Every credit-based package in Kilo GMS dispenses credits that control how many sessions an athlete can attend during a set period of time. Kilo GMS gives you several ways to manage those credits: you can manually adjust dispensations for make-up sessions and missed appointments, let the system assign available credits to reservations automatically, and enable Rollover Credits so unused credits carry forward instead of expiring. This article covers how credits are dispensed and assigned, how to adjust them manually, and how to set up and manage rollover.
What You Can Do with Package Credits
Add or deduct credits on an athlete's active or upcoming package
Extend the validity date of a set of credits so athletes have more time to use them
Let Kilo GMS automatically assign available credits to uncredited reservations
Manually assign or reassign credits to reservations from the athlete's profile
Enable Rollover Credits so unused credits carry into a new dispensation period
Check an athlete's available credits at a glance in the Credits tab
How Credits Are Dispensed and Assigned
Kilo GMS manages credits in three ways:
Manual credit dispensation. You can make manual adjustments on Active and Upcoming packages by adding or deducting credits, or by extending the validity date of a set of credits. A hand symbol appears on any dispensation that has been manually adjusted.
Automatic credit assignment. If a reservation is uncredited but a valid credit is available, Kilo GMS automatically assigns that credit nightly, in chronological order, for any reservations within the next 30 days.
Manual credit assignment. You can manually assign or reassign credits to uncredited reservations at any time, right from the athlete's profile. This is especially useful when members are booked for recurring appointments or multiple classes in bulk, when you adjust reservations or class availability, or when credits become available after the reservation was originally made.
Single class reservations and single appointments are credited immediately when booked.
How to Manually Adjust Credit Dispensations
Open the athlete's profile.
Click the package name under Active Packages, or select the Packages tab and click the package from there.
When the package sidebar opens on the right, click the arrow below Dispensations to see the credit dispensation breakdown for the package's validity period. If the package has only one set of credits, there is no drop-down arrow.
Find the set of credits you want to change and click the blue arrow Action button to its right, then select Edit.
In the pop-up, update either or both of the following:
Number of credits available for that period, which controls how many sessions the athlete can register or be registered for on the Schedule during that time
End date of the validity period, which makes the credits available to the athlete for a longer period of time
Save your changes. A hand symbol appears on the dispensation to indicate an edit occurred.
Example: A package that allows 2 personal training sessions per week for 4 weeks shows four sets of credits, one per week. A package with a single dispensation, such as 16 classes in 1 month, shows only one set.
Important notes about extending credit validity
Extending the validity date of credits does not change the start date or billing dates of Upcoming packages. The athlete has access to the extended credits in addition to the credits in their upcoming package.
Extending credit validity does not change the package status. The package still becomes Ended on its end date, but the credits remain available and can be viewed in the Credits tab of the athlete's profile.
Credit validity cannot be extended for packages that have been Cancelled. Canceling a package makes its credits invalid past the cancellation date. To keep credits available on a package the athlete will no longer use, turn off Auto Renew instead of canceling.
You cannot edit a dispensation period once rollover credits have been initiated for it.
Adding credits to a package the system hasn't generated yet
If you need to add credits to an upcoming package that doesn't exist yet, open the Action menu for the package and select Renew Now. The Packages tab will then show both the Active and Upcoming packages, and you can follow the steps above to add credits to the upcoming one.
How to Enable Rollover Credits
Rollover Credits let unused credits carry forward. When a credit dispensation expires with unused credits, Kilo GMS creates a new dispensation for the remaining credits, starting directly after the original dispensation's expiration date.
For a new package
In the package builder, click the Rollover Settings drop-down.
Change the field from Off to On.
For an existing package
In the package list, click the blue Action button and select View.
When the package information opens, select Edit Package.
Select Enable under Rollover Settings.
Warning: enabling rollover on an existing package affects upcoming packages. The change does not modify packages attached to athletes in the Ended, Cancelled, Active, or Hold states; it applies to Upcoming packages, renewals, and new packages. Upcoming packages are deleted and reapplied to reflect the new rollover settings, which removes all reservations linked to those upcoming packages. The exception is upcoming packages where billing events have already occurred, meaning invoices from the package are Paid, Pending, Refunded, or Refund Pending; those are not deleted and reapplied.
Rollover settings
Once Rollover Settings are turned on, two additional fields appear:
Expiration. Choose whether the rollover credits expire. This controls the expiration date of the new credit dispensation.
Credit limit. Choose how many credits are allowed to roll over. Select Unlimited to roll over all unused credits, or enter a specific number per your gym's policies.
