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All about the integration with Magicline

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First Steps: Setting up your integration with Magicline

What does the sign-up process look like:

To activate the integration with Magicline, please follow these steps:

  1. Log in to your Magicline account.
  2. Access the App Store page in your Magicline account and select the Urban Sports Club App
  3. Click "Activate now", then select your locations and agree to the terms.
  4. The Partner Support team will automatically receive your activation details and you'll receive a confirmation mail
  5. Once the integration is active, you will receive a confirmation mail from our Partner Support team and the Urban Sports Club logo will appear in your list of integrations.

If you want to connect multiple locations, the activation process must be done for each studio individually.

Please note that the following settings must be in place for your classes to appear on your Urban Sports Club profile:

  • Enable online bookings: Only classes and class slots with the “Online booking approved” option enabled are coming through the integration.
  • Schedule your classes: The integration will only display classes that have at least one scheduled class within 1 to 14 days before the event.
  • Activate the the "Urban Sports Club" contingent: To start receiving bookings from Urban Sports Club members, you'll need to establish the "Urban Sports Club" contingent in your class settings. This ensures that your sports offers are accessible to Urban Sports Club members. Once this setup is complete, all the aforementioned features will be readily available.

Access Management 

If you are using Access Management for your members and are connected via Magicline, this integration enables the following features for Urban Sports Club members:

  • Assigning an ID Medium
    You can assign an ID medium, such as a membership card or wristband, to an Urban Sports Club member.
  • Automatic Member Profile Creation
    When a member checks in for the first time via the Urban Sports Club integration, a member profile is automatically created in your Magicline system.
  • Linking the ID Medium to the Member
    The assigned ID medium is linked to the Urban Sports Club member’s profile. See step 3 of instructions below for more details.
  • Access Upon Valid Check-In
    Once the member scans their ID medium at your access point, they will gain entry if they have completed a valid check-in using the Urban Sports Club QR code.

Please follow these steps for Urban Sports Club members: 

  1. When a member arrives at a booked class or for a free training session, they will check in first with the Urban SportsClub QR code.
  2. When the member performs the very first check-in at your venue, the Urban Sports Club system will put a new member profile in your Magicline account. Please do not create a new profile manually, as this may cause issues. If a member profile is missing, it may have been archived.
  3. When the member profile is created, you are then allowed to assign an access method (Wristband/pass/etc) to the member profile.
  4. The member can now use your access gates or turnstiles.

This setup ensures that Urban Sports Club members, even without a direct membership at your studio, can access your location securely and seamlessly through QR code validation and ID medium assignment

Are you missing a member profile?

{old version}

Please do not create a new profile manually, as this may cause issues. If a member profile is missing, it may have been archived. If a member profile is missing, it may have been archived. Check your archived members list and restore the profile if found. Make sure the Urban Sports Club aggregator is assigned and reconnect the access method (e.g. wristband).

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Please do not create a new profile manually, as this may cause issues. If a member profile is missing, please sit tight and wait for the member to visit your location again. The Urban Sports Club system restores the member profile when the member makes a new reservation or does a new check-in to a free training.

You may need to reassign a new wristband when the system has created the member again.

If you have set Magicline so it automatically archives members, the system wil also create a new member profile when the member visits again. A new wristband/access card connection is also needed in this scenario.

{end of edit}

If no aggregator is assigned, archive the profile and wait for the member to check in again. This will create a new profile automatically, which you can then link to the access method. {--> delete this part?}

 

Setting up your class schedule 

In Magicline, setting up a class involves two key steps: creating a class and scheduling the created class.

  • Class: This represents the class type and contains all essential settings, such as name, description, sport category. An class serves as a template for scheduling classes.

Please note: The Urban Sports Club App only supports Classes and Free Training at the moment. Appointments that are set in Magicline won’t be visible or bookable for Urban Sports Club members.

