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Implementation Syllabus

This page is currently evolving as we build it out.

It's intended to guide your learning and links to relevant articles in the knowledge base. We recommend that you generally work through these topics in order as the next topic can often rely on the previous topic.

Optional checklist template - copy to make your own!  If you are a facility migrating from existing software, Redpoint will provide separate information related to migration and imported data specifcally for your facility.

 

Getting Started 

The Basics

Google Chrome: Redpoint is built and tested on google Chrome - use chrome for best experience and make sure you stay up to date (google will flag in the top right corner when an update is pending)

  • Web Based so if internet is out, no access! Do you have a failover option? 

Payments Integration: 

Accessing Redpoint 

  • Install Basecamp - you will use seat and org log in info to connect via basecamp. 
  • Seats: used to connect to Redpoint via Basecamp.  Once connected, access to Redpoint is Pin & Permission driven
  • Permissions and Pins
  • Registers: not needed yet, but you’ll create register names to assign to workstation seats for computers used as Registers.  

Key Terms and Concepts: Getting Oriented in Redpoint.

Hardware used with Redpoint in the gym (review this article info)

  • To pop the cash drawer, you MUST print.

Sandbox Mode

  • While onboarding, your database will be in sandbox mode. 
  • Emails will not send unless whitelisted (your org email)
  • You MUST contact Redpoint to get out of sandbox mode and launch - you cannot get out of sandbox yourself. 

Integrations

 

Initial Configuration

1. Configure the custom fields you might want on your customer record, and arrange the layout (ie, belay status, waiver date toggle, emergency contact, gender, etc

2. Create the following Check-in Amenities so you have them to add to your Check-in Guard below- you can add more amenities later in Plans

  • Facility access.  You will use this to grant facility access on your passes and memberships and recurring/multisession prepaid program plans. 

  • Facility Access-Shareable.  Create this if your punch cards are shareable.  You must leave this name the same through Go Live.  Then you can change it.

  • Restricted time access amenity?


3. Configure some basic settings

  • Manage > Organization & Facility Settings.  Some settings you will return to later, but here are some to start with
      • Facility:[Name] menu is LOCATION SPECIFIC
        • General menu for address info
      • Billing settings
      • Check in guards
      • Revenue accounts - default is Accounting.  Add Account and Sub Accounts to meet your needs. 
      • Lists
      • Taxes
  • Products Module > Vendors.  A Default option exists and others can be created.  Products require a Vendor and Revenue account assigned when being created.  

4. Complete some initial Storefront creation/config

  • Create a local Web Home Storefront. You'll return to add plans to this later, but one is needed to be able to view your plans as you create them.
      • Multi-facility? You must create the initial Web Home storefront while logged into each facility.  Once created you can edit them while logged in from any facility.

  • Configure the Build > Storefronts > Global Settings tab to give your storefront your branded look and feel, and decide on some additional setting options.

 

 

 

Building Blocks for your Plans

This section provides information on the building blocks for your plans - things you may use when building your plans.

At minimum, you will need to create an Enrollment Type to start building a plan. 
You can return to every other piece here later if you want to dive right in.

Though most of the building blocks are on the Build > Plans page, additional Plan building blocks exist in Manage > Org & Facility Settings:

  • Customer Custom Attributes

  • Attachment Types

  • Products (used in pricing and question config spokes)
    Money collected by a plan is routed through a product.

    The price applied to a product has no bearing on its price in the plan - the price in the plan is set in the plan. $0 plans do not need a product unless they also require a contract token. 
      • products CAN be made from within the Pricing Config Spoke, but Revenue Account and Vendor must be created beforehand

      • Use Service products for your plans, and apply sales tax if applicable!

      • Recommended Service Product for Plan config:
        • toggle ON No Anonymous sales - that way if someone sells this product at POS by mistake (instead of selling the plan) then you know who it was for. 
        • Optionally add Staff Alert Note so a pop up reminds them to sell the plan not the pass!

  • Customer Requirements

  • Promotions: Contract Promotions and Product Promotions as Amenities.

 

Building Your Plans

After you've configured AT MINIMUM the enrollment type(s) you want to use, you can start building out a plan. 

1. Click Add New Plan to begin configuring the Plan Settings: the “Big Edit” Menu 

2. Next, configure the Plan Configuration Spokes - here you can configure settings specific to certain locations. Spoke specific configuration info can be found HERE

 

Plan Configuration Examples

  • Waiver Agreement Plan (see RPHQ added template to get started)

    • Waivers in Redpoint are automatically added to the customer’s record and there is no additional step to “assign” a waiver to a customer.  
    • If you want your staff to “validate” a waiver before accepting it and updating the customer profile, you can Require Validation on the Waiver Attachment Type. 

Helpful Plan building tools

  • Duplicate plan (at top of plan next to big edit)

  • Export/import spokes- little arrow next to edit to export, and import button within the Configuration spoke to import it. 

  • Custom replacement fields for document config spoke or emails. 

 

Customers & Your Plans

Storefronts, Portal, and Online Profile

When a customer interacts with a plan online, they are doing so through a storefront

  • Go to Build > Storefronts
    • Make sure you have one Web Home storefront per facility. 
    • Make one kiosk per facility - the same url can be used across multiple devices
    • you can make additional storefronts if needed.

Best practices for configuring your Web Home storefront:

  • Mirror the organization/categorization of your website
  • Linking the Customer portal to your website
    • [your portal url]/profile is the direct link to the customer portal log in page. 

