Processing Online Member Change Form Requests

For an overview of setting up the Online Membership Change Request Form, see Overview of Online Membership Change Request Form.

Once a member submits a change request through your website, the information is sent directly to Rock Gym Pro. This is a request only. Your staff must review and manually process each change in RGP.

How to Know a Request Is Waiting

Staff will see a peach-colored banner in Data Entry when a member change request is pending. You can also view pending requests at any time by going to:

Data Entry > View > Member Change Requests

Processing a Member Change Request

1. Open the Change Request sidebar. Click on the pending member change request link. The Membership Change sidebar will appear on the right side of the screen.

2. Select the member who submitted the request. All members matching that name in Rock Gym Pro will appear on the main screen. If multiple members share the same name, refine the search by clicking the member's birthdate or email address in the sidebar.
 

All blue links in the Member Change Request sidebar are clickable and will auto-search for that data in Data Entry.

3. Locate the correct member record and begin processing changes. Select the correct member from the Data Entry screen, then transfer the requested changes into the database using the sidebar as your reference.

Depending on what the member requested, your process will vary:

• Status changes (freeze, thaw, termination): Make the changes as you normally would in Rock Gym Pro, referencing the sidebar for the member's requested details.

• Billing and contact information changes: Click the Send to Customer buttons within the Change Request sidebar.
   

  

4. Check off each item as it is completed. After processing each change, check the corresponding box in the sidebar to confirm the change has been acknowledged and action has been taken.

5. Send the confirmation email. Once all changes have been processed, click Send Email and Attach Documents, then click OK. Review the email on the next screen. Add any additional notes if needed, then click Send.
 

6. Mark the request as completed. Check the box to verify the email step is complete, then click Mark As Completed in the sidebar.

7. Review the documentation. The processed changes will now appear under the Documents tab in Data Entry. If your email system is enabled, the record will also be available under the Email tab in the customer record.