Page Comparison

Setup Checklist

Prerequisite Tasks

General Tasks

Determine Arrival Strategy

Work with your Aspenware Representative to determine how Arrival will best be structured to meet the needs of your resort. Consider the following components.

Locations Overview

Locations are used to determine which activities guests will be completing. All Arrival implementations must include ONE default location, which is the Location used when navigating directly to your Arrival URL (e.g. http://arrival.yourresort.com/home ). Other (non-default) Locations are accessed by navigating to directories within your Resort’s Arrival URL (e.g. http://arrival.yourresort.com/mss-youth ).

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• How many Locations will you have? Remember a Location doesn’t have to be a physical location - for example your transaction-driven flows could all be linked to a “purchases” location.

• Which Locations will be transaction vs location-driven?

• For location-driven setup, determine which steps will be offered and which steps will be required.

• Which guest types will you need to “follow up with” prior to them arriving on site or prior to fulfilling their product? Questions to ponder include:

  1. Do you need photos and or waivers to be updated prior to printing season passes? Use Arrival to capture photos for guests with missing information.

  2. Which of your booking systems can’t capture waivers, child registration, rental profiles, and photo? Consider how Arrival can be set up to capture this data prior to these guests' arrival. (e.g., Lodging guests that need to fill out waivers for their package ski products.)

  3. Are there steps you can remove from online check-out flows in favor of capturing this information in a pre-arrival flow instead? Making checkout faster and easier helps conversion rates.

  4. Do you want guests to “review” data they entered prior to their arrival? (e.g., Do they need to confirm their rental profile or child registration profile?)

• How far in advance of the product date do you want to follow up with guests to complete arrival information?

• What will be your default location? Although not required, Aspenware highly recommends your default location be set up with the transaction-driven configuration.

Activities Overview

Once a determination has been made about what the configurations will be and which Locations will be set up for Arrival, map activities to locations. For transaction-driven flows, create a single activity configured with many tasks and map it to the online location (i.e. POS Transactions Location). In this flow, tasks associated with that Activity will only be triggered if the guest has an order that requires those tasks be completed or confirmed and they are missing the information on their profile or a member of their household’s profile.

Tasks Overview

As part of determining Arrival configurations, your Aspenware Representative will work with you to define how the following tasks will be folded into your Arrival Strategy and mapped to your various Locations and Activities.

• Photo Upload

• Child Registration Profile

• Rental Profile

• Waivers

POS Tasks

• Arrival was developed to determine which tasks a guests needs to complete based on standard RTP|One product component configuration. Aspenware developed a custom order and transaction query that searches RTP|One for upcoming orders and transactions associated with the guest's RTP|One customer record. Outstanding tasks that still need to be completed will be eligible for completion in Arrival. However, the guest can only complete these tasks if they navigate to an Arrival location that also has the task configured. See Detailed Setup below for detailed steps to configure this in Arrival Admin. Work with your Aspenware Representative in order to install these four custom stored procedures in your RTP|One and RTP|OneTEST databases. The following stored procedures must be created in both Test and Production databases to query orders and transactions and enable Arrival reporting to function:

  1. AW_proc_publicGetArrivalsChildRegistrationValidationByIPCode

  2. AW_proc_publicGetArrivalsImageAndPrintableMediaByIPCode

  3. AW_proc_publicGetArrivalsRentalProfileValidationByIPCode

  4. AW_proc_publicGetCustomerAuthorizationValidationByIPCode

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• Ensure a “Pickup on PUB” rule is created in RTP|One to allow media to print at PUBs. Ensure the “Pickup on PUB” rule is added to PHCs in RTP|One for which media can be printed at the PUB using the QR code presented in Arrival.

• Determine if you will require a photo for printing pass media.

  1. If photo is required before a guest can print their media, ensure pass media components OR product component rules are configured with the required image setting when needed.

