Table of Contents
The fitRewards Interface program allows you to export Reward Points data for your fitRewards Program members in a .csv format that fitRewards uses to update member loyalty point balances on their site. As a byproduct of the export, you can generate a Fit Rewards Report that can be used as a proofing tool or for other purposes.
When the interface is run, the system:
- Creates two (2) .csv files, one for Member data and one for Reward Points data.
- The Member .csv file contains the names of fitRewards members based on the Pass Types listed in the fitRewards Passes field on your Daily Processing profile (Miscellaneous Information group). The file lists the Member's ID, Name, Birth Date and Status. The Status is based on the Family Member Feature Code linked to the member and can be New Member, Reactivated, Alumni or Member.
- The Points .csv file contains the point totals, by Member ID, that will be uploaded to fitRewards. The file lists the Member's ID, Action Code (how the points were earned) Point Description, Number of Points and Transaction Date(s).
- Deducts the Reward Points from each Household in RecTrac. In most cases, the Reward Points total for each member household will be reduced to 0.00 each time the interface is run. This program should be scheduled to run daily.
Note: In some instances, a household's Rewards Points total in RecTrac may not be reduced to 0.00 upon running the interface. In the event a Member's fitRewards pass status is other than Active and the Member accrues Reward Points in RecTrac, those points will NOT be included in the Points.csv file you upload to fitRewards.
For Example: Major Eustace's fitRewards pass expired on August 9, 20xx. On August 10, he purchases some Service Items to which you've linked fitRewards points. When you run the fitRewards Interface for August 10, Major Eustace's Status will show as "Alumni," and the points he earned for the Service Item purchase will NOT be included in the .csv file and his Reward Points total in RecTrac will NOT be reduced to 0.00.
To Run the fitRewards Export
- Determine which Pass Type(s) will be used to track fitRewards members and create them in RecTrac Pass Type Management, if necessary.
- Link your fitRewards Pass Types in the fitRewards Passes field on your Daily Processing profile (Miscellaneous Information group).
- Create Family Member Feature Codes and link them as needed to your fitRewards Pass Holders:
- FITRE - fitRewards Members. These are fitRewards program members with at least one (1) Active pass of the Type(s) used for tracking fitRewards members.
- FRALU - fitRewards Alumni. These are fitRewards program members whose fitRewards pass is either Expired, Cancelled, or Suspended.
Note: Family Member Feature Codes are System Codes . Upon the purchase or renewal of a fitRewards pass, the system automatically links the FITRE code the family member, in Househod Update • Member Details • Additional Settings group • Features field. When a fitRewards pass expires (or gets cancelled or suspended), the system automatically changes the code to FRALU.
- Set up and implement your fitRewards reward point system in RecTrac. This is the process of determining how your fitRewards members can earn fitRewards points at your department.
Step-by-step instruction for setting up Reward Points can be found in Topic Doc - RecTrac Reward Points. - Process sales and visits in RecTrac. fitRewards members will accrue reward points per your Reward Point set up.
- Run this program (or schedule this program to run) on a daily basis to upload the Member and Reward Points .csv files to the fitRewards FTP site. It is best to run this interface when your facilities are closed.
- The interface looks for any fitRewards point-earning transaction for the date entered only, so if you select "today's" date, the interface will pick up only those fitRewards point-earning transactions processed "today."
- If opting to Schedule this program, a selection such as "Today 0" is a good option, provided you schedule the interface to run after your facilities have closed for the day.
- Optionally, you could schedule the interface to run after midnight, before your facilities open for the day, and select "Today -1," which is "Yesterday."
See Also: Topic Doc - fitRewards Interface
From the bottom of the screen…
Click Process to run the fitRewards Interface.
Click Last Settings to restore the selection criteria to the last settings you used.
