RockGym Pro Rocksports Procedure Manual .pdf

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RockGym Pro Rocksports Procedures

ROCKGYM PRO

ROCKSPORTS PROCEDURE MANUAL
CONTENTS
1. Waivers
1. Website
2. iPad Docking Station
3. Paper Waiver
2. Processing Customers
1. First Time Casual
2. Returning Casual
3. Member Check-in
3. Invoicing & Receipts
1. Printing Receipt
2. E-mailing Receipt
3. Printing Invoice
4. E-mailing Invoice
3. Start of Day Procedures
4. End of Day Procedures
1. Backup
5. Editing Products

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RockGym Pro Rocksports Procedures

1. WAIVERS
Waivers can be completed via the website, via our iPod docking station in the
gym, or by hand.
1.1

Website

1. On the landing page of rocksports.com.au, click 'Online Waiver', and
follow the prompts to complete waiver form. Waivers completed in this
way will require e-mail verification.
1.2

Ipad Docking Station

1. Instruct customer to complete electronic waiver using one of the iPad
stations. Waivers completed in this way do not require e-mail verification.
2. Once customer has completed waiver on the iPad, select 'Find Document'
in RGP Data Entry. Search by name, locate the relevant waiver.
3. Verify the document, and add details as required. (Ensure first time
customers are granted a free 1 week membership – inform them of this.)
1.3

Paper Waiver

1. Issue customer with paper waiver, and ensure they complete all sections
of the form.
2. In RGP Data Entry, select 'Add'
3. Enter the name of the customer. Select 'Next'
4. Enter e-mail address and postcode of the customer.
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RockGym Pro Rocksports Procedures

5. Tick box marked 'Facility Waiver' to acknowledge that the customer has
completed a waiver, and select the current date.
6. Under 'Note' tab, add a note saying 'Paper waiver'

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RockGym Pro Rocksports Procedures

2. PROCESSING CUSTOMERS
2.1

First Time Casual

1. Have customer complete waiver (electronic or paper).
2. Complete waiver validation process. If it's busy, you can skip this step
and return to validate their waiver later in your shift.
3. In RGP POS, process the items the customer is purchasing. Only
membership sales need to be assigned to a customer, all other transactions
can be processed anonymously.
2.2

Returning Casual

1. In RGP Check-In, locate the customer, and check them in. If they have
not complete a waiver, or have outstanding payments, you will be alerted
of this.
2. In RGP POS, process the items the customer is purchasing.
2.3

Member Check-In

1. In RGP Check-In, locate the customer, and check them in. The status of
their membership will be displayed. Check that it is valid. If it is expired,
or close to expired, inform the customer.

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RockGym Pro Rocksports Procedures

3. INVOICING AND RECEIPTS
To print receipts and create invoices, you need to assign a customer to the
transaction.
3.1

Printing/E-mailing Receipts

1. In RGP POS, select 'Customer', and find them by name.
2. Process the sale.
3. After tendering the transaction, select 'Print Last Receipt' or 'Email Last
Receipt'
3.2

Creating Invoices

1. In RGP POS, select 'Customer', and find them by name.
2. Process sale.
3. On tender screen, select 'Invoice Account'. This will create an invoice
attached to their account.
3.3

Printing/E-mail Invoices

1. In RGP Data Entry, lookup customer.
2. Select their name, then select ' Invoices & Payments'. All outstanding
invoices will appear.
3. Select relevant invoice, and then select 'E-mail Invoice' or 'Print Invoice'.

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RockGym Pro Rocksports Procedures

4. START OF DAY PROCEDURES (To be updated)
4.1

Start of Shift

1. Turn on computer, and open all RGP applications. (Data Entry, Calendar,
POS, and Check-In.)
2. Open Google Chrome, and navigate to Rocksports Facebook Page. Keep
an eye on Facebook messages throughout the day.
3. Open Microsoft Outlook. Keep an eye on e-mails received throughout the
day.

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RockGym Pro Rocksports Procedures

5. END OF DAY PROCEDURES (To be updated)
These procedures are to be performed at the end of the day, before close.
5.1

Backup

1. In RGP Data Entry, select 'Manage'.
2. Select 'Maintenance'.
3. Select 'Backup and Restore'.
4. Select 'Execute Backup Now'.
5. A dialogue box will appear asking, 'Transfer This Archive Offsite?', select
'Yes'.

Version 1.0 December 2016


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