  2. If photo is not required before a guest can print their media, then opt to use the rule on the product component rather than pass media rule. To configure this, you can make a product component rule in RTP|One admin where the rule name and keyword is "IMAGEREQUIRED" and add that to components where you want to require a photo when they're sold to the guest. This is used if you want to require a photo on a component that is not a pass media component, while on a pass media component you can just check the "Image Required" box.

• Ensure your product components require a Rental profile when needed. Aspenware requires that RTP|One configuration setup has a product component rule in RTP|One admin where the rule name and keyword is "RENTALPROFILEREQUIRED".

• Ensure your product components require a Child Registration profile when needed. Aspenware requires that RTP|One configuration setup has a product component rule in RTP|One admin where the rule name and keyword is "CHILDREGPROFILEREQUIRED".

Infrastructure Tasks

• Work with your Aspenware Representative to implement Identity and to create the Azure application services required for Arrival.

Detailed Arrival Setup Guide

The following steps will need to be completed in Arrival Administration. To access Arrival Administration, simply go to <arrival.yourresort.com>/admin. If you do not have Admin access, contact your Aspenware Representative to be setup as an admin

1. Set Up Task Type

2. Set Up Tasks

3. Set Up Activities

4. Set Up Locations

5. Update Language Strings

6. Update Theme

7. Set Up Admin Users (Optional)

8. Configure Export List of Eligible Customers for Email (Optional)

9. Configure Report for Missing Profile (Optional)

10. Configure API Tab

11. Ensure Arrival QR Codes Are Aligned With Pick up Box Approach

12. Configure Collections Tab

13. Set Up Custom Analytics (Optional)

1. Set Up Task Type

Arrival comes pre-configured with task types. However, you can determine the validity duration for each of the task types (child registration, rental profile, and photo upload) You can configure how new (based on UpdateDate in RTP|One) a profile must be in order for Arrival to recognize that the task has already been completed.

• Navigate to Arrival Admin > Task Types.

• Select the task you’d like to update.

• Enter the Effective Days value. For example, if you set “Rental Profile” to 365 days, a guest will not have to complete a rental profile if they already have one that is less than 365 days old. They will be given the option to update their profile, if they wish.

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2. Set Up Tasks

Start by configuring Tasks which will later be mapped to Activities. Activities will then be mapped to Locations.

• Navigate to the Tasks tab in Arrival Admin.

• To create a new task, do not check any of the existing tasks in the list and configure a new task by adding the following fields in the Add New Task area:

  1. Name:This is the task name that will display to guests on the site.

  2. Minimum Age: Optionally limit guests who should be prompted to complete this task based on their age. This defines the youngest age a guest could be to be prompted to complete this task if configured.

  3. Maximum Age: Optionally limit guests who should be prompted to complete this task based on their age. This defines the oldest age a guest could be to be prompted to complete this task if configured.

  4. Is Optional: Toggle FALSE to make this task required. For example, in an online location using the transaction-driven flow, you may want to set a task to optional since all guests may not be present when the head of household is checking in. For a physical location using the location-driven flow, you may want to set a task to required since all guests will need to complete the task prior to starting their activity.

  5. Task Type: Choose from the four available task types (Waiver, Rental Profile, Photo, Child Registration)

     1. If Task Type= Waiver, enter the following:

        1. POS Waiver ID: Enter the corresponding authorization code from RTP|One.

        2. Select to Consolidate Waiver: If activated, each required waiver will show in a consolidated view, so the logged-in user will be able to sign all waivers for all members in their family that require that specific waiver at one time.  If there are any waivers that are not eligible for consolidation, those waivers will be presented for each member to sign separately.

        3. One Day Waiver: If toggled on, this setting will always use the current date to determine validity. Arrival will check RTP|One for a corresponding authorization record. If one exists, Arrival will check if today’s date falls between the start and end effective dates of the waiver for that customer for that waiver in RTP|One. This setting should be used if the RTP|One product sets RTP waivers to be the product date as the start and end effective dates. This is a way to require a new waiver be signed for each product date. If used, validation date setup should match RTP|One authorization setup for the corresponding waiver.

