Setting Up ExpressPass

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ExpressPass Setup[edit | edit source]

Setting up ExpressPass Names Definitions Screenshots

To set up your ExpressPass programs, you will need to navigate to the ExpressPass category in the menu. This is shown as a ID type card labeled "ExpressPass" in the navigation menu. Once you have opened the ExpressPass menu, click on setup to expand the settings categories. Find the "Plan Names section and click on that.

You will be presented with three blank fields. Each field gives you the ability to name your different pass programs. You can choose to give each pass program a custom name by clicking on "Edit" and entering in a new value; don't forget to save any changes you make before proceeding.

Types of Pass Programs

  • Pay as You Go This type of pass will automatically charge the credit card each time the pass is used.
  • PrePaid A customer pays a monthly or yearly fee to obtain your services. This is the most common pass type used for 'Unlimited' wash club/programs.
  • Fleet This allows a customer to use the pass as much as they want, with a bill generated for their use at the end of each month.
ExpressPass Loyalty Settings

Loyalty Settings[edit | edit source]

Setting up ExpressPass Loyalty Definitions Screenshots

To set up your ExpressPass Settings, you will need to navigate to the ExpressPass category in the menu. This is shown as a ID type card labeled "ExpressPass" in the navigation menu. Once you have opened the ExpressPass menu, click on setup to expand the settings categories. Find the "Settings" section and click on that.

This will display the Loyalty Settings box where you can set the behavior of your ExpressPass programs. Here you can turn Offline processing off or on, this controls the behavior of your Pass program if your site loses internet temporarily. the following setting allows you to set the offline duration from 1 hour to a maximum of 72 hours. We recommend 24 hrs at the most to insure smooth operation.

The "Default Max Use Period" controls whether restrictions are applied at the day or month level; or if they are removed completely by offering "Unlimited". The "Default Max uses" allows you to set a number limit to the Max Use period range. In conjunction with the "Default Pass Reuse Inhibit Time" the ability to control how often a pass can be redeemed is always available on a global level.

The last option for configuration is the Receipt mode which can be set to the Kiosk default or forced to print or not print at the kiosk, this can even be set to "ask" to allow your customer to choose.

  • Offline Processing If your site loses internet; do you wish to process passes temporarily.
  • Loyalty Offline Duration The amount of time to process offline transactions from 1 hour to 72 hours.
  • Default Max Use period This sets the term of the pass programs by default, whether this be unlimited, monthly or daily. use this with the max uses value to restrict how often a pass can be redeemed. These limitations can be further modified per each member, in their account settings.
  • Default Max Use The sets the maximum amount of pass activations within the term limit defined in the use period.
  • Default Pass Reuse Inhibit Time Sets a time limit between pass activations, in minutes to further dial down usage behavior.
  • Receipt Mode CHoose how to handle receipts from the kiosk when a pass is scanned.
ExpressPass Loyalty Settings

Loyalty Message Assignments[edit | edit source]

Setting up Messages Important Notes Screenshots

ExpressPass allows you to address your customers by name for a more personalized user experience. The message editor in Hosted Solutions uses special 'tags' that allow the substitution of various pieces of information into welcome messages and receipt messages.

  1. Click 'ExpressPass > Setup > Loyalty Messages'
  2. Under Messages, click 'New' in the right hand corner of the message grid.
  3. Create a name for your message.
  4. In the large text box, create your message.
  5. Click the 'Tags' button the insert customization into the message.
  6. Click Save. You are now ready to assign the message to one of your loyalty types (Prepaid/Daily/Fleet).
  7. Click Edit under Message Assignments.
  8. Select the message you would like to have displayed for each loyalty type.


Messages can be displayed on screen, on the receipt, or on both (only when using HTK or CTK). You may assign a certain message for the screen, and a different one for the receipt if you desire.


Tag Example

  • Thank you for being a loyal [PassProgram] customer [FirstName]! will display as Thank you for being a loyal Ultimate Unlimited Pass customer John!.