Document Summary
The fitRewards Interface is a free program allows you to export Reward Points data for your fitRewards Program members in a .csv format that fitRewards uses to update member loyalty point balances on their site. Whenever the fitRewards Interface is run in RecTrac, ALL Reward Point balances for all eligible fitRewards members are uploaded and member reward point balances are initialized to 0. As a byproduct of the export, you can generate a Fit Rewards Report that can be used as a proofing tool or for other purposes.
To Run the fitRewards Export
- Determine which Pass Code(s) will be used to track fitRewards members and create them in RecTrac Pass Code Management, if necessary.
- Link your fitRewards Pass Codes in the fitRewards Passes field on your Daily Processing profile • Miscellaneous Information group.
- Create Family Member Feature Codes and link them as needed to your fitRewards Pass Holders:
- FITRE - fitRewards Members. This code will be linked to fitRewards program members with at least one (1) Active pass of the Type(s) used for tracking fitRewards members.
- FRALU - fitRewards Alumni. This code will be linked to fitRewards program members whose fitRewards pass is Expired, Cancelled, or Suspended. The system updates this code for members automatically (as needed) when the Interface is run.
- Set up and implement your fitRewards reward point system in RecTrac. This is the process of determining how your fitRewards members can earn fitRewards points at your department.
Notes: Step-by-step instructions for setting up Reward Points can be found in Topic Doc - RecTrac Rewards Points.
fitRewards and RecTrac Rewards both use RecTrac Rewards logic. Each time you run the fitRewards Interface, member rewards point balances get reset to 0. Therefore VSI strongly recommends that you DO NOT attempt to use both fitRewards and RecTrac Rewards in the same database, as the system has no way of knowing what reward points are earmarked for which program and any non-fitRewards members would lose their Reward Points upon the running of the interface.
- Process sales and visits in RecTrac. fitRewards members will accrue reward points per your Reward Point setup.
- Run this program (or scheduled it to run) on a daily basis to upload the Member and Reward Points .csv files to the fitRewards FTP site. It is best to run this interface when your facilities are closed.
The interface looks for any fitRewards point-earning transaction for the Processing Date entered on the interface only, so if you select "today's" date, the interface will pick up only those fitRewards point-earning transactions processed "today."
License – Maintenance Agreement
The fitRewards Interface is free. Use of the interface requires a VSI license and annual maintenance agreement for RecTrac and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at 1-877-883-8757 to verify that you are authorized to use the modules discussed in this document and if not, to obtain a quote and/or approval.
Setup Steps
This document will walk you through the basic steps required to:
- Link your fitRewards Passes to the Daily Processing profile.
- Create fitRewards Family Member Feature Codes in System Code Management.
- Run the fitRewards Interface program to generate the fitRewards Member and fitRewards Points .csv files.
- Access the export files and by-product Fit Rewards Report in the RecTrac Document Center.
This document will NOT provide the steps required to:
- Determine which Pass Code(s) will be used to track fitRewards members' purchases and/or visits.
- Create or maintain a fitRewards Pass Code.
- Setup Reward Points in RecTrac. Step-by-step instructions for setting up Reward Points can be found in Topic Doc - RecTrac Rewards Points.
- Run daily processing modules to track fitRewards member activity.
If you have additional questions about the fitRewards Interface program setup and operation after reading this document, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems website using your Customer ID and password.
Before You Begin
This document is written with the following assumptions. If any of the items listed below is NOT true, contact Vermont Systems Support prior to continuing, as the steps in this document may prove difficult to complete and unexpected results may occur.
- Your organization is running RecTrac 3.1.04.36 or greater.
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access all modules and functions pertaining to the fitRewards Interface, including but not limited to: the program itself, System Code Management, Household Management, RecTrac Daily Processing functions, and the Document Center.
- You understand RecTrac DataGrids and how to maneuver through them.
- You understand Pass Management and have created the Pass Code(s) for which you will track fitRewards members.
- You understand Visit Processing and have created, properly configured, and linked the required Visit profile(s) with which to track fitRewards member visits, if applicable.
