How to import from WodBuster into RoninBox

To import from WodBuster you don’t have to type anyone in: RoninBox downloads your members, plans, class passes, schedule, classes and bookings, shows you what it’s going to do and loads it when you confirm. It takes three steps from Gym settings ▸ Import from WodBuster, and nothing you already have in your box gets deleted.

What you need

• To be a box administrator in RoninBox. Coaches don’t see this screen.
• To log in to your WodBuster as a manager, to create an access to its data API. With the administrator role you don’t see that option.
• Your public WodBuster website (the tubox.wodbuster.com one) with the schedule published. That’s where the schedule comes from; no password needed.
• About 20 minutes. Most of it is waiting: with a thousand members, loading takes a few minutes.

Step 1: create the access in WodBuster

RoninBox reads your data with a read-only access that you create in WodBuster. You don’t give it your WodBuster password or access to your dashboard.

1. Log in to your WodBuster and open Manager ▸ API de datos (the address ends in /manager/apidatos.aspx).

2. Create a new access. Name it, for example, roninbox.

3. Check all four permissions for the access.

4. Copy the access username and password. You’ll need them in the next step.

The four permissions

Check exactly these: Atletas, Pagos, CuantoEntrenan and CuantoEnseñan. Without any one of them, the RoninBox connection test fails.

Would you rather have support do it?

If you want RoninBox support to create the access for you, give their WodBuster account the manager role. The administrator role won’t work: it doesn’t show Manager ▸ API de datos. That’s all support needs from your WodBuster.

Step 2: request the preview in RoninBox

1. Open Gym settings ▸ Import from WodBuster.

2. In WodBuster subdomain, type what comes before .wodbuster.com in your box’s address, in lowercase. For miboxcrossfit.wodbuster.com it’s miboxcrossfit.

3. In API access username and API access password, paste the username and password of the access you just created.

4. Click Test connection. If everything is fine, you’ll see «Connection successful: WodBuster accepts the login.».

5. Choose the dates in From and To. The default is the current month. The maximum is 92 days, and the end can’t be more than a month from today.

6. Click Preview. In under a minute RoninBox downloads the data and prepares the preview. The page updates on its own.

The dates only limit classes and bookings. Members, their plans and their class passes are always imported.

Step 3: review and import

The preview, «This is what will be imported», shows how many schedule and coach rules will be created, how many members will be created, how many already had a RoninBox account, which plans and activities will be created, how many classes and bookings come in, and how many of this month’s monthly fees end up paid or pending. Nothing has been written yet.

1. Read the table. Plans that will be created are marked «Review».

2. Check the schedule. It’s the one from your public WodBuster website. If your website publishes more than one template, choose the one currently in effect: the classes are the same and only the coaches change, which RoninBox already rotates week by week.

3. Review the minutes and spots for each activity. WodBuster doesn’t publish how long a class lasts: the default is 60 minutes. Each class’s spots come from WodBuster; the value in the table is only used for classes that didn’t take place in the chosen dates.

4. Open the warnings you care about: each one says how many cases there are and gives a few examples.

5. Click Import and confirm. If something doesn’t look right, click Cancel and start over.

6. Wait for it to finish. The bar shows which stage it’s at. You can close the page: the import keeps going on its own, and you’ll see the result when you come back. While it loads, a member booking one of the imported classes may have to wait or book again: if you can, import outside peak booking hours.

Caution

If, between the preview and the import, something the preview took into account changes (for example, you manually sign up a member who is in WodBuster), the import writes nothing and asks you to start over. This is on purpose: nothing different from what you reviewed ever gets loaded.

What gets imported

• Members. With their name, email, phone, DNI, address and sign-up date. Anyone who is an administrator or manager in WodBuster comes in as an administrator; anyone who is a coach, as a coach; everyone else, as a member. Athletes deleted in WodBuster aren’t imported.
• Schedule. The template from your public website goes into your RoninBox schedule, with its days, times and spots. Anything already in your schedule isn’t duplicated.
• Coach shifts. The coach who teaches a time slot every week, or two who alternate week by week, become coach rules.
• Plans. Each member with a plan in WodBuster gets your box’s plan with the same name. If your box doesn’t have it, it’s created with the WodBuster name, the price most members pay and the classes per month or per week your website publishes for it. If your website doesn’t publish them, it’s created with an unlimited plan covering the imported activities.
• The current month’s monthly fee. If WodBuster has the member paid through the end of the month, it’s marked paid on another platform: at €0, with no charge or receipt in RoninBox, because you collected that money in WodBuster. Otherwise, it stays pending.
• Months already paid in advance. If their «Pagado hasta» date goes further (a quarterly, a six-month plan…), the full months up to that date are also created, as paid on another platform (12 at most). After that, RoninBox charges them as usual.
• Class passes. Each member’s remaining drop-in classes go into a «Bono importado de WodBuster» class pass that expires after six months.
• Classes and bookings for the dates you chose, with their coach. They come from the imported schedule; a class that isn’t in it (a special event, for example) is created as a one-off class. Canceled bookings aren’t imported.
• Profile photos of new members.

RMs, invoices, messages, waitlists and anything before the chosen dates aren’t imported.

If you were already using RoninBox

• Nothing gets deleted. A member who is already in your box (same email) doesn’t change: only their bookings are added.
• Someone who already has an account at another RoninBox box is added to yours with their usual username and password. Their name doesn’t change. Matching is by email: a WodBuster email that already has a RoninBox account is linked to that account.
• Your box’s administrators aren’t touched, even if they’re in WodBuster.

What to do when it’s done

1. Review the schedule on the schedules screen: the new rules start on the first day of the dates you chose.
2. Review the created plans in Plans and shop ▸ Subscriptions, and their plan details. How to edit a plan is covered in Create a plan.
3. Let your members know. They log in with their username and a password they choose using «Forgot your password?» on the login screen. If you’d rather they get a welcome email with their link, ask RoninBox support.
4. Delete the API access in WodBuster. RoninBox no longer needs it.

Common errors

• The test says «WodBuster rejects the username or password, or the login is missing a permission.». Check the access username and password, and that all four permissions are checked.
• I don’t see Manager ▸ API de datos in WodBuster. You logged in as an administrator: you need the manager role. Ask whoever manages your WodBuster.
• The preview has no schedule. Your public WodBuster website doesn’t publish any template (or didn’t respond). Publish the current template in WodBuster and start over, or create the schedule by hand afterward.
• The test says «WodBuster doesn't respond on that subdomain. Check that it's spelled correctly.». The subdomain is misspelled. Type only the part before .wodbuster.com, in lowercase and without https://.
• The form won’t let me continue with the dates. The start date must come before the end date, the period can’t exceed 92 days and the end can’t be more than a month from today.
• «There's already an import in progress in your gym.» Wait for the one in progress to finish, or cancel it while it’s waiting in the preview.
• A member says they can’t log in. If they already had an account at another RoninBox box, they log in with their usual password. If not, they should use «Forgot your password?».