How To Connect the Capitan - Patch Integration

Connect your Capitan account to Patch

For: Patch customers using Capitan at climbing / fitness venues
What this covers: The one thing you do (enter Capitan credentials), and what happens after.

Capitan stays your gym system of record. Patch pulls member, membership, payment, check-in, and booking data so you can run email & SMS marketing in one place.

Who does what

You do	Your Patch onboarding rep does
Create a Capitan staff user for Patch	Timezone, locations, and account structure
Enter that email/password in Patch	Child accounts for each gym (multi-location)
Tell your rep when it says Authenticated	Activating the integration and webhooks
	The first sync / historical backfill

You don't need an API key, and you don't need to configure the sync yourself.

Step 1: Create a Capitan user for Patch

Ask whoever manages Capitan for a dedicated staff login (not a personal one) with access to members, memberships, payments, check-ins, and bookings.

That user's Capitan permissions decide what Patch can see, so a limited login means limited data. If someone later changes or disables that user in Capitan, sync stops — tell Patch if that happens.

Step 2: Enter the credentials in Patch

In Patch, go to Settings → Capitan.
Enter the Capitan Email and Password.
Click Save & Verify.

You should see Authenticated. That's your part done — let your onboarding rep know.

If it doesn't verify:

Confirm the same email/password signs in to Capitan directly.
If you see a rate-limit message, wait a few minutes and click Save & Verify again. You usually don't need to reset the password.
If you see a timezone warning, leave it for your rep — they'll match Patch to your Capitan timezone.

Multi-location brands: your rep will tell you whether to do this once on the parent account or per gym. On a child account, Inherit credentials from parent account means you don't re-enter anything.

What happens next

Your rep activates the integration, assigns each Capitan gym to the right Patch account, and starts the first sync. A full historical backfill can take a while depending on how much history you're pulling.

Once you're live:

Patch syncs on a schedule, about every 6 hours.
Check-ins and completed payments usually arrive sooner, because Capitan pushes those to Patch between syncs.
Membership changes, bookings, and profile-only edits wait for the scheduled sync.
To refresh one person now: open the contact → Capitan tab → pull from Capitan.

So if a member checks in and you expect an automation to fire, that's fast. If someone just updated their email in Capitan, give it up to about 6 hours.

What syncs

Data	Notes
Contacts	Members/customers, including marketing opt-in when Capitan has it
Memberships	Including group memberships (one Patch membership per covered member)
Orders	From completed payments; refunds when applicable
Check-ins	Gym check-ins
Bookings	Calendar items from reservations
Discount codes on orders	Applied codes can appear on payments; Patch cannot create codes in Capitan
Waiver flags	Active waiver / expiration on the contact — not signed PDF documents

Staff-only fields like medical notes and emergency contacts are not imported by design.

Your checklist

Dedicated Capitan staff user created
Email/password entered in Settings → Capitan
Status shows Authenticated
Onboarding rep notified
Spot-check a few members in Patch after the first sync