           1. If outside of the date range, Arrival will determine the guest does not have a valid waiver, and prompt the guest to sign a new waiver.

           2. If inside the date range, Arrival will determine the guest does have a valid waiver, and will not prompt the guest to sign a new waiver.

           3. IMPORTANT: Ensure there is not a mis-match of Validation Date configuration across Arrival and RTP|One Authorization configuration. A mismatch could result in guests being emailed that they have a waiver to complete that they have already signed, or vice versa.

        4. Start Effective Date: This sets the start effective date for the waiver in RTP|One. The date the signed waiver is effective from.

           1. IMPORTANT: Ensure there is not a mismatch of Start Effective Date configuration across Arrival, RTP|One Authorization configuration, and Commerce waiver configuration.

        5. End Effective Date: This sets the end effective date for the waiver in RTP|One. The date the signed waiver is effective until.

           1. IMPORTANT: Ensure there is not a mismatch of End Effective Date configuration across Arrival, RTP|One Authorization configuration, and Commerce waiver configuration.

        6. Validation Date:  This date is used to determine validity.

           1. Arrival will check RTP|One for a corresponding authorization record. If one exists, Arrival will check if the Validation date set in Arrival falls between the start and end effective dates of the waiver for that customer for that waiver in RTP|One.

              1. If outside of the date range, Arrival will determine the guest does not have a valid waiver, and prompt the guest to sign a new waiver.

              2. If inside the date range, Arrival will determine the guest does have a valid waiver, and will not prompt the guest to sign a new waiver.

           2. This field should be left blank if you toggle “One Day Waiver” on. Often resorts will set the validation date as the same as the "end effective date" for season long waivers.

           3. IMPORTANT: Ensure there is not a mis-match of Validation Date configuration across Arrival and RTP|One Authorization configuration. A mismatch could result in guests being emailed that they have a waiver to complete that they have already signed, or vice versa. The arrival export, which determines the list of guests to email that have unsigned waivers to complete keys off the validation date setup on the waiver in RTP|One, while Arrival determines whether a waiver task is needed for a guest once they login to Arrival based on the validation date configured on the waiver task in Arrival.

        7. Signer validation: At least one of the following must be configured, but can more than one or all can be set.

           1. Enable Agree Checkbox: If checked, the guest will need to check to agree to the waiver and will be stored in RTP|One that the guest checked to agree to the waiver.

           2. Enable Text Signature: If checked, the guest will need to type the name of the signed-in user, and it will be stored in RTP|One that the guest typed X name to agree to the waiver.

           3. Enable Wet Signature: If checked, the guest can “ink” their signature, and the image of the signature will be stored in RTP|One. NOTE: This option requires RTP2016 or later.

        8. Custom Comment:This field gives an option to populate the comment box in RTP|One’s Authorization profile. Can be used with tokens {Signer}, {SignedDate}, {BrowserName}, {BrowserVersion} to provide who signed, on what date, with what browser, and what browser version.

        9. For waivers, the exact HTML that a guest sees through Arrival will be saved in the profile text in the authorization record in RTP|One.

• Select UPDATE TASK when complete.

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3. Set Up Activities

Once Tasks are set up, Activities are used to assign one or more Tasks to an Activity.

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• Add Tasks to a New Activity

  1. Go to the Activities tab in Arrival Admin.

  2. In the Activities List section, click the checkbox next to the desired Activity.

  3. Scroll down to the Link Tasks section.

  4. Choose a Task: Click here and select a Task to add to this Activity.

  5. Click LINK TASK to add the selected task to the Activity.

• Multiple tasks can be added via the steps above, or a task can be removed here by clicking the red trash can icon next to the task.

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4. Set Up Location(s)

Once you have completed Task and Activity configuration, you are ready to configure Locations.

• Go to the Locations tab in Arrival Admin.

