RGP Cloud Switchover Guide: Moving Your Rock Gym Pro Database to the Cloud

Migration Agent Default

December 30, 2025 01:16

This guide walks you through moving your Rock Gym Pro (RGP) database from a locally hosted server to your new RGP Cloud host.

⚠️Before You Start (Please Read First)

How the Process Works

Here is the big picture:

⬆️Prepare and back up your local database
⬇️Restore that backup into your cloud database and verify your data
🔌Fully shut down your local server database
⚙️Finalize cloud settings and begin using RGP Cloud

All steps must be completed in order. Do not skip any steps.

What You Will Need: Cloud Switchover Readiness Checklist

Before performing the Cloud Switchover, make sure you have all of the following:

Your Master Encryption Key (required to restore your backup)
- 🛑If you do not have your Master Encryption Key, stop here and contact RGP Support
Admin access to:
- Your local server (Windows Services and Task Scheduler)
- Your RGP Cloud host
All of your cloud seats created
RGP Cloud Client installed and set up with their connection profiles on all your Rock Gym Pro workstation computers
Cloud connection tested and confirmed for each workstation
All hardware set up and tested, such as web cams and receipt printers
- OpenEdge customers can also set up their payment terminals
- Stripe Custom Terminals can be configured after the cloud switchover
A stable internet connection
Time set aside to complete the process without interruption. Sending in and restoring from backups can take minutes to hours depending on the size of your database, the processing power of your RGP server computer, and the bandwidth of your internet. See below.
Coordinated with Rock Gym Pro Support for backup. See below.

When You Should Do This

Choose your switchover time carefully.

✅Good times:

During low-traffic hours
When key staff are available
On a normal business day or non-holiday

🚫Do NOT do this:

Right before or during billing cycles
On weekends
On holidays
Outside of RGP Support hours

Once you understand the steps below, contact RGP Support with a few proposed “go live” dates and times so we can be available if needed.

Part 1: Steps on Your Local Server

Step 1: Run and Transfer an Offsite Backup (Local Server)

Open RGP Data Entry and navigate to Manage → Maintenance → Backup and Restore Database
Click Execute Backup
When prompted, transfer the backup offsite
When complete, confirm the backup appears in the Offsite Archives tab

Do not continue until you have confirmed the backup exists offsite.

Executing Backup and Sending Offsite.gif

Note: Sending in backups can take minutes to hours depending on the size of your database, the processing power of your RGP server computer, and the bandwidth of your internet.

Step 2: Stop and Disable MySQL (Local Server – Critical Step)

This prevents staff from accidentally using the old database.

Open Windows Control Panel
Search for Services and open it
Locate the MySQL service (should be running)
Right-click → Properties
Click Stop
Set Startup Type to Disabled
Click OK

Confirm: Try launching RGP locally. You should receive an error indicating an error connecting to MySQL.

Stopping and Disabling the MySQL Service.gif

Part 2: Steps on Your Cloud Host

Step 3: Turn Off Cloud Preview Mode (Cloud Host)

On a computer that you have set up to connect to your cloud host, launch RGP via the connection profile to your cloud host in the RGP Cloud Client

Note: Customers may see multiple warnings about their Stripe configuration or other features being in offline mode. Continue to click OK or X out of this message, but know it will resolve by the end of the cloud switchover when you take the cloud host out of Cloud Preview mode in the end.
Navigate to Data Entry → Manage → Settings
Uncheck Cloud Preview Mode
Click Check to activate RGP plan services

Step 4: Restore Your Backup (Cloud Host)

Navigate to Data Entry → Manage → Maintenance → Backup and Restore
Click on the Offsite Archives tab
Choose your latest backup
Click Restore Selected Archive
Enter your Master Encryption Key when prompted
When asked to apply Database Replication, click Yes.

Note: Restoring from backup can take minutes to hours depending on the size of your database.

Note: You may see some errors about tables not existing. No cause for concern! Click Yes and let it continue. It may occur multiple times.

When complete, the system will automatically return to Cloud Preview Mode.

Step 5: Verify Your Data (Cloud Host)

Review:

Recent check-ins
Sales totals

Confirm the data matches your expectations before continuing.

Part 3: Decommission Your Local Server

Step 6: Delete the RGP Backup Task (Local Server)

Open Windows Task Scheduler
Expand the Task Scheduler Library
Locate the RGP Backup task (Backup.exe or RGPBackup.cmd)
Delete the task
Click Refresh to confirm it is gone

Step 7: Uninstall Rock Gym Pro (Local Server)

Go to Windows ⚙️Settings → Apps → Installed Apps
Search for Rock Gym Pro
Click on the three dots to the right
Click Uninstall

Note: Do NOT uninstall RGP Cloud Client Software (if it is installed), just uninstall "Rock Gym Pro".

Part 4: Final Setup and Personalization on Cloud

Step 8: Turn Off Cloud Preview Mode Again (Cloud Host)

Back in the cloud host, navigate to Data Entry → Manage → Settings
Uncheck Cloud Preview Mode
Click Check to activate RGP plan services

Step 9: Payment Gateways (Stripe Custom Only)

If you use Stripe Custom:

Navigate to Data Entry → Manage → Settings → Payment & Billing
Reselect your Payment Gateways
Click Configure next to Stripe
Click Check Stripe Configuration

Step 10: Reactivate Email System (If Applicable)

Navigate to Data Entry → Manage → Email System
Click Turn On

Step 11: Configure Registers (Per Seat)

For each seat:

Navigate to Data Entry → Manage → Settings → This Workstation
Configure:
- Register settings
- Cash drawer options
- Receipt printer strings (if applicable)

Step 12: International Facilities Only

If you are outside the U.S., you must configure the region and language per seat.