Your First Days of using BETA | The Onboarding Process

Just switched to BETA? Welcome to the BETAverse!

This guide is here to support you during your first few days with the system. It’s focused on helping you troubleshoot and navigate common questions that may come up right after launch.

Attention: This is a comprehensive overview. For step-by-step instructions on the Onboarding Process, please refer to your dedicated onboarding document.

We are here to help! If you need personalized support, we’re here to make the transition as smooth as possible. Please contact the BETA team on your dedicated support channel and an onboarding specialist will get back to you as soon as possible.

⤷ Visitors: What to communicate with your climbers

› The BETA app

The BETA Climber’s App makes it easy for climbers to manage their account at your gym.

Check in to the gym, sign forms, book events & courses, view their passes or memberships, and track their visits — all from their phone.

The BETA app is available for download on both Apple & Google Play Stores.

Check in a climber via the BETA app:

Did you know, you can send a pre-filled form link to a profile?

› Duplicated profiles: cleaning up after migration

If a climber registers with different details, such as variations in their name, surname, email, or date of birth, BETA will create multiple profiles for the same individual. Additionally, with the migration of profiles and their data, there might be some cleaning up to do. You might see profiles with themselves as family members — these profiles need to be merged.

To address this, you can merge duplicate profiles into a single one — this needs to be done at the desk. So please direct your climbers to the desk with any app issues.

Please note that merging profiles is a permanent and irreversible action. Once merged, all associated data, such as forms, passes, and payment methods, will be consolidated under one profile. Make sure you merge all secondary accounts to the main/initial account rather than the other way around!

Need to merge visitor accounts?

How to share a BETA from the App:

Learn more about visitors’ accounts:

⤷ Your gym’s internal operations

› Get your staff trained

Access all BETA training videos:

› Widgets & Your Online Customer Experience

In BETA, Widgets are modular tools that allow you to embed key functionality directly into your website including booking events, purchasing passes and gift cards, filling out forms, and logging into member accounts.

Widgets ensure that your climbers interact directly with BETA for all online activity.

Ready to generate your widgets?

› Update Old Links

ATTENTION: Any links directing customers to the old system need to be updated to point to your BETA widgets. If you’re unsure about where your old links might still exist, we recommend doing a quick audit of your website, social channels, and printed materials around your gym.

Once your go-live date has passed, no further data can be migrated.
Double-check that all links now point to BETA to ensure a consistent customer experience.

To avoid confusion and ensure a smooth experience for your customers, it’s essential that all links and references to your previous software are fully removed. This includes:

Digital Platforms

• Your website (event pages, booking buttons, member logins)

• Social media bios (Instagram, Facebook, TikTok, etc.)

• Social media posts with old links

• Google Business Profile (website or booking link)

• Email newsletter templates, and other template in other software you might use

Printed Materials

• Posters or signage with QR codes or URLs

• Flyers or handouts

• Waivers or printed forms with link references

• Gift cards or vouchers with outdated redemption links

Other Common Areas

• Staff training documents or internal manuals

• Digital signage or kiosks in your facility

• Partner or affiliate websites linking to your old system

• Blogs or news articles you’ve published with outdated booking links

• Any special school/training groups with a dedicated URL

› Connect Terminal/s to you Point of Sale (POS)

If you are using an integrated Terminal Provider, connecting a terminal to the BETA Point of Sale (POS) system is essential for enabling secure, real-time payment processing at checkout. Depending on your chosen payment provider, this setup can vary.

Before connecting your terminal to the BETA POS ensure it’s connected to your payment provider. Depending on your chosen payment provider, this setup can vary.

This integration ensures a seamless transaction experience for staff as well as customers.

Gain an in-depth understanding of the BETA POS:

› Opening and Closing a Till

Tills can be configured for each workstation, or terminal/cash drawer. This ensures separate money tracking across all stations, making it easier to reconcile at the end of the day.

The Cash Counter is built into the till opening and closing pages for easy cash counting.

Enable settings to require till selection and cash balancing in your POS:

⤷ Additional Services offered by BETA

BETA is designed to grow with your gym. We offer a range of features and services that expand based on the tier you're on, including access to advanced tools, automations, transactional emails, and inbuilt BI and Reporting.

If you're not sure what’s included in your current Tier, reach out to our team for a feature overview, or refer to BETA’s website.

If you're on a custom or higher-tier plan, you'll gain access to additional functionality tailored to your gym's specific needs, whether that's a custom whitelabel app, or other software services you require.

At the core of BETA is a powerful reporting and insights engine. As you become more familiar with the platform, you'll be able to explore detailed data around member activity, sales performance, event participation, and more.

FAQs

Still Lost? We’ve got you covered!

Use the search box on the main Help to search the entire list of available help guides, or drop your question in the Support Chat!