• To create a new location, do not check any of the existing locations in the list and configure a new location by adding the following fields in the Add New Location area:

  1. Location Name:This name will display to guests on the site. This name will also be included in the directory within the URL. A '-' will substitute any space in the location name. (e.g. If the location name is Ski School the url will be http://arrival.yourresort.com/ski-school )

  2. Description: This isused for internal organization. This description will not display to guests.

  3. Is Enabled: This is equivalent to “publishing” the location. When selected, guests will be able to navigate to the Location URL.

  4. Is Default:When selected, this location will be your default location.

     1. IMPORTANT: Only one Location can be configured as the default Location. This is the location that will be loaded for /home.

  5. Is Edit Profile Location: When this is selected, this Location will be your “Edit Profile” location. This Location is designed to allow guests to update tasks they have already completed. For example, you can configure rental profiles and child registration tasks at this Location to allow guests to update these profiles even after they have valid profiles. Guests will have the option to navigate to this “Edit Profile” Location after completing check-in from a Location using the POS transaction-driven configuration.

     1. NOTE: This configuration is optional for your resort. A max of one Location can be configured as the Edit Profile location. On the POS location URL, the edit profile button will only appear once all “POS” tasks displayed have been completed for all family members.

  6. Use POS Transactions (RTP):When this is selected, this Location will function based on RTP|One orders and transactions, driving tasks off of incomplete steps for orders for the household in RTP|One. If unselected, this Location will follow the location-driven configuration outlined in the Locations Overview section of this document above.

  7. Check in Complete Text:This is the messaging the guest will see once the guest has completed all required steps for this Location.

     1. NOTE: HTML is supported, but should be limited to the standard text where possible (H1, H2, H3, P, UL, LI). While image tags are supported, special precautions should be taken to avoid breaking the responsive nature of the site across devices.

  8. Default Activity: The default activity is the activity used to create check-in tasks for this particular Location. For a POS transaction location, only tasks that are added to this default activity will be presented to the user, even if RTP|One is indicating that additional info is required. For example: If RTP|One is indicating that the guest requires waiver #999 but that waiver is not created as a task and assigned to the default activity, the user will not be asked to sign the waiver in Arrival.

     1. POS Transaction (transaction-driven) Location: Only the default activity is used for check-in at this time. In a future version, additional linked activities can be used to generate tasks and the order of assigned activities does not matter. Regardless, one must be selected as default for Arrival to function properly.

     2. Non-POS (location-driven) Location: Only the default activity is used for check-in at this time. All other linked activities are ignored. In the future, all Locations will offer guests the ability to check in for one or more activities.

  9. Assign Activities:The default activity must also be assigned to the Location.

     1. Select your Location and in the column on the right, select the drop-down under Link Activities.

     2. Select the Activity to assign to the Location.

     3. Click LINK ACTIVITY.

     4. Future versions of Arrival will support multiple Activities per location.

• Once complete, select UPDATE LOCATION.

• Once a Location is added, select the checkbox next to the desired Location to view and/or edit the Location.

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5. Update Language Strings

All sitewide language strings are configured under the Language Settings tab. Language settings are grouped by page they display on.

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• BLE Connect: This is only used for resorts that have BLE scanning activated at their resort.

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6. Update Theme

All sitewide theme settings are configured under the Theme Settings tab.

• General

  1. Logo URL: Add a URL to the image you’d like to display on the welcome screen. Typically this is an image of your resort’s logo. Image recommendation is 256 pixels wide. The height can vary based on the standard proportion of your logo. SVG file types are preferred, but PNG works as well.

  2. Welcome Page Logo Width: This is used to adjust the size of your logo image.

  3. Favicon Image URL:Add URL to the Favicon logo you would like to use.

  4. Background Image: Add a URL to the image you’d like to display as your background image. Image recommendation is 1920x1080 pixels and 270 KB.

  5. Overlay Welcome Background with dark gradient: This allows a gradient overlay on the background. Choose between dark, light, or none.

  6. Show Application Title as Image:Select this to display an image as your application title. If this is deselected, the Title language string under Application Header will display.

