Skip to main content

All about the integration with Virtuagym Version 1

Updated

How do I know i'm on Virtuagym v1

Virtuagym comes in two versions. Version 1 and Version 2. This is the help center article for Virtuagym version 1. 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 collumn of the page

2. Scroll down and click "Schedule Settings" in the essential sub section

3. Click "Add" on the bottom right to create a new class type

 

Setting up the details for this class type

4. Select the language you are making this activity available for

Please note: If you have multiple languages available in Virtuagym the class type needs a translation for all languages otherwise Virtuagym won't let you save the class type

5. Enter the name of the class

6. Select the "Everyone of my club" option.

7. Select the right sports category

Please note: The sports category is important, this is how Urban Sports Club determines your payout fee. Please only add categories that are part of your contractual agreement with Urban Sports Club

8. "Can be added in schedule" should always be turned on, otherwise the classes intended for Urban Sports Club may not arrive at our front end

9. Select a color for display - This is only revelant for easy viewing in your Virtuagym environment.

10. Click "Save activity"
 

 

Scheduling your events

Where to schedule classes

1. In the left collumn click on "Schedule" to go to the schedule view

2. Click on the plus icon on the day of the week where you would like to schedule the class

3. Select the class type you have previously created

 

 

Scheduling

4. Add an instructor that is available during this time slot

Tip: Virtuagym will tell you about the availability of the instructor and if you have schedule clashes

5. Add a number of spots available for this class

6. Set the start and end time of the class

7. Select the right location for this class

Please note: These locations are not connected to your location profiles at Urban Sports Club

8. Fill in the recurring options for easy planning

Tip: Recurrance is per day on the same time only in Virtuagym. This is also what virtuagym sees as a series of classes

9. Always set "bookable in advance" to two weeks to prevent confusion with booking of Urban Sports Club members. Urban Sports Club will override this setting if it is set differently and Urban Sports Club members will always have a two week booking window

10. Automatic cancelation of classes is a feature that will not work for Urban Sports Club. Urban Sports Club members will be able to book until the class has started unless you have cancelled the class manually. Please turn this feature off for classes you are sharing with Urban Sports Club

11. Write the description of the class here

Please note: Be sure to not include any html or special characters like "&" - this could lead to visual discrepencies on the frontend profile.

 

Wrapping up the scheduling of your event

12. The free cancellation period ends 12 hours before the event starts as a standard for Urban Sports Club. Shorter windows are allowed.

If you put a larger "free cancelation period" than 12 hours before the event starts, the Urban Sports Club system will override this. This means that we will default to a 12 hour window

13. Always make sure the online booking option and the booking through third party are turned on. Otherwise the classes will not be shown on the Urban Sports Club frontend profile

14. Click Add to proceed with putting the class on the schedule

Tip: Check! first check your Virtuagym schedule to see if it has been processed correctly. Then wait a moment and also check the profile page on Urban Sports Club for the visibility of the classes

Please note: It takes a moment for the class to appear on the Urban Sports Club front end due to system synchronisation.

 

How to cancel a single event

1. In the left collumn click on "Schedule" to go to the schedule view

2. Select the class that you would like to cancel

3. Click "Delete"

Cancel / remove a series of events

1. In the left collumn click on "Schedule" to go to the schedule view

2. Select the first class in the series that you would like to remove

3. Click "Delete (incl. future occurrences)"

 

Editing the event settings

Editing your event time and date could comes with a small warning. When you move a class to a different time or day this could lead to members missing a notification

1. In the left collumn click on "Schedule" to go to the schedule view

2. Select the class that you would like to edit

3. Click "Edit"

4. Change the details

5. If you click the "Update all events in this series" field, This will change all of your following classes on the same time

6. Click "Save"

 

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