Before linking your facilities in a multigym environment, you must decide how to configure your databases to best suit your operational needs.
RGP requires your configuration preferences before proceeding with the setup. Please provide your responses using the RGP Multi-Location Configuration Form. If you have any questions before submitting your selections, contact support@rockgympro.com for assistance.
Will your waiver be good at all locations?
It is significantly easier for facilities to have a single waiver that covers all facilities. If your operational needs change, RGP Support can help you can change this setting in the future, but there will be additional work required at that time.
You do not have to immediately expire all current waivers to move to a single waiver that covers all facilities. RGP Support can create Custom Check-In SQL that will alert upon check-in to fill out a new waiver if a customer from your original location checks into your new location (and vice versa) and has a waiver on file that is older than the date you publish your new unified waiver.
You can make the necessary edits to your document types to prepare for the linkup. You can read more about multigym documents here: Multigym: Creating Digital Documents
Consult your legal counsel and insurance agent about having one waiver that covers all of your facilities.
Do you want proficiency levels to copy over when transferring customers between facilities?
In the multigym environment, you can transfer a customer's record from one location to another, often done when setting up a billing relationship for that customer record in the appropriate database. When you transfer the customer, it can either copy over the customer's proficiency level to the new database or it can clear the customer's proficiency level in the new database. If your operational needs change, RGP Support can help you can change this setting in the future but we cannot retrieve cleared data.
Example: If a customer has a proficiency level of Lead Belay in their home location and you transfer them to another location, do you want the customer's customer record to still indicate that they have a proficiency of Lead Belay?
You can read more about setting up and customizing Customer Proficiency Levels here: Setting proficiency levels, Customizable Proficiency Levels / Belay Certifications
Do you want monthly membership EFT dues to copy over when transferring customers between facilities?
This option is only available with Stripe Custom billing and OpenEdge.
When transferring a customer from one database to another, it can either copy over their monthly membership EFT dues to the new database or it can clear their monthly membership dues amount. If your operational needs change, RGP Support can help you can change this setting in the future but we cannot retrieve cleared data.
A Note on Transferring Members and Alias Sharing
Depending on your monthly billing payment processor, if you transfer members between facilities, the customer credit card information will also transfer.
- For Stripe Custom customers, this feature is automatically enabled.
- For OpenEdge customers, you will need to reach out to OpenEdge to enable the Alias Sharing. You can read more about enabling this feature with OpenEdge here: Multigym Customer Alias Credit Card Transfer
- For Stripe Standard customers, this feature is not available.
If your facility utilizes EFT Contract dates, do you want EFT Contract end dates to copy over when transferring customers between facilities?
When transferring a customer from one database to another, it can either copy over their EFT Contract end date or it can clear their EFT Contract end date. If your operational needs change, RGP Support can help you can change this setting in the future, but we cannot retrieve cleared data.
You can read more about EFT Contracts here: Setting up EFT contract options
Do you want to allow Gift Cards to be transferred between facilities?
You can choose whether or not Gift Cards can be redeemed at all locations or only at the location at which it was purchased. If your operational needs change, RGP Support can help you can change this setting in the future, but cards that have already been transferred to other facilities will remain in those databases.
If you choose to allow Gift Cards to be redeemed at any location, RGP will transfer the balance of the gift card from one location to the other and is recorded in the Z-Out.
It also requires gift card numbers to be unique across facilities both now and in the future.
You can learn more about transferring gift cards between facilities here: Transferring Gift Cards Between Multiple Facilities
What Facility Access Rule will you use as the default setting for your memberships and punch cards at all your locations?
There is only one Facility Access Rule allowed from the following choices, which are defined below along with a screenshot. If your operational needs change, RGP Support can help you can change this setting in the future, but assigning facility access for existing customers may be difficult and would rely on the facility to identify facility access for their customers. Please consider the facility access rule carefully.
- Always All Locations: All memberships and punch cards are good at all locations
- Default to All Locations: By default, when setting up a membership or punch card, facility access is set to all locations but you can change it on a customer by customer basis to Home Location only. Customer records will now include a "Facilities" tab where facility access can be changed in the future.
- Default to Home Location: By default, when setting up a membership or punch card, facility access is set to home location only but you can change it on a customer by customer basis to All Locations. Customer records will now include a "Facilities" tab where facility access can be changed in the future.
- Allow Home Plus: Optional for Default to All Locations or Default to Home Location. Allows the ability to pick and choose which locations a membership or punch card has access to on a customer by customer basis.
Do you want to allow Remote On-Account Sales between facilities?
This allows customers with a billing relationship at one facility (typically EFT members) to purchase items at another facility to be invoiced to their account. RGP does some accounting in the background. This feature requires alias sharing. Please see the "Note on Transferring Members and Alias Sharing" in a section above. If your operational needs change, RGP Support can help you can change this setting in the future, but it will not change the database for current, outstanding invoices or past, paid invoices.
You can learn more about remote on-account sales here: Understanding Remote On-account Sales for Multigyms
Do you want your Retail Inventory Linked between Locations?
This allows retail products to be transferred between locations and for your inventory to managed from one location. This decision has to be made before RGP is able to link your new location. If your operational needs change, you can decide to unlink in the future.
If you start off unlinked and decide down the road to link, the work for the facility is extensive and subject to RGP Development availability for which additional fees may apply.
We recommend starting out with linked retail, as no facility has moved away from linked retail.
Do you want to enable the Force Replicate Inventory Items feature? (Only for Linked Retail)
When a new, inventory product (whether single or group) is created in one database, this feature will automatically replicate and link the product at the other locations. This reduces the chance of creating duplicate products with similar names. If your operational needs change, RGP Support can help you can change this setting in the future.
If this feature is not enabled, you can still manually replicate and link products. Regardless of the setting, you can manually replicate and link non-inventory items as well.
When setting up your new database, do you want to import products from an existing location?
This is required for linked retail but optional for facilities without linked retail. RGP Support can export products from a database of your choosing and import it into the new database. The export can include or exclude inactive products. This has to be decided before your linkup and cannot easily be undone.
A Note on Tax Codes
If products are imported, tax codes will also be added by RGP Support during the linkup as is needed for import. Facilities will need to edit the names and values of the tax codes after linkup.
If your facilities are subject to different tax codes for different locations, RGP Support can discuss your options. Most facilities will include tax codes for all facilities in their databases, but set the value to 0% in facilities for which the tax code does not apply.
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