This guide should be used when large-scale unintended changes have been made in Rock Gym Pro and restoring from a database backup may be the best path forward. Common examples include accidental customer deletions, unintended bulk edits, removed calendar offerings or bookings, or other widespread changes that would be difficult to manually reverse. Because a database restore returns your entire system to an earlier point in time, it is important to carefully preserve and recreate any valid activity that occurred after the backup was created.
⚠
Read this before you do anything
A database restore should only be performed with guidance from Rock Gym
Pro Support.
Restoring the wrong backup, restoring at the wrong time,
or selecting incorrect options during the process can create additional
data issues that may not be reversible.
A database restore is all-or-nothing. It returns your entire database
to a previous point in time. Any activity after the backup was created
— sales, check-ins, memberships, bookings, customer changes, and notes
— will be removed and must be manually recreated.
Before proceeding, make sure you have:
Your Encryption Key
Your Plan Activation Key
Your Online Group Key
A clear understanding of when the unintended changes occurred
Do not begin this process until you have reviewed the steps below and
preserved all recent activity that will need to be recreated afterward.
ℹ
This process is most appropriate when large-scale unintended changes
have
occurred — bulk customer deletions, accidental calendar offering removal,
or bulk SQL script mistakes. If your situation is isolated to one
or
a few records, contact RGP support before proceeding.
1
Decide whether to restore
You have two paths. Choose the one that makes sense for your
situation:
Option A
Continue operating as-is and manually correct the affected
data without restoring.
Option B
Restore from backup, then manually recreate all valid
activity
that happened after the backup.
The longer normal operations continue after the issue occurs,
the
harder Option B becomes. The more recent your last good backup,
the
less you'll need to recreate.
2
Save all recent activity Do this first
ℹ These reports and logs are designed to help recover the majority of
activity that occurred after the backup point, but they may not
capture every change made in the system. Review your records
carefully before proceeding with the restore.
Before restoring, export records of everything that happened after your
backup
was created. Work through each section below and check off each item
as you
go.
Run the Sales – All Products report,
set
the date range to after the problem occurred until present.
For example, if the unintended changes happened today,
export
today’s invoices so they can be recreated after the restore.
Filter it by Invoice Date and export the results.
Overview of sales reports
Run the same report again filtered by Payment Date and export.
Run a Customer Query using the condition
General → Customer Attribute → Added and set the
date range to after the unintended changes occurred. After
clicking Review Query, open each customer in Data Entry and
review their Customer History to identify any memberships,
status changes, notes, billing updates, or other activity
that will need to be recreated after the restore.
Overview of customer queries
Run the same query using the condition General → Customer Attribute → Modified for the same date range.
Export the Audit Log for the period
after
the backup. This captures deleted items, voided payments,
PIN-authorized actions, and employee activity.
Viewing an audit log
ℹ There is no report that specifically identifies offerings created
after the backup point. If you know offerings were created or
modified after the unintended changes occurred, preserve them
before restoring.
Export any calendar offerings that were created or updated after
the backup point.
Export any online membership offerings that were created or
updated after the backup point.
ℹ During the restore, you may see errors indicating that certain
tables could not be created. This is often normal and can happen
because parts of the database restore out of order temporarily. If
prompted to continue, choose Yes.
⚠ Database restores can only be performed directly on the
Rock Gym Pro server computer.
Locate your Encryption Key before starting.
You'll need it to complete the restore.
During the restore you'll be asked whether to apply replication
data. Choose NO.
After the restore completes, a checklist window will appear
with additional setup tasks.
For a standard restore on the existing server computer:
You do not need to run the MySQL
Configuration Utility again.
You do not need to shut down the
server computer.
You will need to re-enter your
Plan Activation Key.
You will need to re-enter your
Online Group Key.
You will need to turn the email
system back on.
⚠ Choosing Yes when asked to apply replication data can
create additional data issues. Always choose No unless
instructed otherwise by Rock Gym Pro Support.
4
Recreate activity after the restore
Final step
Use the reports you exported in Phase 2 to manually recreate everything
that
occurred after the backup. Work through each section below.
⚠ Payments that were already successfully processed outside of
Rock Gym Pro should not be charged again.
Review the sales and payment reports you exported earlier and
identify everything that occurred after the backup point.
If you use an external payment processor, recreate the sale in
RGP using the original payment method for record-keeping only.
Do not run the customer's card again.
If payments were originally processed directly through RGP POS
with Stripe Custom,
recreate the transaction by following the steps in the next section
Recreate any missing invoices, payments, memberships, or
purchases so the records exist in RGP again.
Adjust invoice or payment dates if needed using the articles
below.
If Stripe billing payments were successfully collected but are
missing
in RGP after the restore, use the Stripe reconciliation process
to
correct this.
ℹ Online membership offerings can be imported from
Data Entry → Manage Online Membership Offerings Configuration
using the Import Offering option.
Use your exported check-in lists to recreate attendance records
that occurred after the backup point if those records need to
be
preserved for reporting or operational purposes.
If needed, check-in dates can be adjusted after recreating
them.
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