Page Comparison

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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 their arrival on site or prior to fulfilling their product? Questions to consider include:

  1. Do you need photos and or waivers to be updated prior to printing season passes? Use Arrival to capture photos of guests or obtain signatures for waivers.

  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.

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• Arrival was developed to determine which tasks a guest 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

When determining which products will be utilizing Arrival, review your RTP|One waiver and product configuration.

• Ensure your fulfillment business rules align with the state the Arrival API expects orders to be in to drive various behavior.

  1. For orders to be in a state where they can be “checked-in” (i.e. to have guests complete waivers and profiles), they should be open order lines or transaction lines. Posted, canceled, and returned order lines will be omitted.

  2. For orders to be in a state where they can be “picked up” (i.e. a QR code is provided for printing access products), items must be auto-fulfilled or a transaction. Open order lines cannot be printed on either device (Ski Data or Axess PUBs).  

  3. Ensure waivers are added to product components. Record the waiver ID and work with your Aspenware Representative to add it to the planning document.

• 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. See Configuration: Pickup Boxes (PUBS) for more information.

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

  If photo is required before a

  1. The customer must have active, unprinted pass media.

     1. Note: Potentially a proc update could remove the unprinted requirement but a request to your Aspenware representative would need to be submitted.

  2. 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.

  3. 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.

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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 at support@aspenware.com to be set up 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. Configure this setting for Rental Profile, Child Registration Profile, and for Photo. If you set “Rental Profile” to 365 days for example, a guest will not have to complete a rental profile if they already have one that is less than 365 days old. But they will be given the option to update their profile if they wish.

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• 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. External Waiver ID: This field is for 1Risk waivers only. See 1Risk Waivers for Arrival for more information about this feature.

           1. If not using a 1Risk waiver, leave the field blank.

           2. If using a 1Risk waiver, input the 1RiskID of the waiver provided by 1Risk.

        3. 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.

        4. 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 expiration 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 expiration dates. This is a way to require a new waiver be signed for each product date. If used, the 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 will 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 mismatch 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.

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

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

        6. Expiration Date: This sets the expiration date for the waiver in RTP|One. The date the signed waiver is effective until.

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

        7. 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 expiration 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.

           3. Often resorts will set the validation date as the same as the "expiration date" for season-long waivers.

           4. IMPORTANT: Ensure there is not a mismatch 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, determines the list of guests to email that has unsigned waivers to complete keys off the validation date set up 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.

        8. 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.

        9. Custom Comment:This field gives the 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.

        10. 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.

• Create a New Activity

  1. Navigate to the Activities tab in Arrival Admin.

  2. To create a new activity, do not check any of the existing Activities in the list and configure a new activity by adding the following fields in the Add New Activity area:

     1. Name: The name input here will be displayed to guests so they know which activity they are completing.

     2. Age Min: (Optional) Adding a minimum age restricts which guests can be selected to check in for this specific Activity. If a guest is younger than the specified age, then they cannot be selected on the Activity page and will be unable to complete any Tasks associated with the Activity.

     3. Age Max: (Optional) Adding a maximum age restricts which guests can be selected to check in for this specific Activity. If a guest is older than the specified age, then they cannot be selected on the Activity page and will be unable to complete any Tasks associated with the Activity.

     4. Image Url: The URL for the image that will appear on the Activity page in conjunction with the Activity. Recommended dimensions are at least 1400x900 but must be under 270KB in file size.

  3. Click the ADD ACTIVITY and scroll up to the Activity List to find the newly created Activity to edit/add Tasks.

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

• General

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	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.	Image Added
Welcome Page Logo Width

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	Adjusts the size of your logo image.	Image Added
Favicon Image URL

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

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Fonts

Page Loader Primary Color	Loading animation’s outer color.	Image Added
Page Loader Secondary Color	Loading animation’s inner color.	Image Added

• Buttons

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• Footer

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• Media Card

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

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	If using an image do not set a color.	Image Added
Background URL

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7. Set Up Admin Users (Optional)

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• 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 for Skiosk PUBs.

     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.

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• Include Printable media:

  1. Selecting this will have the report include information for guests that have a printable media product purchased and has not yet been printed in RTP|One. Once logged in to Arrival, guests will see a QR code on their account that can be scanned at PUBs for printing.

  2. Deselecting this will omit guests who only have outstanding printable media and will only generate information on guests who have outstanding tasks based on the POS Location and date range selected.

• Includes Details: Deselecting this will generate a Standard Report and selecting this will generate a Detailed Report.

  1. Standard Report: Attached below is an example of Arrival’s standard report with descriptions of the data each column is generating. It is recommended to use this report as the distribution list to send to customers. Displays the head of household’s contact details if the head of household or anyone in the household in RTP|One requires a task to be completed with a matching task at this Arrival Location.

  2. Details Report: Attached below is an example of Arrival’s Details Report with descriptions of the data each column is generating. It is recommended to use this report for data validation and not as a distribution list to send to guests. Displays the head of household’s contact details AND the household participant’s details if the head of household or household in RTP|One requires a task to be completed with a matching task at this Arrival Location.

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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.

• 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.

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• Arrival will display a QR Code of each family member’s IPCodes, which will be able to be scanned at the PUB for pass media pickup. Only family members with pass media to pickup will be displayed in Arrival.

• QR Codes will only display if:

  1. Pass Media is in an RTP|One Sales Transaction (either directly or as part of auto-fulfilled order line);

  2. The media Product Header in RTP|One has “Axess Print on PUB” 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.

Skidata Skiosk Approach:

• 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 “SkiData Print on PUB” 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

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