Any package that grants sessions dispenses credits, which control how many sessions an athlete can attend during a set period. You can adjust those dispensations by hand for make-up sessions and missed appointments, let Kilo GMS assign available credits to reservations on its own, and turn on rollover so unused credits carry forward instead of expiring. This article covers how credits are dispensed and assigned, how to adjust them, and how rollover works.
What you can do with package credits
Add or deduct credits on an athlete's active or upcoming package
Extend the validity date on a set of credits so athletes have longer to use them
Let Kilo GMS assign available credits to uncredited reservations automatically
Assign or reassign credits to reservations by hand
Turn on rollover so unused credits carry into a new dispensation period
Check an athlete's available credits in the Credits tab
How credits are dispensed and assigned
Credits move in three ways.
Manual dispensation. You can adjust Active and Upcoming packages by adding credits, deducting them, or extending the validity date on a set. A hand symbol marks any dispensation that has been adjusted by hand.
To assign a credit by hand:
Open the athlete's profile and select the Reservations tab.
Find the reservation with the crossed-out circle in the Credited column.
Click the crossed-out circle. The credit is assigned, and the circle changes to a check.
Hovering over a credited reservation's check shows Remove credit. Clicking it takes the credit off that reservation and returns it to the package.
Automatic assignment. When a reservation is uncredited and a valid credit is available, Kilo GMS assigns it nightly, in chronological order, for reservations within the next 30 days.
Manual assignment. You can assign or reassign credits to uncredited reservations at any time from the athlete's profile. This matters most when athletes are booked into recurring appointments or several classes in bulk, when you adjust reservations or class availability, or when credits become available after the reservation was made.
Single class reservations and single appointments are credited immediately when booked, as long as the athlete has an available credit.
Adjust a credit dispensation
Open the athlete's profile.
Click the package name under Active Packages, or open it from the Packages tab.
In the package sidebar, click the arrow below Dispensations to see the breakdown across the validity period. A package with only one set of credits has no arrow.
Click the blue arrow Action button beside the set you want to change, then select Edit.
Update the number of credits, the end date of the validity period, or both.
Save.
A hand symbol appears on the dispensation to show it was edited.
A package granting 2 personal training sessions per week for 4 weeks shows four sets of credits, one per week. A package granting 16 classes in 1 month shows a single set.
What extending validity does and does not do
It does not change the start date or billing dates on upcoming packages. The athlete gets the extended credits in addition to the credits in their upcoming package.
It does not change the package status. The package still becomes Ended on its end date, and the extended credits stay visible in the Credits tab.
It cannot be done on a cancelled package. Cancelling makes credits invalid past the cancellation date.
It cannot be done once rollover credits have been initiated for that dispensation period.
When an athlete is finishing out a package they will not renew, turn off Auto Renew rather than cancelling. Cancelling invalidates their remaining credits; turning off Auto Renew leaves them usable.
Adding credits to a renewal that does not exist yet
Open Manage package and select the renew option. The Packages tab then shows both the Active and Upcoming packages, and you can adjust the upcoming one using the steps above.
Turn on rollover credits
When a dispensation period expires with credits unused, rollover creates a new dispensation for the remainder, starting directly after the original expiration date.
On a new package, set Enable Rollover Credits to On under Advanced Settings in the package builder.
On an existing package, open the package, click Edit Package, and turn rollover on.
Turning rollover on for an existing package deletes and reapplies its upcoming packages, which removes every reservation linked to them. Packages in the Ended, Cancelled, Active, or Hold states are not affected. Upcoming packages where billing events have already occurred, meaning invoices that are Paid, Pending, Refunded, or Refund Pending, are also left alone. Enable rollover at creation time wherever you can.
Two more fields appear once rollover is on:
Expiration sets whether the rolled-over credits expire, and controls the expiration date on the new dispensation.
Credit limit sets how many credits can roll over. Choose Unlimited to carry all unused credits, or enter a number that matches your gym's policy.
Manual adjustment vs. rollover: which should you use?
Manual adjustment | Rollover credits | |
|---|---|---|
How it works | Staff edit a specific dispensation | The system carries unused credits forward |
Scope | One athlete, one dispensation at a time | Every athlete on the package, every cycle |
Best for | Make-up sessions, missed appointments, goodwill credits | A standing policy that unused credits do not expire |
Setup | None, edit as needed | Enabled per package |
Indicator | Hand symbol on the dispensation | Rollover symbol on the carried credits |
Use a manual adjustment for one athlete needing an exception. Use rollover when carrying credits forward is gym policy. The two work together, with one caveat: once rollover has been initiated for a dispensation period, that period can no longer be edited by hand.
Check an athlete's credits
Each athlete's profile has a Credits tab showing credits from active packages plus ended packages that had rollover enabled, covering both standard and rollover credits.
Credits that came from a rollover show the rollover symbol.
Rollover credits with an expiration show it as the end of their validity period. Credits that never expire show None.
The blue arrow Action button edits or deletes any dispensation, from the Credits tab or the package sidebar.
On rollover credits that never expire you can change the credit count, but you cannot add an end date afterward.
Frequently asked questions
How do I give an athlete extra credits for a make-up session?
Edit the dispensation and raise the credit count. Open their profile, click the package, expand Dispensations, click the blue Action button on the relevant set, select Edit, and increase the number. A hand symbol marks the adjustment.
How do I give an athlete more time to use their credits?
Extend the end date on the credit dispensation. The credits stay available past the original period, and nothing changes about the start date or billing dates of any upcoming package.
What happens to unused credits when a dispensation period ends?
They expire, unless rollover is enabled on the package. With rollover on, a new dispensation is created for the remaining credits starting right after the original expiration date, subject to the expiration and credit limit you set.
Can I extend credits on a cancelled package?
No. Cancelling makes credits invalid past the cancellation date. If the athlete is finishing out a package they will not renew, turn off Auto Renew instead so their credits stay usable.
Do rollover credits expire?
That depends on the package's rollover settings. Credits with no expiration show None as their validity end date, and you cannot add an end date later, though you can still change the credit count.
Why did an athlete's reservations disappear after I turned on rollover?
Enabling rollover on an existing package deletes and reapplies upcoming packages, which removes their linked reservations. The exception is upcoming packages with billing events already recorded. Rebook the affected reservations after the package is reapplied.
Why does a reservation show as uncredited when the athlete has credits?
Automatic assignment runs nightly, in chronological order, for reservations within the next 30 days. To assign the credit right away, click the crossed-out circle in the Credited column on the athlete's Reservations tab. If all of the package's credits are already allocated to other reservations, see Troubleshoot Athlete Reservations and Credits.
Where can I see all of an athlete's available credits?
In the Credits tab of their profile. It covers standard and rollover credits from active packages, plus credits from ended packages that had rollover enabled, with each set's validity period.
Helpful tips
Watch for the hand symbol when reviewing a dispensation. It tells you at a glance that someone made a manual edit.
Turn off Auto Renew rather than cancelling when an athlete is winding down a package, so their remaining and rollover credits stay usable.
Enable rollover when you build the package. Turning it on later deletes and reapplies upcoming packages and wipes their reservations.
Set a rollover credit limit that matches your written policy, so the system enforces what you actually promise.
Use the renew option when you need to load credits onto a renewal that has not been generated yet.
If you have questions about package credits in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.