Multigym Setup and Information

General Information About Multigym Setup:

>>View a Video Overview of the Multigym Feature: 

  • Each facility must be signed up with a RGP Paid Plan. The RGP multigym features are available starting at our Plus Plan level. All facilities need to be on a Plus or Premium Plan. You can mix the plan levels if you would like between your facilities. Please click here to view the different features available with our three plans.

  • All databases, at each facility, must mirror the same Custom Policies found via Data Entry->Manage->Settings->Waivers/Custom tab. If you have Policy 1 at Gym A set as XYZ, then Policy 1 at Gym B (or C, etc) must be XYZ too.

  • All customer must schedule a precheck before moving to the multigym environment, as it is an opportunity to go over any questions and discuss the necessary changes needed in your database.  Please click here to schedule a precheck.

  • LOCALLY HOSTED:  All new databases MUST share the same RGP Master Encryption Key at each facility. The names of the databases should be different at each location, but they MUST share the same Master Key. We will install RGP and MySQL, during the precheck.
  • LOCALLY HOSTED:   You need a “server” computer for all locations to host your MySQL database.  If you are currently using a front desk computer as your server, you must transition to a real server.  You don’t need a true Windows server box, just a solid Windows 8/10 machine running a Windows operating system that has *Windows Remote Desktop* available (preferable with RAID 1, therefore, making a hard drive failure a non-event). We will use LogMeIn Rescue to initially remotely connect to your server. LogMeIn Rescue requires a person to be available at the facility to allow us initial access into your server. We will then use the Windows Remote Desktop feature on your server to connect to the other location/s servers. Windows Remote Desktop is not required outside of your VPN. The server computer must be located somewhere your staff, and customers, cannot interact with the server computer, as inevitably they will do something to the server that will have ripple effects to the other computers/server in the multigym environment. We use the Windows Remote Desktop feature, in your internal VPN, to login to the other facility/s to connect them, this feature must be available and configured prior to scheduling an appointment for the multigym connection.
  • LOCALLY HOSTED:  VPN hardware is required between all locations with FIXED IP addresses on the servers. DO NOT setup your VPN to Port Forwarding, this is not necessary! Any good network IT Person can set this up. Software VPNs such as Hamachi are not supported. Solid Internet connection with a minimum upload speed of 5 Mbps and a minimum download speed of 10 Mbps, is recommended. There is a constant exchange of information between gyms to keep things in sync as there are dozens and dozens of SQL statements exchanged per minute over your VPN. Once connected as a multigym, all the server computers at each location need to stay connected via your VPN.
  • LOCALLY HOSTED:  One large multigym chain uses the Meraki VPN hardware from Cisco: https://meraki.cisco.com/   The Meraki has a very simple setup and is incredibly powerful- allowing you to track activity at each facility, control bandwidth, and view computer activity.   RGP does not support your VPN, nor have we tested the Meraki ourselves.  The approximate cost for this is $800/year/facility…. But reports are that it is worth it!
  • LOCALLY HOSTED:  All servers must be reachable from all computers in both networks.  See the network diagram below.

mutligym1.png

  • When your VPN and Windows Remote Desktop are operational, OR your cloud host is being setup,  you will need to schedule 2 appointments with RGP- one appointment with Customer Support to do a pre-check of your system and the other appointment would be with Advanced Support. These appointments/logins take about an hour. Your appointment with Advanced Support for the final hookup needs to be scheduled 4 weeks in advance. Please plan ahead to avoid any delays. Please, schedule your precheck here.
     

Our requirements for a successful multigym linkup:

*RGP Multigym Customer Checklist form completed 2-3 days prior to your precheck appointment.

1) Locally Hosted RGP database with VPN Multigym Customer Checklist Locally Hosted with VPN-

2) Cloud Hosted RGP server without VPN: Multigym Customer Checklist RGP Cloud Hosted


Locally Hosted RGP server with VPN hardware at each location:
*IT person is available, preferably on-site for locally hosted with VPN
During the Precheck please be ready with your--
       
*Windows Remote desktop usernames and passwords for each location

*Windows Remote desktop only needs to work within your VPN/network… not externally.  RGP will use LogMeIn to come into your network, with your IT/Staff person and then we will use Remote Desktop to connect to the other server(s)

*Servers have final FIXED IP addresses assigned

*MULTIGYM OPERATIONAL SETTINGS*
Locally hosted and Cloud--How do you want your databases configured for your Operational considerations in a multigym environment--

(OPERATIONALLY IMPORTANT!) RGP needs your answers to how you would like your settings configured in the Multigym setting prior to linking your facilities. You will answer the questions via the Multigym Customer Checklist link, URL above. If you have any questions prior to submitting your operational responses, please contact support@rockgympro.com

  • Facility Access Rules for your members and punch cardholders
    Decide the default behavior. There is only one Facility Access Rule allowed from the following choices, which are defined below along with a screenshot:
  1. *Default to All Locations
  2. Default to Home Location
  3. Always All Locations.
  • You must choose which default action in RGP you want at your facility for new members and punch card customers.
  • How do you want the default behavior in RGP to act?
  • Will your memberships include access to All Facilities or Only Home?