- You understand the fitRewards program at your Department and have created the items in RecTrac for which patrons can earn fitRewards points. These items may include (but are not limited to) pass visits, fitness activity registrations, POS purchases, equipment rentals, etc….
- You have provided fitRewards with an initial .csv file containing all current fitRewards members in your RecTrac database, if any. RecTrac can provide this listing, if necessary. Refer to Troubleshooting.
- You understand RecTrac Rewards and have established a Reward Point program in RecTrac.
Notes: Step-by-step instructions for setting up Reward Points can be found in Topic Doc - RecTrac Rewards Points.
fitRewards and RecTrac Rewards both use RecTrac Rewards logic. Each time you run the fitRewards Interface, member rewards points balances get reset to 0. Therefore VSI strongly recommends that you DO NOT attempt to use both fitRewards and RecTrac Rewards in the same database, as the system has no way of knowing what reward points are earmarked for which program and any non-fitRewards members would lose their Reward Points upon the running of the interface.
File Maintenance Setup
Note: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default VSI Design. Your setup and Design may vary.
Link fitRewards Passes to the Daily Processing Profile
The passes you use to track your fitRewards members must be linked to your Daily Processing profile, in the Miscellaneous Information group.. When a patron purchases or renews a Pass listed on your Daily Processing profile, the system will add the FITRE (FitRewards Member) Feature Code to the patron automatically.
THEN
When running the fitRewards Interface, the system will use the fitRewards pass(es) from your Daily Processing profile to calculate fitReward points earned for your fitRewards members.
For Example: Your fitRewards Pass Code is BCFIT. You list that pass on your Daily Processing profile. Charles Leverton-West purchases a BCFIT pass. Upon completing the sale, RecTrac will add your FITRE Feature Code to Charles's record in Household Update. This sequence of events makes Charles eligible to earn fitRewards Points
THEN
When you run the fitRewards Interface, any points Charles has earned will be uploaded to fitRewards.
- In RecTrac, go to Management Ribbon • System Management • Profile Management.
- Highlight/select your Daily Processing profile and click Change.
- Expand the Miscellaneous Information group.
- Expand the Combo Box icon to select the passes you use to track your fitRewards members. When running the fitRewards Interface, the system will use the pass(es) selected here to calculate fitRewards points earned for your fitRewards members.
- Click Save. You will be returned to Profile Management.
- Repeat these steps as needed for any other Daily Processing profiles.
Create fitRewards Family Member Features
The following Family Member Feature Codes must be created in your database. The Code must match exactly. The Description can vary.
- FITRE - fitRewards Members. This code will be linked to fitRewards program members with at least one (1) Active pass of the Type(s) used for tracking fitRewards members.
- FRALU - fitRewards Alumni. This code will be linked to fitRewards program members whose fitRewards pass is either Expired, Cancelled, or Suspended.
The RecTrac system automatically assigns and updates the fitRewards Points Feature Codes once you have created them. Upon the purchase or renewal of a fitRewards pass, the system automatically links the FITRE code to the family member, in Household Update • Member Details • Additional Settings group • Features field.
Then as a byproduct of running the fitRewards Interface Program, the system automatically updates a fitRewards Member's Feature Code to match the member's pass status. In the event a fitRewards Member's pass status is other than Active, the system will change the Family Member Feature Code for that member from FITRE to FRALU and vice versa.
For Example: When Charles Leverton-West purchased a fitRewards pass, the system automatically assigned the FITRE Family Member Feature Code to his family member record. The pass expires on 31 August 20xx. When you run the fitRewards Interface on 01 September, the system will change Charles' Family Member Feature Code to FRALU automatically. Charles renews his pass on 05 September. When you run the fitRewards program for 05 September, the system automatically will change Charles' Family Member Feature Code back to FITRE. Any Rewards Points Charles earns during the four-day interim that his pass was expired will NOT be uploaded to fitRewards.
