Switch from another system
How Import & migrate brings your members over in four steps, with their plans and a welcome email.
Import & migrate, under Settings, moves your members from your old software in four steps. Each member goes through them in order, and the step cards at the top count how many are waiting at each.
The four steps
| Step | What you do | Permission |
|---|---|---|
| Import members | Upload your old software's export as CSV, match its columns and fix the rows. See Import members. | Members |
| Assign memberships | Give each member the plan they already pay for, as it stands today. | Sales |
| Send welcome emails | Email each member a link to set up their account, with their check-in PIN and QR code. | Members |
| Migrated users | See everyone who has been through, with their plan and its dates. |
You need the Settings permission to open the page at all. The Owner and Managers have all three.
Assigning memberships
Create your membership plans first: the step offers only plans that exist. Then select members (one, or many with the boxes), click Assign to selected or a member's Assign membership plan, and pick the plan. Each membership starts today, as it stood in your old system:
| Plan type | You enter |
|---|---|
| Recurring | Next bill date: the day Finegym first bills them |
| Non-recurring | End date |
| Punchcard | Punches remaining, and when it expires if it does |
No invoice is made for a migrated membership, since it was paid in your old system. Finegym bills a recurring one from its next bill date. Assigned memberships are paid in cash at first; to charge a card automatically, change the payment method once the member has saved a card. See Change a membership's billing date, payment or discount.
One plan per member here; add any others from their profile once they're through. Someone with no plan, such as a drop-in, can be welcomed with Welcome without a plan.
Turn off billing in your old system for each member before their next bill date in Finegym, or they will be charged twice.
Sending welcome emails
Members you've assigned a plan wait on Send welcome emails. Send to selected members, or Send to all at once; the emails go out in the background. Each member gets a Set up your account link to choose a password (it works for 7 days), their check-in PIN and QR code, and links to the app. Send them when you're ready for members to start booking in Finegym: until then, they can't sign in. Sending needs the New member account created email turned on in Email templates. See Give members app access.
Getting your data out, and help from us
Most systems, MindBody, Pike13, Zen Planner and WellnessLiving among them, export their clients as a CSV file from a client list or report. The export works as it is: you match its columns in the first step. If you get stuck, data migration is free on every plan: email support@finegym.io with the name of your old system and roughly how many members you have, and we'll help you bring them over.