Once a class is created in Magicline, you must schedule your classes to make these classes available to members. Without scheduled classes, the class will not appear on Urban Sports Club.

To ensure proper synchronization, always verify that the activity is configured correctly before scheduling appointments. If changes are needed, remember that modifications to key details like start time, date, or location may cause the class to be canceled and recreated in Urban Sports Club’s system.

Please note: In order to receive bookings from Urban Sports Club members, you'll need to establish the "Urban Sports Club" contingent in your class settings. This ensures that your sports offers are accessible to Urban Sports Club members. Once this setup is complete, all the aforementioned features will be readily available. You can find more details here. 

Creating a new class in Magicline

1. Go to "Classes / Class Schedule"

2. Click on "Create Class" button

 

Managing the settings of the activity

3. Assign the name of your Class (e.g. Yoga Flow, Functional Fitness,…)

4. Determine the duration of an appointment (e.g. 45 min)

5. Choose the category of your class from the drop-down menu. The category of your class refers to the sport category (e.g. Yoga, Fitness,...) 

6. Choose a booking option: 

"Bookable for free": Both your members and Urban Sports Club members can access the classes.

“Bookable”: If you choose this option please make sure to add Urban Sports Club as a contingent for each class created. Failure to do so will result in Urban Sports Club members being unable to reserve a spot.

7. Approve online bookings via checkbox "online bookings approved"

Please note that only classes and class slots with the “Online booking approved” option enabled are coming through the integration.

8. Confirm and create your class by clicking on “Save” 

 

 

Scheduling your classes 

In the previous step, we created a class that we will need to schedule now to be visible in your schedule and Urban Sports Club profile. 

Scheduling a new class in Magicline

  1. Go to "Classes"
  2. Under "Class scheduling" and then via the "Create Class" button on the top right section or in the middle, a new Class can be easily scheduled.

 

Setting up the room and spots

This setting defines the general available slots for you class. Please note that you can also enable booking limits per aggregator and define how many slots are available specifically for Urban Sports Club members in each class. You can find more details about this setting in this section of the article.

3. Select the specific room or area where the class takes place

4. Define the maximum number of participants.

5. Enable a waitlist if desired

 

Managing the settings of the activity

6. Define the start of the class series (when should your class start?)

7. Define the period of the class series (how many weeks does your class run?)

8. Define the weekly schedule (on which day and at what time does your course take place?)

 

Enabling your Aggregator rules

To start receiving bookings from Urban Sports Club members, you need to assign the Urban Sports Club contingent to your class sessions.

  1. Go to Calendar > Class Schedule > Select a specific class schedule
  2. Open the session settings (edit the class time or session details)
  3. Scroll to the section called "Participation Conditions", "Quota / Capacity Settings", or "Access Rules"
  4. In this section, you can assign which products or quotas are allowed to book this session, such as:
    • Membership types
    • 10-class passes
    • Urban Sports Club (aggregator)
  5. Select "Urban Sports Club" from the list or dropdown to allow bookings by USC members
  6. Don’t forget to save your changes

Enable Booking Limits for Urban Sports Club in Magicline

By enabling booking limits per aggregator, you can define how many slots are available specifically for Urban Sports Club members in each course. This ensures a fair and balanced distribution between your direct members and Urban Sports Club participants. Setting this up is quick and easy:

  1. Check Requirements
    Make sure that your studio is already connected to Urban Sports Club in Magicline.
  2. Go to your Class Settings
    Navigate to Class → Settings and open the “Additional Data” section.
  3. Activate the Feature
    Enable the checkbox for "Aggregator Booking Limit".
  4. Select Urban Sports Club
    Choose Urban Sports Club from the list of aggregators and save your settings.

Once this is done, you’ll be able to define exact booking capacities for each course.

Setting Class-Specific Slots for Urban Sports Club members

After the feature is enabled, you can configure limitations individually for each course:

  1. Open the “Schedule Course Dates” section.
  2. Define the maximum number of participant spots and waitlist spots for Urban Sports Club.
  3. Save your changes to apply the limits.

