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Migration Planning & CSV Import

Switching to Finegym from another system? We offer free data migration assistance for all plans. This guide covers planning your migration and importing members via CSV.

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.io
  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

Migration Wizard​

Location: Migrations

Finegym provides a guided 4-step migration wizard to import members and get them set up.

Finegym migration wizard for importing members and assigning plans

Step 1: Import Members​

Upload your member data via CSV:

  1. Click Download Template to get the CSV template
  2. Fill in the template with your member data (see fields below)
  3. Click Choose File and select your completed CSV
  4. Click Upload and review import results
  5. Failed rows are listed with specific error messages

CSV Template Fields​

  • name — Full name (required)
  • email — Email address (must be unique) (required)
  • country — Country code (US, GB, etc.) (required)
  • phone — Phone number (optional)
  • birthday — Date of birth (YYYY-MM-DD) (optional)
  • language — Preferred language (en, bs, es, pt) (optional)
  • street_address — Street address (optional)
  • city — City (optional)
  • state — State/Province (optional)
  • postal_code — ZIP/Postal code (optional)

Step 2: Assign Plans​

Assign membership plans to imported members:

  1. You'll see a list of imported members pending plan assignment
  2. Search for specific members using the search bar
  3. Select members individually or use bulk selection checkboxes
  4. Click Assign to selected (or use the dropdown on individual rows)
  5. Choose the plan type:
    • Punchcard: Set remaining punches and optional expiry date
    • Non-recurring: Set end date
    • Recurring: Set next bill date
tip

Create your membership plans and discounts first. Links to plan setup are provided on this page.

Step 3: Send Welcome Emails​

Notify imported members about their new accounts:

  1. Members with assigned plans appear in this list
  2. Select members individually or in bulk
  3. Click Send to selected to send welcome emails
  4. Members receive login credentials and app download instructions

Step 4: Review Migrated Users​

Verify the completed migration:

  1. View all members who have been fully migrated
  2. Each entry shows: name, email, membership plan, end date, next bill date, and punches remaining
  3. Use search and pagination to review large lists

Migration Status Tracking​

Each member progresses through these statuses:

  • Imported — Member data uploaded via CSV
  • Membership Assigned — Plan has been assigned
  • Welcome Email Sent — Migration complete

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

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

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

Membership Migration​

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

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
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