Manual Adjustment vs. Rollover Credits: Which Should You Use?
| Manual Credit Adjustment | Rollover Credits | |
|---|---|---|
| How it works | Staff edits a specific dispensation | System carries unused credits forward automatically |
| Scope | One athlete, one dispensation at a time | Every athlete on the package, every cycle |
| Best for | One-off situations: make-up sessions, missed appointments, goodwill credits | A standing gym policy that unused credits don't expire |
| Setup | None; edit as needed | Enabled per package in Rollover Settings |
| Indicator | Hand symbol on edited dispensations | Rollover symbol on carried-over credits |
Use a manual adjustment when a single athlete needs a correction or exception. Use Rollover Credits when you want unused credits to carry forward automatically as gym policy. The two work together, with one caveat: once rollover credits have been initiated for a dispensation period, that period can no longer be manually edited.
Checking an Athlete's Credits
Each athlete's profile includes a Credits tab where you can check available credits quickly. The list shows credits from Active packages plus Ended packages that had rollover enabled, covering both standard and rollover credits.
Credits that resulted from a rollover display the rollover symbol.
If rollover credits have an expiration date, it appears as the end of the credits' validity period. If they never expire, you'll see None.
Use the blue arrow Action button to edit or delete any credit dispensation.
For rollover credits that never expire, you can edit the number of credits available, but you cannot add an end date.
The Action button for editing credits is available in the Credits tab as well as in the package sidebar.
Frequently Asked Questions
How do I give an athlete extra credits for a make-up session?
Edit the dispensation on their package and increase the number of credits. Open the athlete's profile, click the package, expand Dispensations, click the blue Action button on the relevant set of credits, select Edit, and raise the credit count. A hand symbol marks the adjustment.
How do I give an athlete more time to use their credits?
Extend the end date of the credit dispensation. In the Edit pop-up for that set of credits, update the end date field. The credits stay available past the original period without changing the start date or billing dates of any upcoming package.
What happens to unused credits when a dispensation period ends?
Unused credits expire unless Rollover Credits are enabled on the package. With rollover on, Kilo GMS creates a new dispensation 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 canceled package?
No. Credit validity cannot be extended on Cancelled packages. Canceling makes credits invalid past the cancellation date. If the athlete is finishing out a package they won't renew, turn off Auto Renew instead of canceling so their credits remain usable.
Do rollover credits expire?
That depends on the package's Rollover Settings. You choose whether rollover credits expire when you enable the feature. Credits with no expiration show "None" as their validity end date, and you cannot add an end date to them later, though you can still edit the credit count.
Why did an athlete's reservations disappear after I enabled rollover on their package?
Enabling rollover on an existing package deletes and reapplies Upcoming packages, which removes their linked reservations. This happens unless billing events (Paid, Pending, Refunded, or Refund Pending invoices) have already occurred on the upcoming package. Rebook the affected reservations after the package is reapplied.
Why does a reservation show as uncredited when the athlete has credits available?
Kilo GMS assigns available credits to uncredited reservations automatically each night, in chronological order, for reservations within the next 30 days. If you don't want to wait, you can manually assign the credit right away from the athlete's profile.
Where can I see all of an athlete's available credits?
In the Credits tab of the athlete's profile. It shows standard and rollover credits from Active packages, plus credits from Ended packages that had rollover enabled, along with each set's validity period.
Helpful Tips
Check the hand symbol when reviewing a dispensation; it tells you at a glance that a manual edit was made
Turn off Auto Renew instead of canceling when an athlete is finishing a package, so their remaining and rollover credits stay usable
Enable rollover on new packages at creation time when possible; enabling it later on existing packages deletes and reapplies upcoming packages, removing their reservations
Set a rollover credit limit that matches your gym's written policy so the system enforces it consistently
Use Renew Now when you need to load credits onto a renewal the system hasn't generated yet
When This Feature Is Most Helpful
An athlete misses sessions due to illness or travel: add make-up credits or extend the validity period on their current dispensation
Your gym's policy is that credits never expire: enable Rollover Credits with no expiration so the system handles carryover automatically
An athlete pre-books recurring appointments: automatic nightly assignment picks up available credits, or you can assign them manually right away
An athlete is winding down a punch-card style package: turn off Auto Renew and let them use their remaining and rollover credits at their own pace
You're answering a billing or attendance question: the Credits tab and dispensation history show exactly which credits were dispensed, edited, and used
If you have questions about package credits in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.