This user guide will go through how to create a Climbing Competition, create your booking Widgets and run Check in on the day in Clava.
As this is an advanced and complex use case, it assumes you have read and understand the user guides for Class Types and Categories, Session creation, Discounts, Restrictions, Widget creation and have Admin Access to your gym’s system.
Example Competition - Crush It!
The guide will use an example of a single day Bouldering competition called “Crush It” with different age & gender brackets with different sessions for each bracket climbing.
The break down of the example comp is
Wave 1. 9am-12pm
Men’s Open & Youth (Under 18’s) competitors
Women’s Open & Youth (Under 18’s) competitors
Wave 2. 2pm-5pm
Men’s Advanced, Intermediate, Beginner, Master (40+ Yrs)
Women’s Advanced, Intermediate, Beginner, Master (40+ Yrs)
Steps:
Define the Class Type and Category.
Create the Sessions.
Produce Early Purchase Discounts (if applicable)
Make your Widgets.
Create a day off entry product
Communicate with your customers!
Run Check In
Define the Class Type and Category.
Navigation: Settings > Class Types and Categories.
This is the important first step, making reporting, Widgets and booking effective.
Process
Create a new Category “ Climbing Competitions” this will serve as the Parent category for all your competitions.
Do not add any further details (Parent category, Add class types, Description)
Using the Add new Category button, create new (sub)catgories for the Climbing Competition Parent category, e.g. Bouldeing Competition, Sport Climbing Competition, etc.
Title- add in the titles as per required, e.g. Bouldering Competition
Parent Category - select the Climbing Competitions
Add Class type - you will return to this once Class types have been created.
Description - add a simple clear description here.
Create a new Class type using the Add new Class Type button.
Create the Class Type imputing the information for the Competition - e.g. Crush It
Assign the Category - Climbing Competitions
Assign the Sub Category - Bouldering Competitions
Complete the creation
You will now see in the Category screen the Climbing Competition category contains the “Crush It” comp.
Create the Sessions.
navigation: Schedule > “+” > New Session
This step you will build out all the categories and use restrictions to prevent incorrect bookings.
Brackets
Wave 1. 9am-12pm
Men’s Open & Youth (Under 18’s) competitors
Women’s Open & Youth (Under 18’s) competitors
Wave 2. 2pm-5pm
Men’s Advanced, Intermediate, Beginner, Master (40+ Yrs)
Women’s Advanced, Intermediate, Beginner, Master (40+ Yrs)
Process
Create your first Session as per the categories above, Title - Wave 1. Men’s Open.
In the Description, add in the category information: e.g Boulder grade V8+ and any important information.
Add in Date, Time & Duration as per the wave example above.
Category: Select the Category title assigned e.g. Climbing Competitions
Sub Category: Select the Sub Category title assigned e.g. Bouldering Competition
Class Type: Select the Class Type assigned e.g. “Crush It”
Age groups restriction - Set the Age restriction as per requirements e.g. 18+
Complete the Session creation as per the requirements of the Competition.
Preview and Create
Following the same Process, complete the remainder of your Bracket Sessions.
Produce Early Bird Discounts (if applicable)
navigation: Products > Discounts
If you wish to offer an early Bird discount to incentivize people to sign up early, or a members only discount this is the process.
Steps:
Give the Discount an appropriate name, so it is clear in your reporting
Decide if member’s gain a discount, if so toggle it on and choose the required subscription types to auto active the discount.
If you select a members benefit, and you wish to have an early bird discount for all climbers, we recommend creating a second discount with a new name.
Decide if the benefit is stack-able with other members benefit discounts
Create a Discount Code, keep the code short and relevant.
This will be required for non member benefit discounts
Define the discount type % or amount.
Global usage limit. Recommended to be unlimited
Usage per customer. Recommended to be unlimited to allow families/coaches to book entries for multiple participants
Applies to. Set this as Specific Items.
Select the Class style as the Competition e.g.: Crush It Boulder Comp
Eligibility: recommended to be everyone, unless you want to inceltivize first timers at the facility
Discount Period. Define the validity of the Discount.
Status. Active
Save your work!
Widget Creation
navigation: Settings > Widgets
With this step you will build out all the Widgets for each Bracket and then copy the code into your website.
Process
Define the iFrame Name - Give it a full name based on the Competition and Bracket you are building.
Select the “Show All Sessions” in the Select iFrame Widget dropdown
Enter your gyms website to gain the formatting stylesheet
Decide if you want the Header, Footer and Filters present in the widget.
Pre-Filtered View: Toggle this to Yes
Select the Location
Select the Studio space
Select the Class Type e.g.: Crush it
Skip Instructor & Peak/Off Peak - these will not be required for this example
Select the date the Competition is on.
Click “Update”
Review the Widget created, as you can see the work done earlier on in Categories, Type and Sessions gives you a clear defined booking Widget.
Copy the Code, and insert it into your website!
Create a ‘day of’ entry product
Navigation: Products > Passes & Subscriptions > Create New
Product Setup
In the Basic Settings give the new Entry type a title, e.g.: Competitions
Add in a Description
Skip Additional Settings
Publishing options. This will be set after you setup your POS, leave blank for time being
Create
Add New Price Option
Sidebar window Pop out - Create new pricing option
Title - Add in the first bracket for Wave 1. e.g.: Female Beginner
Description
Price - imput the day entry price and select Pass
Membership runs: Enter 1, as it is a one day pass and select Day
Skip down to Usage.
Assign Specific credits: Toggle to Off, and imput 1 credit and select Passes.
Pricing option Status: Active!
Skip down to Restrictions.
Location: If you are a multi-site, restrict it to the location the Competition is taking place in.
Age Restriction: Restrict by your brackets requirements
Create New!
Repeat the steps above till your brackets are completed.
POS Setup
Navigation: Products > Passes & Subscriptions > Create New
In the Basic Settings give the new Entry type a title, e.g.: Competitions
Select the Location for the POS screen setup
Select + Add Section and give it a Title e.g.: Competition Day
Select + Add Products
In the drop down select the new Pass e.g.: Competitions - Female Beginner and all passes that are included in the wave 1.
Repeat steps 3-5 till the Wave 2 entrants are complete.
Setup the Date for your Product
Navigation: Products > Passes & Subscriptions > Edit the Competition Product type
Select the Cog Icon and Edit, to edit the Competition pass you created earlier
Publishing options. Set this as the Date of the Competition to prevent any purchases before the day of the Competition.
Save pack Changes.
Communicate with your Customers!
Emails, Posters, front desk discussions, talk to everyone and promote your comp!
Run Check in
Navigation: CheckIns
This is the final and easy step! Check-in on competition day is an easy and simple step.
Search for the customers name
Check they have the waivers and / or Competencies required for your gym’s entry
View the Upcoming Sessions
Select the Competition Check In button!
Done!
Have a Great Comp!