  7. Application Title Image URL:Add a URL to the image you’d like to display as your application title. This will only display if the Show Application Title as Image setting is selected. Can be used if your resort has a branding image for Arrival.

  8. Welcome page Arrival Title Width:This is used to adjust the size of your Title image.

• Fonts

  1. Primary Font Color:Update the color of the font that is used on the site.

  2. Primary Font Weight: Update the weight of the font used on the site.

• Buttons

  1. Primary Button Background color: Update the color used on primary buttons.

  2. Primary Button Text Color:Update the color of the primary button text.

  3. Secondary Button Background color:Updatecolor used on secondary buttons.

  4. Secondary Button Text Color:Update the color of the secondary button text.

• Footer

  1. Background Color:Update the background color of the footer. Can be entered using RGB, HSL, or HEX values.

  2. Footer Background Image:Add a URL to the image you’d like to display in the footer.

  3. Background Opacity:Change the opacity of the footer gradient overlay.

  4. Border Color:Update the color of the border used in the footer.

  5. Text Color:Update the color of the font used in the footer.

• Media Card

• Sidebar:If a guest is on desktop view, the sidebar appears and can be configured with a background image or just a color.

  

• Background Color: If using an image do not set a color.

• Background URL: This is the background image on the application sidebar.

• Background Opacity: If using a Background image, set the opacity on the application sidebar so that text can appear as legible.

7. Set Up Admin Users (Optional)

Arrival gives you the option to grant individual email accounts Admin rights, or an entire email domain. The email used to sign in by the user will determine whether they have admin rights or not.

• To add a single email, enter the full email address of the desired user under Add New Emailon the left side of the page.

• To add an entire domain, enter the desired domain (everything after “@” in the email address) under Add New Domainon the right side of the page.

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8. Update Arrival Settings

Go to the General Tab to set up Arrival site-wide settings. The following can be edited:

• Display External Order ID as QR Code: This is used to display a QR code to the guest on the home page of any POS transaction location.

  1. Deselecting this will set the RTP|One IP code as the QR code.

  2. Selecting this will set the QR code on the arrival screen to the External Order ID. Presently this is required for resorts using SkiData.

     1. NOTE: Guests who did not purchase through the online sales channel will not have a QR code to display as one does not exist.

• Google analytics tag id: Input your GTM code here to track Arrival actions via GA. The ID must start with "GTM". While this GTM ID does need to be updated, you will also need to configure your Google Tag Manager environment to match the documented guidelines for how to set up tags, triggers, and variables to actually track data. https://hub.aspenware.net/main/Google-Analytics-for-Identity.2046918847.html

• Resort codes: Optional. This can be entered to filter Arrival’s order/transaction search in RTP|One. This can be useful if RTP|One is shared amongst several resorts or if there is a need to filter out specific orders/transactions. The Value input is the RTP|One’s Business Unit (resort) settings.

• Resort group codes: Optional for the same uses as resort codes. The Value input is RTP|One's Business Group.

• Sales locations ids: Optional for the same uses as resort codes. The Value input is RTP|One's Location ID.

• Pass Check POS Location Id: Refer to the https://hub.aspenware.net/main/Configuration:-Pass-Checker.1502838928.html for details on configuring Pass Checker in Arrival. This setting serves as a default lift or access point that passes will be validated against in the instance that additional “accesslocations” are not defined within the “Collections” admin area.

8. Configure Export List of Eligible Customers for Email (Optional)

Arrival offers the ability to generate a list of customers that are eligible to check-in on Arrival. This is designed to be able to be generated once daily at a planned time and can be used to generate email lists for external email and CRM systems to send notifications to guests, either via manual list uploads or through our API integration if your CRM supports the Arrival API integration.

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• Because the list is pre-processed, any changes in the list that happen after it is generated will not be accounted for throughout the day. For example, if the file is generated at 5am and emails are sent out at 5:30am, it is possible that a guest’s tasks to complete or media to pick up may have changed either due to them completing those tasks or something changing in RTP|One like a transaction being returned.

