ParkWhiz Bulk Event Pass Fulfillment with Pass Manager

Bulk Fulfillment with Pass Manager

The Pass Manager tool allows approved venue partners to self-serve bulk pass fulfillment for pre-approved, $0 bookings, streamlining how large groups receive access to event parking passes.

Previously, these requests required direct coordination with Digital Support. With Bulk Fulfillment, you can now create, distribute, and manage large batches of passes directly from your Seller account, saving valuable time and reducing turnaround delays.

Why use Bulk Fulfillment:

• Quickly distribute parking passes to staff, vendors, or VIP guests for multiple events or locations.
  
  
• Create small ad-hoc, same-day fulfillments without waiting on support.
  
  
• Reduce dependency on Digital Support for large or recurring pass requests.
  
  
• Maintain greater control and visibility over your fulfillment history and records.

When not to use Bulk Fulfillment:
For requests over 2,000 bookings, event packages, or urgent fulfillment needs, please contact Digital Support directly at digitalsupport@parkwhiz.com.

Once you have access, you’ll find Bulk Fulfillment under the Pass Manager tab in your Seller account, where you can create new fulfillments manually or by uploading a CSV file for larger groups.

Getting Started

The following instructions walk you through how to create and manage a new fulfillment using the Pass Manager tool. You can choose to enter bookings manually for smaller requests or upload a CSV file for larger batches. Each method allows you to label and track your fulfillments, send confirmation emails, and monitor progress in real time; all from your Seller account.

Prerequisites:

• Access: Permission to use the Pass Manager tool is required. To gain access, contact digitalsupport@parkwhiz.com. This permission is granted to approved Admin users

• Venue/Event: Venue and Events listings must be created before starting the fulfillment process.

• Pricing: All necessary pricings, including a corresponding Pass Access Code (PAC), must be created and activated before starting the fulfillment process.

How to Access Pass Manager

1. Navigate to your Seller account.
2. Select the Pass Manager tab from the top menu.

The initial Fulfillments tab displays records of both past and future fulfillment events.

Create New Booking Fulfillment

1. Click the green “add new booking fulfillment” button to initiate a new fulfillment.
2. Choose your method for data input: 

• Manual submission
• CSV upload 

The CSV upload feature is typically the more efficient option.

 Method 1: Manual Submission

1. Label: Enter a descriptive Label for the fulfillment. (There is no required naming convention.)
2. Notes (Optional): Add any optional notes in the provided field.
3. Confirmation Emails: Select the option to send a booking confirmation email for each booking

• Send confirmation email to recipient after each booking
• Use custom partner: Use for custom-branded emails

 Enter Booking Details: For each unique booking, select/enter the following information: 

• Venue
• Event
• Location
• Email: Enter only one email per row
• Quantity: If over 2000 passes are needed, contact digitalsupport@parkwhiz.com for assistance.

5. Once this data is populated, the corresponding Pricing (with its PAC) will auto-populate.

6. Add Rows: Click “add row” and continue adding line items until all passes are accounted for.

Note: If a single recipient is receiving passes for multiple locations or events, a separate row must be added for each unique Location/Event combination.

7. Once all rows are added, select the start bulk fulfillment button to send passes to recipients.

Method 2: CSV Upload

You can also fulfill passes in bulk using a CSV upload. This method requires a specific file format, which is easiest to generate directly from the Pass Manager.

1. Generate the CSV Framework

Before adding your customers, create the structured CSV template from the Pass Manager:

1. In Pass Manager, manually add at least one row for each unique Location/Event combination you plan to fulfill.
   • Example: If you are fulfilling passes for three different events at one location, create three separate rows - one for each event.
2. Select Export to download the CSV framework.

This ensures your file includes all required columns for each venue, location, and event.

2. Populate the CSV File

1. Open the downloaded CSV in your preferred spreadsheet tool (Excel, Google Sheets, etc.).
2. Add all remaining customers and their corresponding Pass Quantity.
3. For each customer row, make sure the venue, location, event name, and pricing columns match the correct Location/Event combination.
4. Save your completed file in CSV format.

3. Upload and Start Fulfillment

1. Return to the Pass Manager fulfillment page and refresh page.
2. Add a Label to identify this fulfillment batch.
3. Scroll down to the CSV upload area and upload your saved CSV.
4. Select Start Bulk Fulfillment to begin processing.

Access Parking Passes

Recipients will receive the pass confirmation via email, and the VIEW PASS IN APP must be selected to access the Event Parking Pass. 

• These email confirmation can be forward to any recipients for use.

Pass Confirmation sent to designated email address

Event Pass in ParkWhiz App

Bulk Fulfillment with Pass Manager gives venue partners a faster, more reliable way to distribute parking passes at scale. Whether you're managing a small group or fulfilling hundreds of bookings at once, the tool provides full visibility, precise control, and efficient delivery—all without relying on support. With the steps in this guide, you can confidently create, track, and manage your fulfillment batches from start to finish.

Package Fulfillments

Pass Manager supports Package Fulfillments, allowing multiple events to be grouped under one package. When submitted, the system generates one pass per event included in the package (e.g., a five-event package creates five passes).

1. In the Seller account, navigate to Pass Manager > Package Fulfillments > Add new package fulfillment.

Create New Package Fulfillment

1. Click the green “add new package fulfillment” button to initiate a new fulfillment.

2. Choose your method for data input: 

• Manual submission

• CSV upload 

The CSV upload feature is typically the more efficient option.

Method 1: Manual Submission

1. Label: Enter a descriptive Label for the fulfillment. (There is no required naming convention.)

2. Notes (Optional): Add any optional notes in the provided field.

3. Confirmation Emails: Select the option to send a booking confirmation email for each booking

• Send confirmation email to recipient after each booking

• Use custom partner: Use for custom-branded emails

4. Enter Booking Details: For each unique booking, select/enter the following information: 

• Venue

• Location

• Event Package

• Email: Enter only one email per row

• Quantity: If over 2000 passes are needed, contact digitalsupport@parkwhiz.com for assistance.

Select Event from pre-programmed Event listings

5. Once this data is populated, the corresponding Pricing (with its PAC) will auto-populate.

6. Add Rows: Click “add row” and continue adding line items until all passes are accounted for.

Note: If a single recipient is receiving passes for multiple locations or events, a separate row must be added for each unique Location/Event combination.

7. Once all rows are added, select the start bulk fulfillment button to send passes to recipients.

Method 2: CSV Upload

You can also fulfill passes in bulk using a CSV upload. This method requires a specific file format, which is easiest to generate directly from the Pass Manager.

1. Generate the CSV Framework

Before adding your customers, create the structured CSV template from the Pass Manager:

1. In Pass Manager, manually add at least one row for each unique Location/Event combination you plan to fulfill.
   • Example: If you are fulfilling passes for three different events at one location, create three separate rows - one for each event.
2. Select Export to download the CSV framework.

This ensures your file includes all required columns for each venue, location, and event.

2. Populate the CSV File

1. Open the downloaded CSV in your preferred spreadsheet tool (Excel, Google Sheets, etc.).
2. Add all remaining customers and their corresponding Pass Quantity.
3. For each customer row, make sure the venue, location, event name, and pricing columns match the correct Location/Event combination.
4. Save your completed file in CSV format.

3. Upload and Start Fulfillment

1. Return to the Pass Manager fulfillment page and refresh page.
2. Add a Label to identify this fulfillment batch.
3. Scroll down to the CSV upload area and upload your saved CSV.
4. Select Start Bulk Fulfillment to begin processing.