Understanding Plan Limits & How to Upgrade
Plans at a glance
Passtastic has three plans. All plans 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 scanners
- Up to 3 team members
- Push notifications to all customers and smart segments
- Geo-notifications
- Birthday campaigns (automated birthday rewards and messages)
- Insights dashboard
- Email support
Multi-Location
For growing brands and small chains.
- 3 locations (add more anytime)
- Up to 9 scanners
- Up to 6 team members
- Up to 2 organizations
- 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)
- Customer data export
- Zapier integration
- Priority support
Groups & Brands
For restaurant groups, franchises, and hotel chains.
- 10+ locations
- Up to 75 scanners
- Up to 51 team members
- Unlimited organizations
- Everything in Multi-Location, plus:
- Dedicated onboarding & setup
- Staff training materials
- Dedicated customer success contact
Automated campaigns and messages
Campaigns send rewards and messages automatically when a condition is met — birthdays, inactivity, calendar dates, visit milestones, and more. Plan coverage:
| Trigger | Single Location | Multi-Location | Groups & Brands |
|---|---|---|---|
| Birthday | ✓ | ✓ | ✓ |
| All other 13 triggers | — | ✓ | ✓ |
On the free plan (trial expired or no plan selected), campaigns are blocked until you pick a paid plan. Triggers that aren't included in your plan show a crown icon — clicking opens the upgrade screen.
See Messages and Campaigns for the full list of triggers and how to set them up.
Add-ons: add extra resources without upgrading
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 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.
How to add
When you reach a limit (e.g., trying to add a 4th scanner on Single Location), Passtastic shows a prompt with two options:
- Add the resource as an add-on — with a quantity picker and price preview
- Upgrade your plan — if you'd benefit from a higher tier
You can also manage add-ons from Account → Subscription & Billing.
Check your current usage
1. Open Account from the sidebar.
2. Go to the Subscription & Billing tab.
Here you can see:
- Your current plan name
- Usage statistics (active customers, locations, scanners)
- Current add-ons and their cost
- Next billing date
- Trial days remaining (if applicable)
How to upgrade your plan
1. Open Account from the sidebar.
2. Go to the Subscription & Billing tab.
3. Click Upgrade Now (or Upgrade Subscription if you're already on a paid plan).
4. Select the plan you want and confirm.
Changes take effect immediately. If you're upgrading mid-cycle, you'll receive a prorated credit for the unused time on your current plan.
What happens when you hit a limit?
When you reach a plan limit, Passtastic shows a prompt instead of blocking you. For example:
- Scanner limit reached → Choose to add an extra scanner as an add-on or upgrade your plan
- Card limit reached → You can upgrade your plan, pause an existing card, or save the new card as a draft
- Location limit reached → Add an extra location (Multi-Location and Groups & Brands) or upgrade your plan
Your existing customers and data are never affected — limits only prevent adding new resources.