Urban Sports Club Scheduling Feature
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      Migration to the Eversports Scheduling Feature was done - Follow Up Tasks

      Your data has been successfully imported into your Eversports Scheduling Feature! What steps are necessary next?

      1. Activities

      All activities have been imported as classes.

      In the Eversports Scheduling Feature, setting up a class involves two key steps: creating a class and scheduling appointments.

      • Class: This represents the class type and contains all essential settings, such as name, description, sport category, and aggregator rules. An activity serves as a template for scheduling classes.
      • Appointments: These are the actual scheduled class sessions based on the activity setup. Each appointment represents a specific class instance that members can book.

      Edit imported classes

      The classes have been imported, but you need to make some changes to the classes. 
      In the tab Activities > Management, you can edit all imported classes.

      Basic Information

      • Title: The title of the class will also be shown on USC.
      • Descriptions have been transferred in one language only. If there was no description in Urban Sports Club Scheduling Feature, you’ll need to add one in Eversports.

      Currently Urban Sport is not allowing the same formatting as Eversports for the description.

      ✅ What is currently visible also on USC:
      – CAPS for emphasis
      – Stars or underscores
      – Special characters

      🚫 What’s not visible on USC:
      – Actual line breaks or paragraph spacing

      • Assign groups: You can assign groups to activities, including colors (these can be changed later). These will only be visible in your calendar and not on USC.
      • Sports: Here you can choose the sport for your class. 

      ⚠️ Important information from USC

      After adding the sport category to your activity, the sport category needs to be manually mapped by the Urban Sports Club Support Team. If your contract supports the new category, they will map it accordingly. USC executes this mapping once a day (excluding weekends). This means that your class is visible within 24hrs. If you would like 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.” 

      • Images : The images were not imported. The images will only be visible for you. Without the image, the form will not let you continue.

      ⚠️ Important information from USC

      Please note that class images are currently not transferred to your Urban Sports Club profile via the integration. However, you can manually add images to your Urban Sports Club profile through the Partner Portal. You can find detailed instructions on how to upload pictures to your profile here.

      Rules

      • Aggregator bookings: 

      As you are only working with aggregators, we recommend the setting Unlimited for all aggregators, which means that the total number of classes is shared between aggregators.

      • Cancellation rules :

      The cancellation window is the period, in which a member is allowed to cancel their attendance in your class without consequences (Late Cancellation fee). 

      Under the "Cancellation conditions" you can keep "Default (24 hours before start)", this is overridden by the Urban Sports Club cancellation notice and by default, this is 12 hour to ensure a simplified and consistent booking process and member experience on USC side. 

      Automatic Cancellation does work for Urban Sports Club members. If you would like to use this functionality, please keep in mind that the minimum window before the class starts should be 2 hours. Anything shorter than 2 hours might result in bad member experience because the member can be on their way to the class and miss the cancellation notification.

      ⚠️ Important information from USC

      The Urban Sports Club integration does not accept any changes made to class start time, class start date, teacher, location, and sport categories. Whenever you make a change to classes with any of the above-mentioned variables, all affected classes will be canceled and recreated on Urban Sports Club. To avoid any loss of bookings, USC strongly recommends not making changes to active classes — that is, classes with a start date in less than 14 days. 

      Appointments

      • Recurring appointments were transferred to Eversports for the next six months. You can extend the timeframe for activities in Eversports. More information in this article.

      3. Inform Urban Sports Club Support

      With the migration, Urban Sports Club bookings for the next two weeks will be be imported, but these bookings will not be synched with Urban Sports Club.

      You will only be able to use the Eversports Scheduling Feature once the integration with Urban Sports Club will be done. 

      ⚠️ Important information from USC

      Classes from the Eversports Scheduling Feature will appear on Urban Sports Club only once the integration is activated by them.

      Paste the Location UUIDs from Eversports into the typeform. By submitting the typeform, the Partner Support team of USC will receive all necessary information for activating the integration.

      You will receive a confirmation email from the Urban Sports Club team once your integration has been activated. The Urban Sports Club Partner Support team aims to activate your integration within 3-5 business days.

      In order to not have any cancelled Urban Sports Club booking, the integration with the Eversports Scheduling Feature will only be active two weeks after the Urban Sports Club Partner Support team activates your integration.

      To find your Location UUIDs:

      1. Go to Settings > Aggregators.

      2. Copy the Location UUIDs using the copy button provided.

      3. Paste the UUIDs into the designated typeform.

      You'll be notified as soon as the USC installation is complete.

      Important: If you have duplicate locations or unused locations, please contact our customer service (support@eversports.com) so that we can merge them.

      4. FAQ on Eversports/USC:

      What are the cancellation deadlines for USC members? 

      • Eversports is sending your cancellation conditions to USC via the API. In general, USC takes over your cancellation conditions from Eversports. However, if a cancellation deadline in Eversports exceeds 12 hours, USC overwrites it with 12 hours as this is a general policy for all their members.

      How long does it take until changes in Eversports Manager are updated on USC?

      • Bookings and Cancellations are synched immediately.

      • USC is updating other information, such as changes in the description from the API every 30 minutes. So that is the longest it should take.

      In which cases will classes on USC be cancelled when changes are made in Eversports ?

      • When a studio changes the teacher of a class

      • When a studio changes the time of a class

      Online activities

      Online activities can only be integrated in USC if you have a contract with USC for the online classes. If you do not have one, please reach out directly to USC.