Configuration: Subscriptions

Setup Checklist

This section is a comprehensive and high level summary of all tasks and prerequisites required for this feature to function properly. This section is purposed for use after an administrator is familiar with configuring this feature as an “audit” checklist. For detailed set-up instructions, jump down to “Prerequisite Tasks” and “Detailed Setup Guide” and then follow up with this checklist to ensure all steps are completed.

Prerequisite Tasks

This section describes all requirements that must be completed before you can begin setting up this feature. Once these tasks are complete continue to the next section.

POS Tasks

Work with your Aspenware Representative on this RTP|One Pre-work to make sure all necessary parts are configured. 

1. Set up Subscription Product Headers and Hotlists

• Configure subscription product headers in RTP|One as simple products that contain a single access component. Because these are ongoing charges that are triggered from the Aspenware Commerce subscription tool to Payeezy or Square, the only charge that will be reconciled to RTP|One is the first deposit charge paid when the order is first placed. Subsequent monthly charges are not sent back to RTP|One.  Therefore, the product pricing setup in RTP|One is very simple.    

• Configure two hotlists in RTP|One. When a charge fails, or when membership is frozen or canceled, subscription access is hotlisted with either the Cancel or Freeze hotlist, depending on the reason. Hotlists are also removed when subscription statuses go back to “active.”

• Configure subscription product headers with access.

• Set up Freeze hotlist 

• Set up Cancel hotlist 

2. (Optional) Set up Validated Customer Procedure

Commerce offers resorts the option to allow guests who are subscribers to be eligible to redeem free or steeply discounted products that they must redeem online, in advance, to “reserve” their spot. If your resort subscription is set up this way, work with your Aspenware representative to map a strategy of creating redemption products in both RTP|One and in Aspenware Commerce that “validate” only customers who have active subscription access (not hotlisted) are able to check out with these free “reservation products.” They will work with you to create a custom validated customer procedure that can be set up to work for online and in-person reservations. Aspenware can also add additional restrictions to this validation, examples we’ve set up in the past include, only allow a subscriber to reserve a single product type per day so that subscribers don’t over-consume inventory. They will also work with you on rules and guidelines for creating these validation product headers in RTP|One and Aspenware Commerce. Considerations include:

• Validated Customer Procedure - Like validated prompt but allows restriction on assignment. These require custom SQL and Aspenware support.

  • Custom configuration can be added to the RTP|One stored procedure that prevents assigning the same person the same product type on the same day in subsequent orders.

    • If taking advantage of this rule, may need to add a rule to product headers.

  • Can be built in a way to use onsite

• Redemption product header creation may be required  (for onsite redemption, add the same validated customer procedure as used online.)

Infrastructure Tasks

• Infrastructure Task that must be completed first. Remove section if not required

Commerce Tasks

• AW Commerce task that must be completed first

Settings, Language Strings and/or HTML Widgets for this Feature

This feature may require updates to the following settings, language strings and/or HTML Widgets. Learn more about how to update and create Settings, Language Strings, and HTML widgets follow the links to the respective section.

Settings

• AW Commerce Settings that must first be completed

Language Strings

• AW Commerce Language Strings that must first be completed

HTML Widgets

• AW Commerce HTML Widgets that must first be completed

Detailed Setup Guide

1. Step 1 Header

2. Step 2 Header

1. Step 1 Header

• First bullet should provide navigation instructions i.e. Catalog >Attributes >Product attributes

  1. Sub-bullet for step 1. Every step and click should be detailed so that someone could follow with little prior experience.

     1. Sub-bullet for step a. Include screenshots of the step and use skitch to mark up screenshots. It can be downloaded here: https://www.techspot.com/downloads/5705-skitch.html

 Example of content within a section

• From the Aspenware Commerce Plugins>Age Range page in Admin, click View Add Range Types in the upper right corner.

• Click Add Age Range Type.

• Enter a name and description for the age range type.

• To set the date used to compare the customer’s age to the required age range, select:

  1. Calculate from Trip Start (this age range type is likely already configured), or 

  2. Calculate from Today’s Date (age range based on purchase date), or

  3. Specify the Calculation Start Date; the customer’s age on this date will be used to determine if they are eligible for the product based on the age ranges

• Click Add.

• Age Range Types can be edited and inactivated, but they cannot be hard deleted without contacting Aspenware. 

• Age Range types that are set to Calculate from Trip Start or Today’s Date will never need to be edited, unless you would like to edit the name. Age Range Types that are calculated from a fixed date however, will need to be edited each year to adjust for the current year.

 

Hint: Age Range Types should also be adjusted year over year. If age ranges are calculated based on Trip Start, then they will not need to be updated.

Once completed for all required age range types move on to create Age Range.

2. Step 2 Header

• First bullet should provide navigation instructions i.e. Catalog >Attributes >Product attributes

  1. Sub-bullet for step 1

     1. Sub-bullet for step a

DELETE CONTENT AFTER THIS LINE

go to the Glossary page and add the key terms Excerpt Include that you added for your configuration guide.

How-to Guide of this page can be found here: [Internal] Configuration page Setup Guide

Real Example of this page can be found here: https://aspenware.atlassian.net/wiki/spaces/DB/pages/edit-v2/1037172926