To Create a Family Member Feature Code
- In RecTrac, go to the Management Ribbon • System Management • Misc Management Group • System Code Management
- Click Add. You will continue to the System Code Update screen.
Click the Image to enlarge.
- Expand the Drop-down list for Type and select Family Member Feature.
- Enter FITRE in the Record Code field. The Code MUST be FITRE.
- Enter a Description. For Example: fitRewards Member.
- Add Permissions and an Order, if desired. Leave the Interface Type field at its "All" default.
- Click Save at the bottom of the screen. You will be returned to the System Code DataGrid.
- Repeat these steps to create Family Member Feature Code: FRALU
- Type must equal Family Member Feature Code
- Record Code must equal FRALU.
- Description may vary. For Example: fitRewards Alumni
- When done, your System Code Management DataGrid should contain the following:
Click the Image to enlarge.
- Exit back to the main menu.
The fitRewards Interface Program
The fitRewards Interface program allows you to export Reward Points data for your fitRewards Program members in a .csv format that fitRewards uses to update member loyalty point balances on their site. As a byproduct of the export, you can generate a Fit Rewards Report that can be used as a proofing tool or for other purposes.
When the interface is run, the system:
- Creates two (2) .csv files, one for Member data and one for Reward Points data.
- The Member .csv file contains the names of fitRewards members based on the Pass Codes listed in the fitRewards Passes field on your Daily Processing profile. The file lists the Member's ID, Name, Birth Date and Status. The Status is based on the Family Member Feature Code linked to the member and can be New Member, Reactivated, Alumni or Member.
- The Points .csv file contains the point totals, by Member ID, that will be uploaded to fitRewards. The file lists the Member's ID, Action Code (how the points were earned) Point Description, Number of Points and Transaction Date(s).
- Deducts the Reward Points from each Household in RecTrac. In most cases, the Reward Points total for each member household will be reduced to 0.00 each time the interface is run.
Note: In some instances, a household's Rewards Points total in RecTrac may not be reduced to 0.00 upon running the interface. In the event a Member's fitRewards pass status is other than Active and the Member accrues Reward Points in RecTrac, those points will NOT be included in the Points.csv file you upload to fitRewards.
For Example: Major Eustace's fitRewards pass expired on August 9, 20xx. On August 10, he purchases some Service Items to which you've linked fitRewards points. When you run the fitRewards Interface for August 10, Major Eustace's Status will show as "Alumni," and the points he earned for the Service Item purchase will NOT be included in the .csv file and his Reward Points total in RecTrac will NOT be reduced to 0.00.
Run the Interface
Run the fitRewards Interface program (or Schedule the program to run) on a daily basis to upload the Member and Reward Points .csv files to the fitRewards FTP site.
Note: The interface looks for any fitRewards point-earning transaction for the Processing Date entered only, so if you select "today's" date, the interface will pick up only those fitRewards point-earning transactions processed "today."
- If opting to Schedule this program, a selection such as "Today 0" is a good option, provided you schedule the interface to run after your facilities have closed for the day.
- Optionally, you could schedule the interface to run after midnight, before your facilities open for the day, and select "Today -1," which is "Yesterday."
You should contact fitRewards for specific timing information regarding when the interface should be run so fitRewards Points can be posted to member accounts.
The Report Posting Option may be run multiple times for the same date as a proofing tool, if needed. This will not impact the interface. Once the Posting Option is set to Post to FTP, the system will deduct Member Reward Points as outlined above.
- In RecTrac, go to Management Ribbon • Pass Management • Fit Rewards.
Click the Image to enlarge.
- Click Default Settings to reset the export parameters, if desired.
- Expand the Drop-down list and select your Processing Date for this running of the interface.
THEN
Take appropriate action in the right-hand column to specify the dates you wish to use.
Note: If running this program manually, it is always safe to use the default entry, which is "today's" date. If opting to Schedule this program, a selection such as "Today 0" is a better option, provided you schedule the interface to run after your facilities have closed for the day. Optionally, you could schedule the interface to run after midnight and select "Today -1," which is "Yesterday."
