Skip to main content

All about the integration with Virtuagym Version 2

Updated

How do I know i'm on Virtuagym Version 2

Virtuagym comes in two versions. Version 1 and Version 2. This is the help center article for Virtuagym version 2. You know which version you are on when you have a look at the left column menu. Version 1 of Virtuagym has one type of schedule represented in this schedule.

If "Appointment schedule" is available in your menu, you are currently using Virtuagym version 2.

 

How do I connect to Virtuagym

Before you proceed we recommend you read this help center article in the Virtuagym help center. This will help you find the details and to set up your classes so Urban Sports Club can receive them.

What does the sign-up process look like:

  1. Go to the Virtuagym help center article
  2. Set up your classes so Urban Sports Club is able to receive them
  3. Find the API key, Club key and Club ID in your Virtuagym account
  4. Fill out this typeform application
  5. Urban Sports Club support will then receive your request and connect the integration
  6. Urban Sports Club support will then get in touch about the launch date

Important notes on schedule changes

  • Urban Sports Club integration does not accept any changes made to class start time, class start date, location, and late cancellation window. Whenever you make a change to classes with any of the before mentioned variables, on USC all these classes will be cancelled and recreated.
  • To avoid any loss of bookings our advice is to not make any changes to active classes, meaning classes with a start date <14 days in advance.

 

Index - quick search

Setting up your custom events

Adding a class type

1. Click "System settings" in the left column of the page

2. Click "Appointment schedule"

3. Click "Activities"

4. Click "Add Activity" to create a new activity type

5. Select a schedule category previously added to Virtuagym to add this class to.

Please note: This does not automatically map your class to a specific Urban Sports Club location.

6. Give the activity a suitable name

Tip: If you have more than 1 location with Urban Sports Club you should add the location name to the class title in order for Urban sports club to map the class to the right location. Example: "Spinning - Amsterdam City Center" and "Spinning - Amsterdam Oost Location"

7. Make sure you add the title in all available languages. Otherwise the form wont let you continue

8. Add a description for your activity

9. Always select the option "Visible and bookable by clients" otherwise Urban Sports Club will give an error when a member tries to make a reservation

10. Add the number of spots available in total for the class

11. Add a time duration for how long the class takes

 

Setting up the details for this class type

12. Set up the Booking Rules for this class

Tip: To align with Urban Sports Club best you should set these settings:

Bookable in advance = 2 weeks
Free cancellation = 12 hours
Bookable until = Event start

If the setting "Bookable in advance" is longer than 2 weeks, the classes past the two weeks will not be visible to Urban Sports Club members on the profile page

If free cancellation is set to anything larger than 12 hours, urban sports club will default to 12 hours

If "bookable until" is set to a time frame, urban sports club will not process this. The default is always until the event starts

13. Click "Save" to submit your class type
 

Scheduling your events

1. Click "Appointment schedule"

2. Click somewhere in the schedule to start creating a class

3. Select the class you made earlier as the class type you would like to schedule

4. Schedule the class the way you normally do

5. Click the "Add staff" field and add a member of staff to host the class

6. Turn the option "Bookable by third-parties" on. This needs to be on for Virtuagym to share the class with Urban Sports Club

Please note: Third-pary bookings need to be turned on for every class you wish to share with Urban Sports Club

7. Fill in the number of spots available for aggregators.

Please note: that these are shared with all aggregators and that the number should not exceed the number of spots made available when you created the activity type.

8. Click "Create [n] events" to schedule the events with these settings

9. Click "Close" to finish the scheduling workflow

 

How to cancel a single event

1. Click "Appointment schedule" in the left column

2. Click the class you would like to cancel

3. Click the trashcan icon to remove the class from the schedule

4. Click "Delete event" to confirm and cancel the event.

5. "the event was successfully deleted!" shows in the bottom of the schedule to confirm your interaction was processed successful.
 

 

Cancel / remove a series of events

1. Click "Appointment schedule" in the left column

2. Click the class you would like to cancel

3. Click the trashcan icon to remove the class from the schedule

4. Select "this and following events" to remove all classes after this instance of the same class type

5. Click "Delete event" to confirm and cancel the event

6. "the event was successfully deleted!" shows in the bottom of the schedule to confirm your interaction was processed successful

 

Editing the event settings

1. Click "Appointment schedule" in the left column

2. Click the class you would like to edit

3. Click "Details" to go to the details of the class you can edit

4. after editing the class, you click save to process your changes

Category mapping

When we make the connection to your integration for the first time we map the categories to classes that arrive at Urban Sports Club as a result of fetching the first classes. After that we need to manually map every new class or class type manually within the support department.

I have just scheduled a new class, what happens next?

The class will be fetched with the next synchronisation cycle, a record in our database will notify us your class has arrived and needs mapping to a class category. This, unfortunately, is still manually processed and our support agents will map all categories on a daily basis with the weekends excluded.

My new class is not showing on Urban Sports Club what is wrong?

Classes without a category assigned to them will not show on the Urban Sports Club profile schedule. We are mapping the classes in the background and this could take up to 24 hours. We will ask you for a little patience here and to flag a class not appearing with partner support after a 24 hour waiting period.

I have scheduled a new category

During the mapping process we will see what class categories are supported by your contract with Urban Sports Club. We will then map the classes to the closest supported category. If you would like to add a new class category to your contract, please get in touch with Urban Sports Club support and select "Questions about my contract" as the reason for contact so the right team will receive your request.

Please note: This only applies to newly created classes.

 

Synchronisation

This Integration with Urban Sports Club is subjected to synchronisation. This means that it could take up to 30 minutes for any change to appear on the Urban Sports Club platform.

This includes

  • Changes in the schedule
  • Changes in the spots or information of classes
  • The scheduling of new classes
  • The cancelations of classes

Big changes

Please try not to change the location, time or date shortly before the class is about to start. This might have a negative impact on your visitors experience. Due to synchronisation this could mean the member misses the class.

If you spot something strange

If you don't see the change immediately reflected on the partner portal, it could be that the synchronisation has not happened yet. Wait a little while, refresh the pages and check again! If it takes longer than an hour, our support team is happy to help!

Free training

This integration does not support free training and the scheduling of free training timeslots. To schedule free training you go to the partner portal and schedule them there.

Online Classes

Currently the API's we are using to make this integration and connect it to Urban Sports Club, do not support the online class offer coming from the Integration side.

If you were hosting online classes before and these are represented in your contract with Urban Sports Club we will set up a new location profile that will be able to host Online classes through the usage of the Urban Sports Club Partner Portal.

Be sure to note: You cannot put the online classes in your integration's schedule because these will not work.

Back to top

Related articles

Powered by Zendesk