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Operational Usage Roadmap

Passinstance usage roadmap

A simple workflow to create, test, validate, and distribute digital wallet passes — from your first template to your first campaign.

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12
Roadmap steps
4
Pass mechanics
Apple WalletGoogle Wallet
Dual Wallet
Wallet platforms

Operational Objective

Set up a reliable workflow to create, test, validate, and distribute digital passes with Passinstance. Follow these steps before sending passes to real customers.

Supported Pass Mechanics
Stamp PassDaily validationPoints & tiersStored value
Quick Links:Pass mechanicsAPI documentationContact supportResources
1
Step 1

Create the template

The simplest way to use Passinstance is to start by creating a template. The template is the main model used to generate passes.

It should contain the pass design, visible Wallet fields, customer attributes, business mechanic, validation rules, and the information required for distribution.

Pass design (logo, colors, images)
Visible fields in Apple Wallet and Google Wallet
Customer attributes for personalization
Business mechanic (stamp, loyalty, stored value, etc.)
Validation rules for in-store scanning
Data needed to send download links
2
Step 2

Assign a mechanic to the template

After creating the template, assign one mechanic based on your business need. Each template supports a single mechanic.

Open the template in the dashboard, go to the Mechanic section, and choose the rule set that matches your program.

Mechanic

Stamp Pass

Loyalty based on stamps. Each qualifying purchase or scan adds one stamp until the reward threshold is reached.

Example: 1 purchase = 1 stamp.
Topic hubUse case
Mechanic

Daily validation

Limits successful validation to once per calendar day. A second scan the same day is rejected.

Example: one benefit redemption per day.
Topic hubUse case
Mechanic

Points & tiers

Standard loyalty with points, tiers, status levels, and tier-based benefits.

Example: Bronze, Silver, Gold with automatic tier artwork updates.
Topic hubUse case
Mechanic

Stored value

Prepaid balance on the pass. Staff deducts value at scan; the balance updates live in the Wallet.

Example: gift card balance consumed progressively.
Topic hubUse case
3
Step 3

Add the required attributes

Before saving and publishing, add the customer attributes your program needs. These fields personalize passes and power distribution campaigns.

Email and phone number are especially important — they are used to send pass download links to customers.

First name
Last name
Email
Phone number
Customer ID
Number of stamps
Balance
Loyalty status
Expiration date
QR code or validation ID
4
Step 4

Save and publish the template

Once the template is configured, save it in the Template Editor, then publish from the template Overview.

After publishing, the template can be used to create passes. Always review the checklist below before going live.

Pre-publish checklist

7 checks
Design and images
Labels and copy
Dynamic fields
Customer attributes
Assigned mechanic
Validation rules
Distribution data (email / phone)
5
Step 5

Create a pass from the template

After publishing, create a first pass from the template. Use this pass for testing before any distribution.

Confirm generation, displayed data, QR code presence, Wallet installation, and mechanic behavior.

Wallet test checklist

5 checks
Pass generates without errors
Customer data displays correctly
QR code is present
Pass adds to Apple Wallet or Google Wallet
Mechanic behaves as configured
6
Step 6

Test the pass in the Wallet

When a pass is created, a QR code or download link is shown. Scan the code or open the link, then add the pass to Apple Wallet or Google Wallet.

Verify the card appears correctly and that all configured fields and mechanics display as expected.

Apple WalletApple Wallet (.pkpass)
Google WalletGoogle Wallet (JWT)
7
Step 7

Validate passes with the Scanner app

Use the Passinstance Scanner app to scan pass QR codes and validate usage in real conditions.

The Scanner app is being rolled out. For urgent testing, contact our support team — we can provide a temporary APK for test environments only.

This step checks QR scanning, daily validation, stamp updates, loyalty control, stored-value deductions, and pass status.

Need the Scanner app for testing?

Passinstance ScannerContact our team
8
Step 8

Validate the business workflow

Before distribution, walk through the full business workflow end to end. Complete this validation before any campaign.