Refer to RecTrac Date Select Fields for a listing of selection definitions and examples.
- Expand the Drop-down list and select your Posting Option for this running of the interface:
- Post to FTP- Select this option to run the interface and place the Points and Member .csv files on the fitRewards FTP site. This option also deducts Reward Points from the RecTrac households.
- Report- Select this option to create a .pdf preview journal. The Report may be run multiple times for the same data range, if needed, as a proofing tool. This will not impact the interface.
- Enter your Club Number as given to you by fitRewards.
- Enter the FTP URL for fitRewards, your fitRewards User ID and Password in their appropriate field, if you are running the interface using the Post to FTP option.
- Click Process to run the fitRewards Interface You will be notified when the process is complete.
- VSI and fitRewards recommend Scheduling this program to run on a daily basis.
- Upon completion of the process, a copy of the Member and Points.csv files will be stored in the BLOB and can be accessed via the Document Center.
- If you opted use the Report option, it, too, will be stored in the BLOB and can be accessed via the Document Center.
The Document Center
Upon completion of the interface process, a copy of the Member and Points.csv files will be stored in the BLOB and can be accessed via the Document Center. From there it can be viewed, saved locally, and manually uploaded to fitRewards manually, if necessary. If you opted to generate a Report as your Posting Option, the Fit Rewards Report will be stored in the BLOB and can be accessed via the Document Center.
- In RecTrac, click the Document Center icon (the printer icon) located on the right-hand side of the Ribbon. You will continue to the Document Center DataGrid.
- Double-click on a file and opt to Open with. The file will open in the appropriate program.
- When the file is open, use basic Windows commands to save it, either locally to your workstation or to a location on your network.
- Once the file is saved, you can upload it to the fitRewards FTP site in the event the interface failed to put the files there for you.
- Exit the Document Center when done.
Troubleshooting
The following lists some common questions regarding fitRewards and their possible solutions.
Problem: Selling a fitRewards Pass doesn't result in the FITRE Feature Code being linked to the Member who purchased the pass.
Solution: Ensure the Pass is Linked to your Daily Processing Profile. The passes you use to track your fitRewards members must be linked to your Daily Processing profile, else the FITRE Feature Code will not be added automatically to your members.
Problem: A number of fitRewards passes were sold prior to linking the passes to the Daily Processing profile, and now there are numerous fitRewards Members who do not have the Feature Code linked.
Solution: Depending on how many members you're talking about, there are two (2) good solutions:
-
Link the Code Manually- If you sold only a few fitRewards passes, the optimal solution is to link the Feature Code to each member individually in Household Management.
- Go to Household Management. Look up and select your fitRewards Member and click Change.
- Link the Code in Household Update • Member Details • Additional Settings group • Features field.
-
Run fitRewardsInit.r from Quick Fix Processor. This is a good option if you sold passes to a lotof members prior to realizing you had not linked your passes to the Daily Processing profile.
- fitRewardsInit.r assigns the FITRE Feature Code to any member holding a valid fitRewards pass of a type listed on your Daily Processing profile.
- Contact Vermont Systems Support to obtain the fitRewardsInit.r program.
- Save the program to a local directory on your workstation.
- Go to Management Ribbon • System Management • Misc Management Group • Quick Fix Processor and run the program. Refer to the online Help, if needed.
Problem: We are getting set to start using fitRewards and have assigned the FITRE code to our members. fitRewards is asking for a list of these members in spreadsheet format.
Solution: Run fitrewardsexportusers.r from Quick Fix Processor. This program will create a FitMemberExport.csv file in the Document Center that can used for the initial population of the database used by the fitRewards company.
- Contact Vermont Systems Support to obtain the fitrewardsexportusers.r program.
- Save the program to a local directory on your workstation.
- Go to Management Ribbon • System Management • Misc Management Group • Quick Fix Processor and run the program. Refer to the online Help, if needed.