With these settings, you can confidently manage capacity while continuing to welcome new customers through Urban Sports Club, ensuring a seamless experience for all participants.

 

Canceling and Editing your classes 

3. Go to Classes / Class Scheduling / Class Schedule to find a list of your class dates. 

4. Select the class you want to edit or delete.

5. Click on the tab "Administration" to edit your class details or to remove the class. 

6. Don't forget to save your changes! 

If you're deleting a class please note that there are differences between 

 

Sport Category Mapping & Synchronization

 

When your integration is first connected, your sport categories are mapped to Urban Sports Club classes. New class types must be manually mapped by our Partner Support team.

Synchronization Details

Changes to your activities and schedule may take 30 minutes to reflect on Urban Sports Club.

Updates and changes that are possible and will be reflected on Urban Sports Club include:

  • Schedule modifications
  • Spot availability changes
  • Class cancellations

Please try to avoid last-minute class changes (<2 hours before start) as members may not receive updates in time. 

Important: Please note that the Urban Sports Club integration does not accept any changes made to class start time, class start date, location, and sport categories. Whenever you make a change to classes with any of the before mentioned variables on Magicline, on Urban Sports Club all these classes will be cancelled and recreated. 

Adding a new sport category 

If your contract supports the new category, we will map it accordingly within the next 24h. If you need to add a new sport category to your contract, please contact Urban Sports Club Partner Support Team via our contact form and the contact reasons “Questions about my contract.”

Why is my new class not showing?

New classes will be fetched during the next synchronization cycle. Our system detects new classes and flags them for sport category mapping. This process occurs daily (excluding weekends).

There could be several reasons why your class isn’t appearing on Urban Sports Club:

  • Aggregator Rules/ "Urban Sports Club" contingent not activated: To start receiving bookings from Urban Sports Club members, you'll need to establish the "Urban Sports Club" contingent in your class settings. This ensures that your sports offers are accessible to Urban Sports Club members. Once this setup is complete, all the aforementioned features will be readily available.
  • Online bookings are not enabled: Only classes and class slots with the “Online booking approved” option enabled are coming through the integration.
  • Missing class schedule: The integration will only display classes that have at least one scheduled class within 1 to 14 days before the event.
  • Data Synchronization: There may be a delay in data synchronization. Try refreshing the system in Magicline and reach out to your Magicline or Urban Sports Club Support if the issue continues.

If none of the above reasons apply, please contact the Partner Support team at Urban Sports Club via our contact form.

Special Cases

 

Creating Free Training

This integration does not support free training creation and the scheduling of free training timeslots. To schedule a "Free Training" please go to the Partner Portal and schedule them there. You can find more information on how to create a Free Training in this article. 

You need a "Free Training" when you provide a training area (e.g., gym, swimming pool, etc.) or training equipment for your members, rather than just scheduled classes.

For these cases, we have developed a new type of event called "Free Training" for the Partner Portal. For Free Training:

  • Urban Sports Club members can train without a trainer or instructions.
  • You can provide relevant information about your Free Training area in the Free Training setup.
  • For Free Training events, the trainer setting and maximum participant number are not applicable.
  • Free Training is considered an all-day activity without fixed times, but you can set the days and time periods when Urban Sports Club members are allowed to train with you.

 

Offering Online Classes

If you already offer online classes as part of your existing Urban Sports Club contract, you can now use the online streaming integration to make these classes available. The synchronization happens directly via your class schedule in your booking software. 

Please note that we are not currently accepting new online offerings from partners who do not already have online classes included in their contract.

Please contact the Partner Support team if you have further questions about online classes.  

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If you have further questions, our Partner Support Team is happy to assist you.

Do you have questions about your Urban Sports Club partnership? Please contact us via the contact form in the help section of your Partner Portal or Partner Tool.

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