Creating a Belay Agreement Document(s)

This document will outline a comprehensive step-by-step process for creating a Belay Agreement Document which will be attached to a Customer Record. We will make a Custom Attribute to alert for missing status, a minimum age requirement for the document, and an expiration for the attribute that will prompt re-certification.

The configurations in this setup document follow best practices, but they are not the only method for setting up a belay attachment.

Step 1: Create the Attachment Type

Attachment Types:

• Allow you to group signed documents under the same attachment type label.
• When assigned to a plan, attachments turn your plan’s Document spoke content into a PDF contract that you can view and share with the customer.  
• Can be queried and can be set to expire if needed per your business operations.

In Manage Menu > Organization & Facility Settings > Attachment Types > Add Attachment Type

Name your Attachment Type, and provide a brief description. 

Set Expiration Options based on gym policies:

No Expiration: Custom Attachment attribute will never expire. Use this configuration to keep this attachment active on the Customer Record once attached.

Belay Attachments with No Expiration are the most common configurations. Setting documents to ‘No Expiration Date’ ensures they remain permanently active on a customer’s record, reducing legal risk. Keeping documents active helps maintain accurate records and protects the gym in legal matters. Re-certification reminders can be set up via Custom Customer Attributes.

Fixed Expiration: Define a specific date for the attachment to expire. Use this configuration to manually assign a date for the attachment to expire. This configuration can be useful for temporary certifications.

Relative Expiration: Define an expiration date relative to when the attachment was connected to Customer Record. This configuration is useful for requiring re-certification after a certain amount of time.



For this document, there is no need to assign Staff Validation settings.

If there are different proficiency tests for Top-Rope and Lead, an Attachment Type will need to be made for Top-Rope Climb/Belay, as well as Lead Climb/Belay.

Step 2: Create Customer Custom Attribute for Belay Status

Create a Customer Attribute as a unique identifier on Customer Records for Belay Status. This will be where we can enable expiration dates, and staff notifications for the missing attribute.

In Manage Menu > Organization & Facility Settings > Customer Custom Attributes > Create New Custom Attribute

• Name the Attribute: Belay Status 
• Attribute Type: List
• Help Hint (Optional): “Use the backspace to remove belay status” from within the Customer Record on the Policies Tab.
• Configure Attribute List Options separated by commas: Belay, Lead Climb, ect.
• Expiration Options: Set the attribute to expire, prompting the customer that they will need to re-certify belay proficiency.
  • No Expiration: Once a belay test is passed, they will never be required to re-test.
  • Fixed Expiration: Set a date for re-certification. This configuration will reset the custom attribute on a specific date.
  • Relative Expiration: This configuration will expire the custom attribute relative to when the agreement was filled out.
• Toggle ON ‘Enable Relative to Last Visit Expiration:’ subYears:1
  • This configuration will trigger the attribute to expire if the relative check-in date exceeds 1 year.
• Expires at Age: Optionally define an age that will trigger the attribute to expire.
• Facility Global Alert Configuration Toggle ‘ON’ Alert: Missing Attribute
• Alert Level: Highlight, Select relevant facilities
• Message: Missing

Step 3: Create the Agreement Plan

Create the Agreement Acknowledgement, which will generate a document to be attached to the customer record, and automatically make changes to the Custom Attribute within the Customer Record for Belay Status.

In Manage Menu > Plans > Manage Plans ‘Directories’ (Tab) > Agreements (Tab) > + Add New Agreement

Start by configuring the Plan settings (edit next to plan title):

General Tab

• Add Name and Description
• Change Category to: Agreements
• Contract Facility Transfer Policy set to: IGNORE Contract does not affect home facility.
  • With this setting, Belay Proficiency will persist across facilities.
• Assign Attachment Type, created in Step 1
• Toggle ‘ON’ This Plan generates and attaches a document to the customer record.
  • Attach a copy of the testing document to the customer record, following proper staff approval policies.
• Toggle ‘ON’ Allow Guest Checkout

Kiosks with Guest Checkout enabled should not be publicly accessible, and should only be used by staff when completing a belay agreement. When using Guest Checkout, Agreements will not be automatically connected to the Customer Record and a duplicate account may be created, which will need to be resolved in the Duplicates Tab of the Contracts Module.

• Often-times Customers will not have their phone on them when testing-out for rope proficiency, making it impractical to log-in to their online profile via 2FA. Enabling Guest Checkout will allow staff to complete the documentation without requiring the customer to be logged in.
• Enabling the Guest Checkout option will also open additional options for configuration below in ‘Guest Checkout at Kiosk Options.’
  • Toggle ‘ON’: Ask for email during Guest Checkout at Kiosk
    • This configuration will assist in assigning the attachment to the correct Customer Profile.
  • Toggle ‘ON’: Ask for phone number during Guest Checkout at Kiosk
    • This configuration will assist in assigning the attachment to the correct Customer Profile.

• Set Address Requirement based on facility policy:
  •  No Address Required: This configuration will not require an address in order to complete the document.
  • Address Required:Since this agreement could be considered a legal document, policy may require an address.
• Toggle ‘ON’: Enable Contract Holder Minimum Age Requirement.
  • Set a minimum age based on facility policies for the required age to belay.
• Select the desired language on the document.
  
  

Facilities Tab

• Select Roped facilities that will utilize these Agreements based on facility requirements.