Current Supported Message Tags are:

  • [FirstName]
  • [LastName]
  • [FullName]
  • [PassProgram]


Loyalty messages are a great way to make each of your customers feel like they are seen and acknowledged. With the receipt footer messages, your customer will always be reminded of your location when they look at your receipt, and if the message is personal, they are more likely to remember what was there. (E.X. Thanks for stopping out John, we hope you are enjoying your Ultimate Pass Program)

Message Assignment Page

Setting Up an ExpressPass Package (Award)[edit | edit source]

How to create a New Pass Award Definitions Screenshot

An Award is another name for an RFID pass or ExpressPass package. To begin setup of your ExpressPass package, you must create an award for each type of pass and package you would like to sell. For the following example, we will assume we are setting up an unlimited wash plan for the "Ultimate (Touchless)" as illustrated in the screenshot.

  1. Click ExpressPass > Awards
  2. On the far right side of the table, click 'New' in the upper right hand corner of the award grid.
  3. In the pop-up, begin entering the information for your RFID program:
  4. Name: this is the name of your program. In this example, we will use 'Ultimate Touchless Unlimited'.
  5. Description: this is optional.
  6. Loyalty Type: Choose your Pass type.
  7. Award Type: Choose what type of award is issued on a Pass scan.
  8. Billing Cycle: choose from Monthly, Yearly, or none.
  9. SKU: this is not currently used for RFID packages and can be left empty.
  10. Item List: Choose your Item.
  11. Allow Upgrades: when 'Yes' is selected, the kiosk treats the award as a credit. See the definitions for more details.
  12. Auto Select: this setting is only activated when 'Allow Upgrades' is enabled.See the definitions for more details.
  13. Award Locations: if you are a multi-site owner, you have the ability to choose which of your locations the RFID tags can be used at. If you would like the tag to be good at all locations, simply leave all boxes unchecked.
  14. Terminal ID:Leaving this field empty makes the award readable at all kiosks configured with an ExpressPass RFID head.
  15. Click Save. You have now created an award!
  • Name: this is the name of your program. In this example, we will use 'Ultimate Touchless Unlimited'.
  • Description: this is optional, and is only visible to you in Hosted Solutions. It is typically used as a reference point so that you can more easily identify your programs.
  • Loyalty Type: This is where you choose the Pass Type. Choose from :
    • PrepaidPass
    • FleetPass
    • DailyPass
  • Award Type:These are just like the award types for Deals and promo Codes ;
    • Item: this is most frequently used for ExpressPass programs as it will vend a complete service (i.e. the Ultimate (Touchless) item)
    • Transaction Dollar Discount: deducts a predetermined amount of money from any of your items. For example, you could market and sell a 'discount' ExpressPass tag, where a $50 purchase allows you to get $3 off any of your wash packages.
    • Item Dollar Discount: deducts a predetermined amount of money from a specific item. For example, you could sell a ExpressPass tag to customer that gives them $2 off the Ultimate (Touchless) wash every time they use it. The tag will only apply that discount to the Ultimate (Touchless) wash - all other washes are charged at full price.
  • Billing Cycle: choose from Monthly, Yearly, or none.
  • SKU: this is not currently used for RFID packages and can be left empty.
  • Item List: this is where you specify which item you want to assign to the award. In our example, we will select the 'Ultimate (Touchless)' wash. If you do not see anything in the Item List, you have have not set up your Kiosk Items yet.
  • Allow Upgrades: when 'Yes' is selected, the kiosk treats the award as a credit. It lets the user purchase buy-ups, upgrades, or select a different wash package. Any difference in price must be paid for with cash or credit card at the time of the transaction.
    • Kiosk Default: will follow the setting established in the kiosk.
    • Yes: will enable this feature.
    • No: will disable this feature.
  • Auto Select: this setting is only activated when 'Allow Upgrades' is enabled. When Auto Select is set to 'Yes', the kiosk automatically selects the wash defined in the award.
    • For example, if a user had a 'Basic (Touchless)' subscription, they would be taken directly to the 'Basic (Touchless)' checkout page where they would be presented with any buy-ups (HTK/CTK/CM only). Even if this setting is activated, a user still has the option to go back and select another wash package if they desire.
  • Award Locations: if you are a multi-site owner, you have the ability to choose which of your locations the RFID tags can be used at. If you would like the tag to be good at all locations, simply leave all boxes unchecked.
  • Terminal ID: if you have multiple kiosks, you can determine which ones the tags can be read at. Leaving this field empty makes the award readable at all kiosks configured with an ExpressPass read head.
Message Assignment Page