9. Configure Reporting Tab (Optional)

The Reporting tab is used to export a csv or json file that generates guest information from RTP|One to be used for emailing guests with missing profile information needed prior to their activity start.

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10. Configure API Tab

Arrival’s API tab is used to export guest information from RTP|One to your CRM tool and the API is available to any CRM that develops the capability to call the data. Your CRM does not need to log in to Arrival as guest information is secured through an API key that can be provided to them. Once the CRM has access to the API, the CRM can configure specific parameters they call on; simply put: the CRM is able to import the guest information for the exact guests that should be emailed for Arrival tasks IF they have this specified. If they do not have anything specified when they make the API call, they receive Arrival’s default parameters; default parameters are set on Arrival’s API screen and described in this article section below.

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• API Access Keys: In order for a CRM to obtain guest information, you must provide them with an API key from this list. Copy and paste existing API keys to share with your CRM(s). If you click the red trash can icon, this will delete an existing API and would break any established connections your CRM has through that key.

• Create API Token: This generates a unique API key to call the data Arrival has obtained from RTP|One. You can create multiple API keys if you need to share with multiple systems and want to keep the keys unique. To create an API Key:

  1. Click CREATE API TOKEN.

  2. Input a Token Nickname: ie: {CRM Name}

  3. Click CREATE TOKEN.

• API Default Settings: This is the defaulted information a CRM will obtain when they call the API IF the CRM has not specified specific parameters. The two sections here function the same as the Reporting Tab’s “Begin Date” and “End Date”.

  1. Days Before Current Day: Defines the starting date the report will generate information based on the start date (product date) of an order/transaction in RTP|One. A max of 5 months in the past can be selected.

  2. Days After Current Day: Defines the ending date the report will generate information based on the start date (product) of an order/transaction in RTP|One. Any date in the future can be selected.

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• After you have updated these two fields click UPDATE DEFAULT SETTINGS and if your CRM has not specified these parameters, the next time they call on Arrival’s API they will receive guest information based on this date range.

• Available API Endpoints & Documentation: This section describes information on how to call the API and the parameters that can be specified.

11. Ensure Arrival QR Codes Are Aligned With Pick up Box Approach

QR codes will be displayed in Arrival for guests to use to pick up media at either an Axess PUB or Skidata Skiosk. Printing media requires that line items are auto-fulfilled. Open Order lines cannot be printed on either device.

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• Arrival will display QR Codes of RTP|One External Order IDs that are associated with family members who have media to pick up. (Skiosk does not support IPCodes or any other RTP|One values.)

• This will print any media in the order (even if for members outside of the family).

• QRCodes will only display if:

  1. Pass Media is in an RTP|One Sales Transaction (must be fulfilled or auto-fulfilled from an Order with an External Order ID);

  2. Product Header in RTP|One has “Pickup on Skiosk” rule added;

  3. Pass Media is not returned;

  4. Guest has an image - only if it is required by the Pass Media;

  5. Guest has completed all required waivers associated to the transaction line; and

  6. Pass Media has not already been printed.

12. Configure Collections Tab

This is leveraged with the Arrival Pass Checker Functionality and is fully detailed in the Pass Checker Configuration guide.

13. Set Up Custom Analytics (Optional)

A series of customer events are triggered when a guest takes an action. Each action is registered as single arrival_event and split out according to the task performed. This enables a record of each action taken by a user allowing the resort to collect and analyze information. Custom events show resorts exactly how many times an event was performed on the application providing powerful data that can be leveraged to best serve your customers and improve the user experience. Data can be seen via Google Analytics (legacy or the latest version 4). See a list of custom events and a snapshot of an example Google Analytics dashboard below. For more information visit the Aspenware Arrival 1.3 Release Guide.

Custom Events

• add family member

• sign waiver

• child registration

• rental profile

• add photo

• check-in complete (includes every step taken and when a guest has arrived at check-in complete page)

• edit profile (independent of purchases)

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