Enrollment Ranges Tab

• Select Enrollment Types who will be eligible for this agreement based on facility policy. 
  • One recommended configuration would use ‘Participant’ without any age restrictions, with a range of 0-1.

For this Agreement, do not set age restrictions within Enrollment Types. Instead, define age restrictions in the General tab under Plan Details as shown above.

Customer Record Updates Tab

Customer Record Updates modify the Custom Customer Attributes on the Customer Record of the Contract Holder and/or the Enrollments when the contract is activated. Ensure that updated values match the ones defined in the Customer Attributes List in Step 2 (In this example: Belay, Lead Climb).

• + Add Customer Record Update and Configure the Scope:
  • Select to Update All Enrollments: Enabling this option will only update the Custom Attribute for Belay Status on the Customer Record of the testee, and is the most common configuration.
  • Select to update Contact Holder (only): This configuration will update the Custom Attribute for only the Contract Holder. Useful for Family Memberships where the Contract Holder (parent) will be responsible for Belaying safely.
  • Select to update Contract Holder and Enrollments: Use this configuration to update the Custom Attribute for Belay Status of the Contract Holder, as well as all Enrollees on the contract. 
• Customer Custom Attribute Dropdown:
  • Select the Custom Attribute Built in Step 3, either Top-Rope Belay or Lead Belay.
• Updated Values List:
  • Create a list based on the Update to the Custom Attribute on the Customer Record.

Step 4: Set up Plan Spokes

In the Agreement Plan created in Step 3, modify individual Spokes for the plan.

Configuration Tab

• Agreement Dates Spoke
  • Create and Activate + New Agreement Dates Config
    • Version Name: Open Ended
    • Dates Type: Open Ended

With an Open Ended configuration the Agreement will always remain attached, but the Custom Customer Attribute can be set to expire based on facility policy for re-certification.

• Presentation Spoke
  • Create and Activate + New Presentation
    • Basic Settings Tab
      • Optionally Add Public Title to be displayed on Storefronts
      • Toggle ‘ON’ Has Booking Page
      • Remaining Toggles should be left ‘OFF’
      • Optionally Toggle ‘ON’ Video Attachment if viewing an instructional video is required (often used with Auto-belay orientations)
    • Booking Page Markup
      • No edits needed, as this form will not be forward-facing on the website

• Document Spoke
  • Create, Activate, and Upload the Terms and Conditions for your facility’s Acknowledgement of Responsibility Document to the ‘Layout’ Tab. This document will generate a PDF copy of the agreement to be attached to the customer record, or optionally emailed to the customer for their records.
    • + New Document Template
    • Title the Agreement and Version
    • + Add Section for Terms and Conditions
      • Populate the Text Body with the terms and conditions based on facility policy, including binding legal agreements
    • Most facilities will require a checkbox or initial for each policy as well as a signature at the end of the document.

• Questions Spoke - Optionally add staff-facing verification questions to the Agreement to confirm that belay proficiencies have been tested and that the appropriate safety verbiage has been communicated upon completion.

At least one question for Staff initials is recommended for referencing who administered the test.

• Create and Activate Customer or Staff Questions to be attached to the agreement
• + Add Question to ‘Contract Level Questions’
  • On General Tab 
    • Name first question: Staff’s First Name and Last Initial
    • Toggle ‘ON’ Required Question
    • Select Question Type: Text
  • On Customer Tab 
    • Toggle ‘ON’ Customer Facing Question
    • Question Size: Medium
    • Plan Question Title: Staff’s First Name and Last Initial
    • Plan Question Body: Issuing staff’s first name and last initial. (Filled out by Staff)

• Customer Record Updates Tab. Questions can also be configured to make changes to the Customer Record based on recorded responses.
  • In this case, leave Enable Customer Record Update Toggled ‘OFF’

• Enrollment Level Questions can be used to gather specific information for each Enrollee, rather than just the Contract Holder.

• Customer Notifications Spoke
  • Choose to notify customers automatically upon completing the Agreement document. This Spoke is not required for Belay Agreements, and is generally not used for this type of attachment.
    • Create and Activate Notifications Spoke if you’d like to email customers upon completion or pending expiration of a Belay Proficiency Test.
    • Choose to Email the customer if a new Contract has been created upon completion of the test, or if the contract is cancelled (revoked) or expired.
    • Customize Email content to be populated from Notification Templates or Toggle ‘ON’ Enable Custom Template to create a specific notification for this Plan.
    • Toggle ‘ON’ Include Contract Document to attach a PDF copy of the agreement to when emailing the customer.

• Benefits Spoke
  • This Spoke is not required for Belay Agreements. Create and Activate Plan Benefits if completing the Belay Proficiency Test grants access to certain check-in gates or other facility benefits.

Other Tabs on Plan Details:

Contracts Tab

View a grid of Contracts which have the agreement attached, whether it is active, cancelled, concluded, or expired.

Simulate Notifications Tab

If enabled, Simulate a grid of notifications that will be sent as outlined in the Customer Notifications Spoke for New, Canceled, or Expiring Contracts.

Step 5: How the Customer Record will Appear

With these configurations in place, a Customer Record’s Belay Proficiency status will be automatically updated upon the completion of this Belay Agreement Plan.

Belay Status will appear as a Custom Customer Attribute within the Customer Profile, as well as in the Customer Sidebar. Similarly, Customer Records that are ‘Missing’ Belay Status can be configured to alert on check-in.