(*If you have more than 2 locations you have the ability to Allow Home Facility + Additional Facilities)

multigym2.png

 

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  • Do you want your Retail Inventory to be linked between locations? This allows retail products to be transferred between locations. You must make this decision before moving to RGP’s multigym environment. The retail inventory cannot be linked once you have gone live with the multigym environment. We recommend to start out with linked retail, as no facility has moved away from linked retail.
  • Enable Force Replicate of Inventory items? If an inventory item is added at location A it will be automatically replicated and linked at the other locations. This is only for inventory items.  You can manually replicate/link non-inventory items. This reduces the chance of creating duplicate products with similar names.
  • Using Gift cards between locations? If YES, then the gift card numbers have to be unique across all facilities. Then gift cards can be transferred back and forth between facilities, depending upon where the customer is using the Gift card. We need to configure this setting if you want to enable the transfer of gift cards between locations. Please be aware of the following information for gift cards
    * Gift card numbers MUST be unique across all databases (now and in the future)
    * When RGP searches for a gift card, if it finds a remote one it will ask the staff if they want to “transfer the balance?” If they hit YES, the balance of the gift card will be transferred to the local gym. This is accomplished by zeroing out the gift card balance at the remote gym and crediting the gift card at the local gym. In the Z-Out for the day, you’ll see these credits/debits.

  • Sales tax codes need to be the same at all facilities. During the precheck, RGP Support will create the tax codes and discuss any questions you may have.  Make sure the sales taxes are manually copied over from the current database to the new facility’s settings in Data Entry->Manage->Settings-Sales Tax/Receipt Tab. If the sales taxes are different at your facilities, we will need to describe how different sales tax rules are supported in the multigym environment.
  • *IMPORTANT* Set up Credit card/ACH merchant accounts for each facility. [ACH is only supported in the US]. OpenEdge is supported in the US and Canada.   If you plan to transfer members between facilities and have the credit card information transfer, then you need to enable the Alais Sharing feature through OpenEdge. This feature needs to be enabled if your EMPLOYEES place items on account. More information is available in this document: Customer Credit Card Info Transfer between locations

  • MEMBERSHIP New Membership barcodes *must be* unique for each gym.  Otherwise, RGP will not know which gym the Member is located when they check-in, or which member to check-in. Member access can be setup as All LocationsHome Locations or Always ALL Locations – allowing you to sell different membership packages (see above).

  •  EMPLOYEE SYNCING Staff members are automatically synchronized between all gyms. If you add/remove/change a staff member at one gym the change will be copied to all gyms. Your staff may place items on-account if this is your operational policy, but you must enable Credit Card Alais Sharing through OpenEdge. Staff Permissions are now synched, too.

 

SHARED WAIVERS/DIGITAL DOCUMENTS MULTIGYM

We often do this during configuration of the multigym, but we need to know your plan before we can link up your facilities. You can make the necessary edits to your document types to prepare for the linkup.
Here is the link to our Multigym: Creating Digital Documents

With the multigym feature, it is important to note your staff should NOT download online digital waivers and create customer records before the customer arrives at the facility. If a waiver is selected and a customer record is created, beforehand, then the online waiver is removed from the online waiver list in your Find Documents window queue. And the customer record is added /created to that gym’s database. where it was accepted. However, the customer may go to the “other” gym. It is very important for the customer to be standing in front of the staff for an online digital waiver to be accepted. Never accept an online digital waiver unless the customer is standing in front of you!

DIGITAL WAIVER

You may use the RGP digital documents and Smartwaiver, or just Smartwaiver or RGP. AND still, use the Smartwiaver Kiosks app for your in-gym digital documents on iPads. 

Most facilities do NOT use the method described below for digital waivers via a PC's but use the Smartwaiver Integration for waivers, and RGP for digital documents such as Orientations/lead/belay check forms.
Please take a look at our article about how to setup RGP+Smartwaiver Integration 

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iPads/in gym waivers via a PC using RGP Digital Waivers

You may use the RGP digital documents and Smartwaiver, or just Smartwaiver or RGP. AND still, use the Smartwiaver Kiosks app for your in-gym digital documents on iPads. 

The Copy iPad/Netbook URL generated from the Live Tab in Waiver Management via Data Entry-> Manage->Waiver Station is now delivered to a specific gym. RGP no longer needs your static IP address for your in-gym waiver iPads/PC’s, as the URL is now available for each facility to ensure your in-gym digital waivers are delivered to that gym:

 

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