Customer’s Online Profile and the Customer Portal

 

Notifications

  • Helpful Hints:
    • While in sandbox mode, the email system will show emails that would send per your rules in Build > Notifications > Sent tab.  NOTE: they all say skipped-whitelisted unless in your domain.
    • Impacted customer replacement field to specify impacted enrollee for status changes
    • Decline email with screenshot to pay methods in your portal
    • Portal link (add /profile at the end for direct portal profile log in)  in footer as suggestion

 

Promotions

  • Build > Promotions: 
    • Product promotions for products sold through the POS cart
    • Contract promotions apply towards plans and discount the products sold within the plan/contract

Staff Training Resources

 

 

Retail Inventory Management

 

Ticket System (complete with RedpointHQ)

  • You will need one email address per location.  These can be emails already in use OR emails specific for this purpose.

  • Who is your email provider?  Let Redpoint know so we can provide configuration instructions

  • Two options for Ticket System configuration.  You will configure one of these options with Redpoint.
    • Dedicated Email for tickets - inbox not used directly
      With this option, ALL emails, those routing to ticket system AND emails sent directly to the email address ALL go to tickets.  Do not look at this email inbox - all incoming emails will be turned into a ticket

 

Member Portal & Your Website

  • To be completed with Redpoint
  • This involved configuring the member portal with your website.  You'll decide the url to use, for example portal.[yourgymurl.com]
  • [your portal url]/profile is the direct log in link to the customer portal that you will want to link to your website.
  • Build > Storefront > Expand storefront to view url - See your portal url reflected here and in plan presentation storefronts..

Setting up Kiosks and Front Desk Computers

  • Download Basecamp and make Workstation seats for registers and in gym workstations
  • Set up Kiosks with Chrome Browse and Kiosk url. Optional Verified Kiosk option

 

Payments Integration

US: Fiserv / Cardpointe

PCI Compliance Support Info - Fiserv

Attached is:

Please note that your answers may be different than the example questionnaire.

If you need further assistance:

  • Fiserv's third party PCI compliance partner can help, VikingCloud, at 877-257-0239. 
  • Ryan Pedote at Fiserv may be able to help, though he may just point to VikingCloud above. 

A few tips:

  • Make sure you are filling out the P2PE questionnaire
  • All transactions are card present (either card in had and POS, or card in hand online)
  • When it asks if you use any third party providers, they are referring to anyone other than Redpoint/Fiserv (Redpoint is NOT a third party provider in this questionnaire).
  • You do not store, process or transmit account data (Fiserv does that for you)
  • Most ever PCI DSS Requirement is "In Place" or "Not Applicable" (otherwise you may have to answer more questions, or not be compliant)

 

Fiserv Payment Integration

  • Move Batch Settlement to end of night.
    Log into your Fiserv account. Go to Administration & Batching. Uncheck ‘Auto-close for next day funding’ and set batch settlement time to 11:55pm if you want your batch outs to match your business day.  If not changed, batch settles earlier in the evening and a single day of transactions will be spread over two settlements - make the right decision for your business.

  • Test cash drawer and receipt printer.  YOU MUST PRINT TO POP DRAWER.

 

Canada: Stripe;  (optional)Fiserv for automatic billing only

  • Let Redpoint know you have credentials and we will send you a link to connect 
  • If using Fiserv for billing, see steps above.  Will be only used for stored payments.
  • Test cash drawer and receipt printer.  YOU MUST PRINT TO POP DRAWER.

International: Stripe 

Final Checks

Testing you Plans

  • Try on account sales and check people in - testing benefits to make sure all on plans.  
  • Have staff navigate around the system as a way of testing permissions.  Reminder that the permission name is in the pin window.
  • Test your Kiosks - plans look as expected and can be accessed and followed all the way through.

 

Clearing you Test Data & Confirming Launch with Redpoint

For a brand new build (no data import from an old system)
Clean up any test transactions and customers by doing the following

    • Void test invoices and payments - check for any on the Find Transactions tab on both invoices tab and payments tab
    • Void any contracts from testing that you need to
    • Inactivate any test customer records you might want hidden at launch
    • Any presale tasks to complete? (depends on your gym’s launch plans)
    • Confirm your opening day with RedpointHQ so that we can be prepared to take you out of Sandbox mode when you are ready.

 

Are you working with Redpoint to Migrate your data? 
Confirm your process directly with Redpoint.

 

 

Advanced Tools

Reporting(can you find the info you need?)

    • Insights > Reports
      • Emailed Reports configured
    • Manage > Contracts
      • Promo code and Enrollment types
    • Custom Reports and Segment sql
    • Customer Segments and requirements
    • Enrollee Segment
    • Reports and things to know about
      • Report > recurring contracts missing pay method
      • Adding late fees to past due balances
      • Customers with duplicate contracts
      • Home facility mismatches to correct
      • Inventory and reorder reports

Bookmark filtered grid views and report views for quick access.

 

Quickbooks Online or Desktop: Contact Redpoint to initiate the configuration.

 

Pre-sale membership before opening day?

  • Will you be selling?

 

Opening Day!

  • Check your email automations for sends tomorrow morning if applicable (Build > Notifications > Email Automations > Expand to view and run grid with tomorrow filter)

  • Do your first cash drawer reconciliation (if applicable)
    • Close all redpoint tabs and quit basecamp at close each night.  Ensures no one is left logged in. 

  • If you migrated from other software, begin your post-import tasks and token migration
    • IMPORTANT: If you are awaiting token migration for stored payment methods, DO NOT RUN ANY BILLING until migration is complete.  Remove from sweep billing if applicable

  • As part of the new Front Desk Flow
    • Check for any new Tickets (daily task)
    • Check Duplicates Tab (daily task)
    • Pending Validation Tab (if applicable - daily task)
  • Charting & Data Visualization Dashboard

 

1st billing

Review this article to prepare for your first billing.  It includes pre-billing tasks to check as well as post-billing tasks and additional reporting info.

Billing - Viewing and Managing your Contracts