RGP Booking System Documentation Overview

Migration Agent Default

October 10, 2022 17:02

Status and Price

Price: The booking system is part of a Premium Paid Plan. This will include all the features of the Plus Paid Plan (digital waiver, backups, etc), plus the new calendar and online booking system. The minimum term for Premium Plan is 12 months, so you cannot switch back and forth.
You will need a Stripe account (instructions below) to process online credit card transactions. The signup process is easy. They have a great web interface and their fees are very reasonable, especially when one considers they do not have monthly fees. There are no plans to integrate with any other processors at this time.

What you can do….

Build complex schedules for your offerings and events
Have these events or offerings depend on resources with time and booking constraints
Book customers into these events from within RGP
Embed or link to online booking widgets that allow your customers to book these events online from your website
Accept payment (or deposits) for these bookings online or within RGP. Payments can be accepted in Australia, Canada, Hong Kong, Mexico, New Zealand, Singapore, the United States, Ireland, the United Kingdom, and the United Arab Emirates using a Stripe Custom account. Details below.
Attach custom questions to your bookings to capture additional information about either the person who booked the event or specific participants
Send confirmation/cancellation emails for the bookings directly from RGP
Automatically import online bookings directly into RGP, including payment information
Import third-party iCal feeds to your RGP calendar from staff scheduling services such as Homebase, When I Work, etc
Sell gift cards online.

What you CANNOT do...

Sell packages combining different offerings
There is no “cart” online. Each booking will end with a discrete transaction, though all the information is saved for the customer between bookings.
You cannot offer variable time bookings for a specific event… i.e (book this event for 30 minutes, 60 minutes, or 90 minutes). But this can be simulated with multiple offerings perhaps sharing a specific resource that has a booking limit.
It does not integrate with the existing Youth Program Groups functionality in RGP. Depending on how your YPG’s are structured, you may consider moving them over to the Booking System. If they are for fixed periods of time (a fixed month, a spring break, etc.) then the Booking System makes sense. If it involves recurring billing, then you’ll want to stick with the YPG.

Initial Steps – READ THIS!

You really want to manage/view your calendar on screens >1280 pixels wide.
There is lots of information presented on the calendar screens, thus if you don’t have a big monitor on at least one of your staff computers you might consider getting one large monitor. Your staff will thank you. It’s operable on 1280x1024 screens, but the bigger the better!
NOTE: At 1280 pixels wide the month selector portion of the calendar will automatically be hidden to preserve horizontal space. Hence if you can run it higher than 1280 pixels wide you will be happier.
After installing the new version, immediately go to Calendar -> Manage Schedule -> Settings and SET YOUR TIMEZONE and other critical settings (like facility name, etc.)
Watch all the tutorial videos.
Start building out your offerings and events. Take baby steps. It’s complicated!

Stripe Details

RGP has a custom integration with Stripe for online sales, monthly billing, and POS Terminals (terminals only available in AU, CA, NZ, US, IE, UK, SG with plans to expand to other countries)
To set up your RGP Stripe Custom account read the instructions on the Stripe Custom support article and reach out to support@rockgympro.com to create your account.

Widget Details:
All RGP website widgets and pages are secured with SSL, even when embedded into your website. You don’t need an SSL certificate for your website. That being said, an SSL certificate is a good idea (eventually) for two reasons: If you embed the widget on your website, even though the widget/iframe is secured using SSL, the browsing customer won’t see HTTPS:// in the URL window and might wonder if the information is secure. If you link directly to the RGP pages they will see the HTTPS://
Google has announced that they are ranking pages with SSL higher in search results.
But to repeat: in all cases, the widgets are secure as long as you use the exact link provided by the widget.

Confirmation Emails from RGP
For online bookings, RGP will automatically send a confirmation email to the customer on your behalf
For bookings that happen at your front desk, RGP can send a confirmation email but it does require the Transactional Email System to be enabled. How to set up your Transactional Email System with Sendgrid.
Staff emails regarding “New Bookings” also require the transactional email system
Thank you and Reminder Emails to the customer, also require a SendGrid account.

Online Widgets / Test Booking

Go to Calendar -> Manage Schedule -> Online Widgets and cut-and-paste the link URLs for your particular widget into a browser to test
You can put a browser into test mode via this link: https://app.rockgympro.com/b/testmode.php?on
To turn off test mode: https://app.rockgympro.com/b/testmode.php?off
In test mode, the following are allowed:

There is a “Test Booking” button that always allows you to complete a booking without payment
Stripe is put into “test mode”. Use this test credit card: 4242 4242 4242 4242 x2/22, cvv=222

Test mode bookings are delivered to RGP normally.

Integration Examples

NOTE: Please do not actually complete test bookings at the sites below as they are live databases. You can browse and enter information, just please don’t complete the bookings!

You can see a nice example of integrating a catalog widget at the following URLs

They also have additional catalog widgets within each of their sub-areas that just have a subset of the offerings

Camps: http://www.edgeworksclimbing.com/camps.html
Parties: http://www.edgeworksclimbing.com/parties.html
Climbing School 101:http://www.edgeworksclimbing.com/school_100.html

Here are some examples of calendar widgets

Stripe Payment Details

RGP does not differentiate between “test” and “live” Stripe transactions. Thus, if you make test Stripe transactions, be sure to cancel the booking and choose YES to refund the Stripe payment when prompted
Explore the Stripe dashboard at payments.rockgympro.com (for Stripe Custom users) www.stripe.com (for legacy Stripe Standard users)
When a booking is canceled, you can refund the Stripe payment. You can also refund Stripe payments on a customer’s Invoice and Payment screen.
Make sure you activate your Stripe’s bank account or you will not be able to process live transactions.

Muiltigym Considerations

Each gym is its own silo with regard to schedule and offerings
You *can* book customers from any locations into a particular event
When assigning online transactions, you *can* select customers at other gyms (like the Find Documents button)
Online widgets are specific per gym - it is up to you to present them on your website appropriately reflecting how you market each gym.