Create a new account[edit | edit source]

Creating a New Account Definitions Screenshot

Once you have completed the initial set-up of your RFID program, you can now start selling it to your customers.To create a new user account in Hosted Solutions, follow these steps:

  1. Click ExpressPass > New Account
  2. Select a Loyalty Type from either PrepaidPass, DailyPass, or FleetPass
  3. Select the package the customer would like to buy (for example, the Ultimate (Touchless) Pass)
  4. The next page allows you to define customer information and how their membership is structured. This page varies slightly depending on the Loyalty Type you select, but most fields are consistent. In this example we will assume setup of a Prepaid pass.
  5. Required fields will be highlighted in red. This information is the bare minimum to create a user account.
  6. Once the required information is entered you can use the definition list to the right to choose what the remaining values should be.
  7. Click Save to create the new customer account, once you have the member setup as desired.


  • On the following pop-up, you can specify billing preferences, as well as add more members and tags to the account or edit a member of the account.


  • Media Type: this is currently set to RFID and cannot be changed.
  • Tag Type: by default, this will be set to 'Hamilton'. However, our system also has the ability to read XpresWash tags. This is beneficial if you are converting a site from the XpresWash system to Hamilton's ExpressPass system, or if you have one site with an XpresWash system, and another with an ExpressPass system (your customer could use one tag at either location).


  • Media ID: enter the number that appears under the barcode on the tag.
  • Media Status:
    • Active: the tag will be operate normally based on the Loyalty Award associated with the member.
    • Inactive: the tag will not be processed. This can be selected at any time, for example if a customer's credit card is declined for a monthly payment, or if a customer wants to deactivate their subscription indefinitely.
Note: The tag will only be processed if both the Loyalty Account and the Loyalty Member are both set to Active as well.
  • Customer Information: here you can enter First Name, Last Name, Address, City, State/Province, Zip/Postal Code, Country, Email, and Phone. Required fields in this section are First Name, Last Name, and Email (all other fields are optional).
  • Member Status:
    • Active: the members tag will be usable and will be included on the billing statement.
    • Inactive: the members tag will NOT be usable and will NOT be included on the billing statement.
  • Loyalty Type: confirm the loyalty type the customer wants
    • Prepaid: the account is billed at the beginning of the billing period.
    • Pay As You Go: the card on file is charged each time the pass is used.
    • Fleet Pass: the account is billed at the end of the billing period based on the number of times the pass was used.
  • Award: specify what Award Type the customer requires (for example, the Ultimate Unlimited Pass).
  • Monthly/Yearly Price: this shows the price of the Loyalty Award selected above. If the award's billing cycle is set to Monthly, it will show the monthly price of that award. If the the award's billing cycle is set to Yearly, it will show the yearly price of the award.
  • Use Custom Price: this allows you to set a custom price for the award. For example, you may want to offer a long-term customer the Ultimate Unlimited Pass for $34.99 a month instead of $39.99.
  • Custom Price: set your desired custom price (Use Custom Price must be selected above)
  • Max Use Period: this lets you define how frequently a tag can be used.
    • Account Default: the Loyalty Account's setting is used. This value is only valid for Loyalty Members.
    • Loyalty Default: the default value configured under Loyalty Settings is used. This value is only valid for Loyalty Accounts.
    • Unlimited: the pass is not limited and may be used as often as liked.
    • Day: the pass is limited to a certain number of uses per day (the field Pass Max Uses appears below when you select this option: this is where you specify the number of uses per day).
    • Month: the pass is limited to a certain number of uses per month (the field Pass Max Uses appears below when you select this option: this is where you specify the number of uses per month).
  • Use Default Pass Reuse Time: when checked, the default value configured under Loyalty Settings is used for Pass Reuse Inhibit Time. When unchecked, a custom value for the current member may be set in Pass Reuse Inhibit Time below.
  • Allow Upgrades: this provides the same functionality as the option in Setting Up An RFID Package, but can be tailored for individual users or accounts. When 'Yes' is selected, the kiosk treats the award as a credit. It lets the user purchase buy-ups, upgrades, or select a different wash package. Any difference in price must be paid for with cash or credit card at the time of the transaction.
    • Kiosk Default: will follow the setting established in the kiosk.
    • Account Default: the Loyalty Accounts setting is used.
    • Yes: will enable this feature.
    • No: will disable this feature
  • Auto Select: this setting is only activated when 'Allow Upgrades' is enabled. When Auto Select is set to 'Yes', the kiosk automatically selects the wash defined in the award. For example, if a user had a 'Basic Wash' subscription, they would be taken directly to the 'Basic Wash' checkout page where they would be presented with any buy-ups (HTK/CTK only). Even if this setting is activated, a user still has the option to go back and select another wash package if they desire.
  • Receipt Mode: this tells the kiosk whether or not to present a receipt for the current loyalty transaction.
    • Account Default: the Loyalty Account's setting is used. This value is only valid for Loyalty Members.
    • Loyalty Default: the default value configured under Loyalty Settings is used. This value is only valid for Loyalty Accounts.
    • Kiosk Default: the kiosks' settings determines whether or not a receipt is presented.
    • Ask: the customer is asked if they would like a receipt.
    • Always: a receipt is always presented.
    • Never: a receipt is never presented.
  • Recurring Billing
    • Automatic: Hosted Solutions will automatically bill your customer's credit card
    • Manual: Hosted Solutions only generates an invoice. You are then responsible for submitting it to the customer for payment.
Loyalty Selection Screen

