NextSessioSelling prepaid packages without a written policy is how punch-card disputes return—just digitally. Clients argue about remaining credits, expired visits, and no-shows you thought were obvious. A clear expiry and credit policy protects your calendar and your revenue.
This guide is implementation-stage content: copy-paste templates for solo barbers, therapists, coaches, and tutors. Pair it with how prepaid packages work and our glossary on session credits.
These templates are operational starting points—not legal advice. Adjust for your jurisdiction and have counsel review if your practice has specific regulatory requirements.
What every package policy should cover
| Topic | Why it matters | Decide and publish |
|---|---|---|
| Expiry | Open-ended packs become liabilities | Valid for X months from purchase |
| Transfer | Gift packs vs personal packs | Non-transferable unless stated |
| Refund | Unused credits disputes | No cash refund / credit-only / pro-rated |
| Freeze | Illness, travel, pause in care | One 30-day freeze per year or none |
| No-show (pack) | Empty chair with prepaid client | Deduct 1 credit, no refund |
| Late cancel | Under 24h notice | Deduct 1 credit or 50% fee |
Expiry windows by vertical (templates)
Align expiry with visit frequency. These defaults match our vertical package guides—adjust for your menu.
- Barbers — 10+1 cut pack: valid 6 months from purchase. Starter 5-pack: valid 4 months. See haircut package pricing.
- Therapists — 8-session bundle: complete within 12 weeks. 12-week program: 12 sessions within 12 weeks. See therapy session packages.
- Fitness coaches — Standard 10+2 pack: valid 4 months. Intro 3-pack: valid 6 weeks. See PT session packages.
- Tutors — 12-lesson semester pack: valid through end of published term. 4-lesson trial: valid 30 days. See tutoring lesson packages.
Credit deduction rules (copy three tiers)
- Standard: Free cancel/reschedule until 24 hours before. Late cancel (under 24h): deduct 1 credit. No-show: deduct 1 credit. Credits expire on the package end date; unused credits forfeit without refund unless you state otherwise.
- Strict: Free cancel until 48 hours before. Late cancel: deduct 1 credit. No-show: deduct 1 credit; second no-show in 90 days may forfeit remaining pack (state clearly). No freeze extensions.
- Lenient: Free cancel until 12 hours before. One waived no-show per calendar year. One 30-day freeze per year on request. Still publish expiry—lenient on misses, firm on end dates.
Client-facing policy text (paste on your booking page)
- "Prepaid packages are non-refundable and non-transferable unless we agree otherwise in writing. Sessions must be booked and completed within the validity period shown at purchase. Unused credits expire on that date."
- "Cancellations with less than 24 hours notice and no-shows will deduct one session credit from your package (or charge your card on file for single appointments)."
- "By purchasing a package you agree to these terms. Remaining credit balance is visible when you book your next visit."
Purchase confirmation email snippet
- Subject: Your [Package name] purchase — [X] credits, valid until [date]
- Body: "Thanks for your purchase. You have [X] session credits valid until [expiry date]. Book your next visit here: [URL]. Reminder: cancellations under 24 hours and no-shows deduct one credit per our policy."
Package credits vs single-session bookings
Pair pack rules with no-show fee guidance for single visits and how prepaid packages reduce no-shows for the behavior case.
| Event | Client on a pack | Single-session client |
|---|---|---|
| On-time cancel (24h+) | Credit returned / slot released | No charge |
| Late cancel (<24h) | Deduct 1 credit | Charge 50% or card on file |
| No-show | Deduct 1 credit | Charge 100% or card on file |
| Expiry passed | Unused credits forfeit per policy | N/A |
Set validity in NextSessio
When you create a package service in your dashboard, set **package validity days** (e.g. 180 days for a six-month barber pack). Purchased credits inherit that window—expired packages cannot be redeemed for booking.
Publish the policy text from this guide on your public booking page and in confirmation emails. Use verification codes at visit check-in so completed sessions match deducted credits.
Configure offers once, enforce consistently. Clients who agreed at purchase rarely dispute deductions they already read.
Common mistakes
- Marketing "never expires" then trying to enforce expiry later—state dates at sale.
- Different rules for phone vs online clients—one policy everywhere.
- No written refund line—defaults to awkward improvisation.
- Transferable by assumption—say non-transferable unless gift packs.
- Tracking credits outside the system while selling online packs—balances drift.