How to Automate Rock Gym Pro

A climbing gym is a membership business with a wall attached

Rock Gym Pro is member management software for high-volume facilities: climbing and bouldering gyms first, then ninja gyms, fitness centres, recreation centres and gun clubs. Staff mostly call it RGP.

Everyone who comes through the door passes through it. A member scans a barcode off a key tag or the RGPro Connect app, or the desk finds them on a last-name search, and the check-in screen says whether the waiver is current and whether the card went through. The same login sells the day pass, the shoe rental and the chalk, holds the membership behind it, and reports on all of it afterwards. Gyms run it installed on site or through the RGP Cloud Client, with a newer cloud product, Onsight Pro, alongside it.

The business underneath is simple and unforgiving. A membership renews on a card every month, a punch pass sits half used, and the first-timer who came for a birthday party either comes back in March or does not.

The quiet cancellations are the expensive ones

The desk is the easy part. It has a queue standing in front of it, so it gets done.

What does not get done is everything with no queue. Which regulars have not scanned since February, and whether that is a new job or a new gym. Which memberships failed to charge this month, and how to ask about it without making it strange. Whether the day-pass climbers from the taster session ever bought anything. What the weekend's reviews said, and whether the one about the toilets was ever answered. Whether the instructor certifications and the insurance certificate in the folder are still in date. What the volume order from the holds supplier is doing, three weeks after it went in.

Every one of those is fifteen minutes. Together they are why the owner is in the office on a Sunday instead of setting.

Rock Gym Pro

Climbers who quietly stopped coming Members with no scan since February listed each week, with a winback note drafted for the owner to read and send.

Takings matched to the session that earned them Processor payouts lined up against the evenings they came from, so a quiet league night is obvious against what the space costs.

The weekend's reviews, already sorted Reviews and tagged photos collected each morning with the route, class or staff member each one is actually about.

Waiver expiry and failed cards get caught at the desk

RGP handles more of this than most gyms have switched on, and a gym should switch all of it on before adding anything.

Billing Automation runs recurring member billing and sends past-due notifications without anybody starting them. Integrated Digital Waivers attach every signed waiver to the right customer profile as it is signed, which is how a database avoids collecting three of the same Sarah. Check In raises an instant alert for an overdue balance, an expired waiver or a membership change due at the moment the barcode is scanned, so the awkward conversation happens while the person is at the counter rather than by email a week later. Online Member Changes lets members update their own account from the gym's website instead of emailing the desk.

The pattern under all of it is worth naming: every one of those triggers on something RGP already holds. A scan, a card, a signature, a stock count.

The bank is not one of those things. Neither is the review posted at eleven on Sunday night, the register that issued an instructor's certification, or the gym that opened by the ring road with a five-visit intro pass.

Reviews, rival gyms and payouts belong on one morning list

A gym's record of itself is complete. Its record of everything around it is a browser tab somebody meant to open.

Processor payouts matched back to the sessions that earned them, so Tuesday's league night can be read against what the space costs for those three hours. Reviews and tagged photos from the weekend collected each morning, with the route, the class or the staff member each one is actually about, and a reply drafted underneath it.

Other gyms' intro offers and punch pass prices read off their own public pages before the spring price change goes out, not after a member forwards one. The school holiday calendar and the town's event listings, which decide whether Wednesday afternoon needs three staff or one. The regional competition calendar, so entries reach the newsletter while they are still open.

Instructor qualifications and the insurance certificate checked against the register that issued them, not against the photocopy in the folder. The holds and tape order sitting on a supplier's portal, so the setting crew learns it slipped before the wall does.

None of that is a decision. All of it is looking.

Drafts wait for the owner, the gathering does not

Those tabs do not open themselves, and the writing down happens in a notebook behind the desk, between check-ins. It is the least skilled hour in the building and it lands on whoever is on shift.

WebRun signs into those sites in a real browser, the same way the desk staff do, on whatever schedule you set and inside a policy naming the sites it may touch. Nothing has to expose an API, nobody has to build an integration first, and there is no add-on to buy.

Anything reaching a member stays a draft. The winback note to the climber who stopped in February is written and left for you, and so is the review reply. The gathering happens overnight. The sending happens once you have read it.

The cards below are the jobs climbing gyms hand over first.