Include template or pass updates in your test — confirm customer data stays consistent after changes.

Workflow validation checklist

10 checks
Correct display in the Wallet
Functional QR code
Validation through scan
Daily validation rule (if used)
Stamp add or deduct behavior
Points & tiers behavior
Stored value deductions
Pass updates after changes
Customer data consistency
Behavior after template or pass edits
9
Step 9

Create multiple passes with Import passes

Before large campaigns, create passes in volume with Import passes (CSV bulk import) from a published template.

You can optionally send pass download links by email or SMS immediately after import.

Import passes prerequisites

5 checks
Published template
Correctly configured attributes
Customer data file or data source
Email or phone number available
Correct mapping between data and template fields
10
Step 10

Create distribution campaigns

After passes exist, launch distribution. Options include Send pass download links from the template Distribution tab, or Sendouts in the Delivery Center for campaign-scale email and SMS.

Pass Flows and pass download pages are additional paths for customer self-registration and direct download. Without email or phone on the template, automatic delivery may be blocked or incomplete.

Send pass download links — template Distribution tab
Sendouts — Delivery Center campaigns
Pass Flows — form-to-wallet onboarding
Pass download pages — direct download Pass Flows
11
Step 11

Recommended workflow

Follow this order for a safe rollout from configuration to distribution.

1
Create the template
2
Add design and fields
3
Assign a mechanic
4
Add customer attributes (email or phone)
5
Save the template
6
Publish from Overview
7
Create a test pass
8
Scan the QR code or open the download link
9
Add to Apple Wallet or Google Wallet
10
Check pass display
11
Validate with the Scanner app
12
Contact support for a test APK if needed
13
Test the business mechanic
14
Create passes in bulk with Import passes
15
Launch Sendouts or send download links
16
Monitor installs, validations, and updates
12
Step 12

Operational summary

The standard workflow secures configuration before passes reach end users.

End-to-End Operational Pipeline

Template → Mechanics → Attributes → Publish → Create pass → Wallet test → Scanner validation → Import passes → Sendout → Distribution

Golden Operational Rule

Always test and validate a real pass before launching a distribution campaign.

FAQ

Frequently asked questions

Do I need email or phone before sending passes?

Yes, for automatic delivery. Templates should include email and/or phone so Sendouts, Send pass download links, and post-import delivery can reach customers. Without them, distribution may be blocked or incomplete.

Should I test before a distribution campaign?

Always. Create one real pass, add it to Apple Wallet or Google Wallet, validate with the Scanner app, and confirm the mechanic works before bulk import or Sendouts.

How do I get the Scanner app for testing?

The Scanner app is rolling out to production. Contact support for urgent testing — we can provide a temporary APK for test environments only.

What is the difference between Import passes and Sendouts?

Import passes creates many passes from a CSV in one job. Sendouts (Delivery Center) and Send pass download links deliver download URLs to customers by email or SMS. Use import to generate; use sendouts to distribute.

Browse by topic

Wallet rollout playbooks by use case

Jump from setup steps to the guides, docs, articles, and proof that match your program type.

Loyalty, stamp cards, notifications, and offers

A practical hub for wallet loyalty programs: stamp cards, points, tiers, geo-notifications, checkout validation, and offer measurement.

Explore playbook

Ticketing & Admissions

Wallet ticketing resources for rotating QR codes, admission validation, live updates, and event communication.

Explore playbook

Membership cards and digital credentials

Resources for migrating plastic membership cards to Wallet: member renewals, tier upgrades, and self-service pass delivery.

Explore playbook

Access control and credentials

Resources for access control, security gates, contactless validation, and staff/visitor passes.

Explore playbook

API and integrations

Developer resources for using the Passinstance REST API, webhooks, SDKs, and third-party integrations.

Explore playbook

Continue exploring

Pass mechanicsSolutionsAPI documentationResourcesContact support

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