Creating a Primary Member

Manage Existing Members[edit | edit source]

Managing Existing Members Definitions Screenshot

To manage or check on current memberships to your ExpressPass offerings; click on ExpressPass > Existing Account. This will display the user grid for ExpressPass. At the top you will see 4 colored banners highlighting the current Active accounts in green, the amount of members currently in Credit hold are displayed in the red banner, while any member currently in End Billing Pending will be in the yellow banner. To get a count of your total accounts, look at the dark blue banner which will display the account totals combined.

Clicking on any of these banners will quickly filter out just those categories in the user grid beneath the banners. Information in the grid can also be searched by :

  • Account Name
  • Phone Number
  • Account Status
  • Recurring Billing
  • Billing Cycle
  • Last Billing Attempt
  • Last Invoice


The Grid displays the primary account name, a listed phone number, The member count inside each primary account, the status of the account, Recurring Billing status, the billing cycle, the billing day, The last billing date, and the last invoice date. An export button is provided to quickly export the list to a CSV file for further editing or management. As mentioned above there is a process to create a new member, but in case you missed that form, there is a Create New Account button on the user grid as well for quick account entry.


  • Account name This is the name of the primary account for the ExpressPass membership
  • Phone number The contact number provided by the primary user upon account creation.
  • Members (Active) displays the member count for the ExpressPass membership and in "()" displays the number of Active members within the account.
  • Status Whether this account is currently Active or within Credit Hold, End Billing pending or completely Inactive.
  • Recurring Billing Whether the primary account is set up for Manual or Automatic Recurring billing.
  • Billing Cycle This will let you know what the billing cycle for the account is. E.X. Monthly or Yearly
  • Billing Day Displays the day of the month that a bill is issued for the primary account.
  • Last Billing Attempt This displays the last date that a bill was issued to the primary account holder.
  • Last invoice This is the date that the last invoice was issued for the account.


Creating a Primary Member

Media Lookup[edit | edit source]

Looking Up Media Definitions Screenshot
  • Need to find what account or member holds a specific tag ?
  • Do you have just the tag number ?
  1. Navigate to the ExpressPass > Media Lookup to load the media grid.
  2. Search by Tag number, Media type (RFID or LicensePlate), and status (active/Inactive).
  3. to the far right of the media tag you locate, you may access the primary member of the account or the Account settings themselves.
  4. Click on Member or Account depending on what information you are trying to locate.


The bottom of this grid will show you how many pages the information is spread across as well as allow quick access to any of the other pages.


  • Media ID this is the Tag number located underneath the barcode of the RFID tag. Typically you can search by the last 5 digits of the tag.
  • Type refers to the Media type used to identify members, This could be an RFID tag or a LicensePlate.
  • Status The last known status of an account whether it is active or currently inactive
  • Member Takes you to the member settings and contact info for this account as well as any other Media on file for the user.
  • Account Takes you to the overall account settings, contact information, the card on file details as well as a list of members.


media Lookup grid