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Data Migration

Switching to FineGym from another system? We offer free data migration assistance for all plans. This guide covers importing members, memberships, and other data.

Overview​

Migration options:

  1. Assisted Migration - FineGym team imports your data (free)
  2. CSV Import - Self-service bulk import
  3. Manual Entry - Add records individually

Assisted Migration​

What's Included​

Free migration assistance includes:

  • Member data import
  • Membership history
  • Class/appointment history
  • Product catalog
  • Contact information

How It Works​

  1. Export data from your current system
  2. Send to FineGym via secure upload
  3. We process and map your data
  4. Review together before going live
  5. Go live with your data in FineGym

Requesting Migration​

Contact support to start:

  1. Email: support@finegym.app
  2. Subject: Data Migration Request
  3. Include: Current system name, approximate records

Timeline​

Typical migration takes 1-2 weeks:

  • Data review: 2-3 days
  • Processing: 3-5 days
  • Review and adjustments: 2-3 days
  • Go live: Same day

CSV Import​

Member Import​

Location: Memberships → Members → Import

Import members via CSV file:

Step 1: Download Template​

  1. Click Import Members
  2. Download the CSV template
  3. Review column headers

Step 2: Prepare Your Data​

Fill in the template with your member data:

ColumnRequiredDescription
nameYesFull name
emailYesEmail address (unique)
phoneNoPhone number
birthdayNoDate of birth (YYYY-MM-DD)
address_1NoStreet address
cityNoCity
stateNoState/Province
postal_codeNoZIP/Postal code
countryNoCountry code (US, GB, etc.)
referred_byNoReferral source
guardian_nameNoGuardian name (minors)
guardian_emailNoGuardian email
guardian_phoneNoGuardian phone

Step 3: Upload CSV​

  1. Click Choose File
  2. Select your completed CSV
  3. Click Upload
  4. Review import preview
  5. Confirm import

Step 4: Review Results​

After import:

  • Success count shown
  • Failed rows listed with reasons
  • Download error report if needed

Import Tips​

  • Clean data before importing
  • Remove duplicates
  • Use consistent date format (YYYY-MM-DD)
  • Verify email addresses are valid
  • UTF-8 encoding for special characters

Data Formats​

Date Format​

Use ISO format: YYYY-MM-DD

  • ✅ 2025-01-15
  • ❌ 01/15/2025
  • ❌ January 15, 2025

Phone Numbers​

Include country code:

  • ✅ +1234567890
  • ✅ +44 20 1234 5678
  • Spaces and dashes are OK

Country Codes​

Use 2-letter ISO codes:

  • US - United States
  • GB - United Kingdom
  • CA - Canada
  • AU - Australia

Referral Sources​

Use these values:

  • walk_in
  • google
  • facebook
  • advertisement
  • website_blog
  • existing_member
  • staff_member
  • other

From MindBody​

Export from MindBody:

  1. Go to Reports → Client Reports
  2. Select Client Export
  3. Download CSV
  4. Map fields to FineGym template

From WellnessLiving​

Export from WellnessLiving:

  1. Access Client List
  2. Export to CSV
  3. Reformat to match template

From Pike13​

Export from Pike13:

  1. Navigate to People
  2. Export clients
  3. Clean and map data

From Zen Planner​

Export from Zen Planner:

  1. Go to Reports
  2. Export member data
  3. Format for import

From Spreadsheets​

If using spreadsheets:

  1. Ensure column headers match template
  2. Save as CSV (UTF-8)
  3. Upload to FineGym

Membership Migration​

Importing Active Memberships​

After importing members, assign memberships:

Option 1: Bulk Assignment​

  1. Create membership plan in FineGym
  2. Export member list with plan info
  3. Contact support for bulk assignment

Option 2: Individual Assignment​

  1. Go to member profile
  2. Click Assign Membership
  3. Select plan and start date
  4. Set payment method

Handling Existing Payments​

For members mid-billing cycle:

  • Set start date to current billing date
  • Prorate first payment if needed
  • Configure next billing date

Maintaining History​

Historical data options:

  • Import attendance history (assisted migration)
  • Import payment history (assisted migration)
  • Start fresh from migration date

Product Catalog Migration​

Importing Products​

  1. Prepare product list
  2. Include: name, description, price, category
  3. Contact support for bulk import

Or add manually:

  1. Go to Products → Items
  2. Add each product
  3. Set options and pricing

Staff Migration​

Adding Staff Members​

Staff must be added individually:

  1. Go to Staff → Add Staff
  2. Enter staff details
  3. Set permissions
  4. Configure availability

Pre-Migration Checklist​

Before Starting​

  • Export all data from current system
  • Clean and verify data
  • Identify duplicate records
  • Note any custom fields needed
  • Document current membership plans
  • List active discounts

Data Cleanup​

  • Remove test accounts
  • Merge duplicate members
  • Verify email addresses
  • Standardize phone formats
  • Fix data inconsistencies

Planning​

  • Choose migration date
  • Plan communication to members
  • Schedule training for staff
  • Prepare for parallel operation if needed

Post-Migration Steps​

Verification​

After migration:

  1. Spot check members - Verify random samples
  2. Check counts - Match totals with old system
  3. Test functions - Check-in, booking, payments
  4. Review memberships - Verify active plans

Member Communication​

Notify members about:

  • New login credentials
  • Mobile app download
  • Any changes to booking process
  • Who to contact for help

Staff Training​

Train staff on:

  • New interface
  • Check-in process
  • Membership management
  • Handling member questions

Troubleshooting​

Import Errors​

"Email already exists"

  • Duplicate email in file
  • Member already in system
  • Remove duplicate or update existing

"Invalid date format"

  • Use YYYY-MM-DD format
  • Check for text in date fields

"Required field missing"

  • Name and email required
  • Check for empty cells

"Invalid phone number"

  • Include country code
  • Remove special characters

Data Not Matching​

If imported data looks wrong:

  • Re-export from source system
  • Verify encoding (UTF-8)
  • Check for hidden characters
  • Review field mapping

Missing Records​

If records are missing:

  • Check error report
  • Verify CSV row count
  • Look for filter issues
  • Re-import failed rows

Best Practices​

Timing​

  • Migrate during slow period
  • Allow buffer before go-live
  • Have rollback plan

Communication​

  • Inform members in advance
  • Provide clear instructions
  • Offer help resources

Validation​

  • Test thoroughly before go-live
  • Verify critical data
  • Have staff review their areas

Support​

  • Save copies of all exports
  • Document any issues
  • Contact support for help

Getting Help​

Support Resources​

What to Include​

When requesting help:

  • Current system name
  • Number of members
  • Data types to migrate
  • Preferred timeline