers | — | ✓ | ✓ |
On Single Location the automations page is locked with Upgrade to enable automations and an Upgrade plan button that opens the upgrade dialog right there. When picking a goal for a new campaign, recipes and triggers that aren't included in your plan show a 🔒 lock icon — clicking one opens the same prompt.
There is no free tier. If your paid plan has ended, your dashboard is walled off until you restart it — see Upgrade or reactivate your plan.
See Messages and Campaigns for the full list of triggers and how to set them up.
Add-ons: add extra resources without upgrading
This section is for Single Location, Multi-Location and Groups & Brands. On Loyalty, bookings + app, extras are added in Packs & add-ons instead: see Packs & add-ons.
If you need more scanners or locations but don't want to switch plans, you can add them as add-ons. Add-ons are billed monthly on top of your plan.
Extra scanners
Available on all paid plans. Add more staff scanners as your team grows.
Extra locations
Available on Multi-Location and Groups & Brands plans only. Each extra location also includes additional scanners and tracking links.
For current add-on pricing, visit the Pricing page.
When add-ons aren't offered
- During the trial. Add-ons start once your paid plan does. The panel says so and points you at a plan that already includes what you need.
- While a payment has failed. Nothing that charges your card is offered until you've updated it — see Update your payment method.
How to add
When you add a scanner or location beyond what your plan includes, a calm confirmation opens at that moment and shows the exact monthly price (prorated from today) before you confirm:
- Add it as an add-on — confirm the priced add-on and it's added right away
- Upgrade — if your plan has no add-on for that resource (for example, extra locations on Single Location), or you're still on the trial, the confirmation opens the upgrade dialog on a plan big enough for what you asked for
You can also manage add-ons from Settings → Billing & plan → Subscription & Billing.
Check your current usage
1. Open Settings from the sidebar.
2. Under Billing & plan, open Subscription & Billing.
On Single Location, Multi-Location and Groups & Brands you can see:
- Your current plan name, billing cycle and status
- Usage statistics (active customers, locations, scanners)
- Current add-ons and their cost
- Next renewal date
- Trial days remaining (if applicable)
The strip at the top of that page — and in the account menu behind your avatar — sums it up in one line: Single Location · trial ends 3 Oct, with the buttons that apply to you next to it.
On Loyalty, bookings + app, the same page shows Packs & add-ons: your packs, how many locations, scanners, logins and programs you have and use, your total and your next charge date.
How to upgrade your plan
On Loyalty, bookings + app there are no bigger plans to move to: you add only the pack or extra you need. See Packs & add-ons. The steps below are for Single Location, Multi-Location and Groups & Brands.
1. Click Upgrade plan. It's on the plan strip in three places: the account menu behind your avatar (top right), under the Settings title, and at the top of Subscription & Billing.
2. The dialog opens on the next plan up, showing what it includes and both Monthly and Annual prices.
3. Confirm.
On the trial, switching costs nothing today and your trial keeps its original end date. On a paid plan, the dialog works out and shows exactly what's charged today for the rest of your billing period before you press the button.
Want a different plan than the one offered? Compare all plans → in the dialog, or Settings → Billing & plan → Plans for the full grid. Full walkthrough: Upgrade or reactivate your plan.
What happens when you hit a limit?
When you reach a plan limit, Passtastic shows a prompt instead of blocking you.
On Loyalty, bookings + app, adding a location, scanner, person with a login or program beyond what's included opens a window with its price and your new total. A feature that is part of a pack you don't have shows the pack and its price. Only the owner can add them; everyone else sees that the owner can add it. Adding a location also adds its share of every pack the business has; the window shows the full new total.
On Single Location, Multi-Location and Groups & Brands, for example:
- Scanner limit reached → add an extra scanner as an add-on, or upgrade
- Team member limit reached → upgrade to a plan with more dashboard users (there's no team-member add-on)
- Location limit reached → add an extra location (Multi-Location and Groups & Brands) or upgrade
- Card limit reached → Upgrade plan opens the Plans page, or you can Pause an existing card or Save as draft
The scanner, team member and location prompts now open the same upgrade dialog as the button in your account menu, already on a plan that covers what you asked for — you're not dropped on the plans page to work it out yourself.
Your existing customers and data are never affected — limits only prevent adding new resources.