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Data Migration from Other Systems

Export your data from your current software to bring it over.

Step-by-step export guides for popular gym management systems, plus post-migration verification and communication best practices.

From MindBody​

Export from MindBody:

  1. Go to Reports → Clients → Marketing
  2. Click Mailing Lists
  3. Click Generate to load your client list
  4. Click Export to download as CSV
  5. Map fields to Finegym template

From WellnessLiving​

Export from WellnessLiving:

  1. Click the App Drawer, then click View All → Clients
  2. Use the Filter menu to select desired clients and click Apply Filter
  3. Click Export and select CSV
  4. Reformat to match Finegym template

From Pike13​

Export from Pike13:

  1. Go to Analytics & Reporting → Reporting
  2. Select the Clients Report
  3. Choose CSV as the export format and click Export
  4. You'll receive an email with a download link
  5. Clean and map data to Finegym template

From Zen Planner​

Export from Zen Planner:

  1. Go to Main Menu → New Report
  2. Select a member report from the dropdown
  3. Click Export and choose CSV format
  4. Format for Finegym import

From Spreadsheets​

If using spreadsheets:

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

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

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

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

Troubleshooting​

Import Fails with Errors​

  • Check CSV encoding is UTF-8
  • Verify column headers match the Finegym template exactly
  • Look for special characters in names or emails that may cause parsing issues
  • Ensure date formats are consistent (YYYY-MM-DD recommended)

Members Missing After Import​

  • Check if the CSV had blank rows or extra whitespace
  • Verify email addresses are unique — duplicates may be skipped
  • Re-download the template and compare against your file

Wrong Data in Fields​

  • Column order may not match the template — verify header names
  • Phone numbers may need country code formatting
  • Dates may have been reformatted by Excel — use a text editor to verify

Old System Won't Export​

  • Contact the old system's support for help
  • Try exporting from a different report or section
  • As a last resort, manually copy data into the CSV template
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