<aside> 💡 If you've reached this stage, you've successfully completed your training, fully set up your gym in BETA, and, for existing facilities, migrated your data into BETA. The next step in your onboarding journey is a final check to ensure everything is accurate and in order.

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Introduction

As your launch date approaches, it's essential to conduct a meticulous check. This step ensures accuracy and completeness, addressing any potential issues early on and setting the stage for a smooth experience in your gym.

Checklist

We’ve made this easy for you and created a checklist for you to follow. Please go through and check all of the below items.

To check

[ ] Pass prices
[ ] Sell passes online/in-app
[ ] Tax rates on passes
[ ] Time-entries on passes
[ ] Price is recurring for subscriptions
[ ] Check product prices & tax rates
[ ] Check product categories
[ ] Insert stock quantities
[ ] Check product discounts
[ ] Event/course details
[ ] Slot details
[ ] Visitor forms
[ ] Generate widgets for your website
[ ] Ensure all Migration of data from previous software is complete inc. all Visitors, Gift Cards, Visit History, Payment History,
[ ] Migrate Stripe Terminals in POS

Page

Passes

Products

Events

Settings

Marketing

POS

Guide

Check pass prices

Sell passes online/in-app

Check tax rates on pass prices

Add time entry limitations on passes

Check prices are recurring for subscription passes

Check product prices & tax rates

Check product categories

Submitting a re-stock/stock adjustment

Check product discounts

Check event/course details

Check slots details

Check visitor forms

Generate widgets for your website

Step 2: Data Migration

Migrating over from RGP, see the final export structure here

RGP SQL Queries Final Export (Last Evening)

<aside> <img src="/icons/warning_lightgray.svg" alt="/icons/warning_lightgray.svg" width="40px" /> It is important, that in the queries below you update the time ENTER_THE_DATE_HERE_YYYY-MM-DD to the time the of the last performed the export.

If you are not sure of when your last import was ran, please as the BETA team.

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› 1 ᴏꜰ 6 | Customer Notes & Proficiencies

Notes cannot be pulled from the API, so we import these on the last day, to get the latest info - this can be done on the night, or for multi-locations, over the first few days of operation.

SELECT * FROM notes LEFT JOIN customer ON notes.customer_id=customer.customer_id;

The header of these export should be as follows:

CUSTOMER_ID NOTES EMAIL GUID DELETED FIRSTNAME LASTNAME

› 2 ᴏꜰ 6 | Final membership report

Please follow the RGP help page to https://support.rockgympro.com/hc/en-us/articles/360056598852-Exporting-customer-query-data-to-a-CSV-file

Guide from RGP to Export customer query data to a CSV file </aside>

› 3 ᴏꜰ 6 | New event bookings or future cancelled bookings

We assume the customer hasn’t added any new events in BETA since the initial export) ****(Date format YYYY-MM-DD)

SELECT 
    DATE_FORMAT(b.BOOKING_DATE, "%Y-%c-%d %T"),
    b.ORIGINAL_BOOKED_OFFERING_NAME,
    DATE_FORMAT(b.ORIGINAL_BOOKED_TIME, "%Y-%c-%d %T"),
    b.NOTES,
    b.PARTICIPANT_COUNT,
    b.CANCELLED,
    c.firstname,
    c.lastname,
    c.email,
    c.bday 
FROM 
    schedule_bookings AS b 
LEFT JOIN 
    customers AS c ON b.customer_id = c.customer_id 
LEFT JOIN 
    schedule_events AS se ON b.course_guid = se.session_guid 
WHERE 
    (se.startdate > CURDATE() AND b.CANCELLED = TRUE) 
    OR b.BOOKING_DATE > '2024-01-01 00:00:00';

› 4 ᴏꜰ 6 | Gift Cards

set @giftcardid=(select value from settings where name='GiftCardProductId');
set @enddate = date_add(date(('{ENDDATE}')), interval 1 day);
SELECT REPLACE
	( cardnum, 'GiftCard-', '' ) AS CardNumber,
	(
	SELECT
		i.postdate 
	FROM
		invoices i
		JOIN invoice_items ii ON ii.invoice_id = i.invoice_id 
	WHERE
		ii.EXTRAINFO = cardnum 
		and i.POSTDATE<@enddate
	ORDER BY
		i.postdate ASC 
		LIMIT 1 
	) AS SoldDate,
	CONVERT ((
		SELECT
			sum( PRICE ) 
		FROM
			invoice_items ii
			JOIN invoices i ON ii.INVOICE_ID = i.INVOICE_ID 
		WHERE
			i.VOIDEDINVOICE = 0 
			and i.POSTDATE<@enddate
			AND ii.EXTRAINFO = cardnum 
			AND ii.PRODUCT_ID = @giftcardid 
			),
	DECIMAL ( 10, 2 )) AS Balance 
FROM
	(
	SELECT DISTINCT
		( EXTRAINFO ) AS cardnum 
	FROM
		invoice_items ii
		JOIN invoices i ON ii.INVOICE_ID = i.INVOICE_ID 
	WHERE
		i.VOIDEDINVOICE = 0 
		and i.POSTDATE<@enddate
		AND EXTRAINFO LIKE 'GiftCard%' 
	) AS distinctcards 
HAVING
	balance > 0

› 5 ᴏꜰ 6 | Punch entries

For you Punch entries, we will need to get the full list, as punch use date is not kept on the RGP database.

Select c.guid, sum(p.delta) from punches as p left join customers as c on p.customer_id = c.customer_id where p.voided=false group by c.guid;

› 6 ᴏꜰ 6 | Outstanding membership credit/debit

Please follow the RGP help page to https://support.rockgympro.com/hc/en-us/articles/360057047751-Reviewing-credit-due-balances

See the RGP steps to export credit due balances </aside>

All done?

Congratulations! Your onboarding process is now complete. We understand that transitioning to BETA has required substantial effort from you and your team, so kudos on successfully navigating through the hard work involved!

Next Steps

It is now time for the launch of your gym. Best wishes from the BETA team!

Support

We are here to support you throughout the process. Reach out to our support team at any time, from your BETA Dashboard.