The Core Migration Assistant makes migrating your members and clients from your previous software platform easy. Once you have exported and uploaded your active member list, you will be able to request their payment information and add their plan to their profile making your transition to PushPress seamless.
Communication is key! Give your members a 'Heads up':
Preface the migration process by communicating to your members what you are doing. However you communicate this 'heads-up' message best with your members is up to you. Email, Call, Blog post, get coaches to announce etc. Make this communication compelling. Give them a good reason to do it. Create some excitement to get everyone moving forward together. YOU are a key component of migration success!
Sample Messaging for Members/Clients - "We are changing to PushPress to provide a better member experience from reserving classes on the member app to checking in upon arrival. PushPress requires less time in the office and more hands on time with members."
Sample Messaging for Coaches - We want to provide a better member experience for our members as well as our staff. Ease of checking in members, displaying workouts inside the gym, locating member plans and selling plans... less time working on software is more time in the gym with the members.
Sample email to members:
Subject:
Member management software change
Body:
Hi,
We are switching our member management platform from {insert old software name here} to PushPress™. Our goal is to manage the gym more efficiently, to provide the best member experience, and to focus more on being better coaches by spending our time on the gym floor with you.
This Transition will take place over the next few weeks. Expect an email from the new system requesting you set up and verify the existing information we have on file for you. The subject line will be "Action Needed - {insert your gym name here} Migration Request"
This email will be sent on {insert day of the week you plan to send this}.
Please open this email to update your set up your account information. If you have any questions, don't hesitate to ask, you can always catch me in the gym or email me at {insert your email here}.
Thanks again,
{insert your name here}
Export your Active Member Information:
Active members include:
Members on a recurring or non-recurring plan.
Punchcard members with remaining punches on their account
Members who attend appointments and have remaining appointment credits/sessions.
Sub-accounts; including family members, partners/spouses, or child accounts.
NOTE: If you don't have a current software platform, but have members/clients, you can manually add them into the migration assistant using the flat template.
Each member requires first name, last name and unique email. Other information can be uploaded but is not mandatory.
Historical Check In Data: Keep celebrating your members check ins and milestones by adding your members' total check ins to the flat template (if not included in the export from your previous software platform).
Migrating Sub-Accounts:
Each member/client requires first name, last name and unique email. Often, family accounts or parents will share their email with their child or partner. In order to upload the migration file with unique emails, there is a step needed to successful upload.
After you have imported your member list to the migration assistant, you can see the parent account and child account; usually denoted by an error in the email address record field. The emails will reflect as red.
Scroll to the right until you find the field labeled, "Sub-account of..." and select the drop down arrow.
Select or type the name of the parent account then remove the email address for the sub-account from the email field.
Repeat the process for each sub-account in your member list.
Since PushPress uses email addresses as usernames, core will assign the sub-account a unique username during the migration process.
Plans can be assigned in Step 2
Migrating Members/Clients with Appointment Credits:
Migration Assistant:
From the Core dashboard, select 'Settings', then 'Migration Assistant'
Step 1 - Upload Members:
Select 'Upload Members'
Select 'Upload file' then choose your file to upload. You can also drag and drop your file to get started.
Once you select your file to upload, the migration assistant will validate the source file by mapping the fields of the csv file to the correct destination fields in Core. NOTE: Make sure to check these settings to ensure your member list is correctly uploaded otherwise the import can be removed and re-uploaded. Select 'Continue'.
Your uploaded member list should look something like this.
You can edit and member record or correct any errors by selecting the text box and entering any relevant information. This is a great time to update member information and to make sure you enter their historical check in data.
Any member records with an error will show in red.
Save and Close once you've resolved any issues.
Manually Enter Member Data:
From 'Upload Members', select 'Manually enter data'
Member/client information can be manually entered in the 'Add or edit members' flat template.
Editable fields include:
First name
Last name
Email address
Phone number
Member since
Historical check ins
Sub-account of...
Date of birth
Gender
Address line 1
Address line 2
City
State or province
Postal code
Save and close once you're finished
You'll see your total members in migration and can move on to the next step, assigning plans.
Step 2 - Assign Plans:
You're ready to assign plans. If you have not created any plans or set any optional discounts and tax rates, you can go set those up from the "Before you begin..." menu.
If you are ready to start adding plans to your migrating members, Select "Assign plans".
Any member without a plan will have the "+ Plan" button available.
Plans are added with 5 simple steps. NOTE: A plan can be added without the member having a payment method on their profile.
Select Plan
Select Discount (optional)
Select Billing Date NOTE: Any plan set with a future billing date will be active as soon as the plan is activated in the next step(s).
Select the payment type. (Payment type is set for the intended payment type.)
Save
Repeat these steps for each member.
Step 2 (plan assignment) does not have to be completed for all members prior to moving to Step 3 (review and plan activation). You can easily see your progress for each step as you complete migration.
Step 3 - Review & Activate:
You're ready to review the plan assignments you've made and activate members and plans. NOTE: Before you begin Step 3 you must have your Stripe account connected to your PushPress Core account.
If you have selected a Branded App for your gym, this is a great time to make sure you have completed the process and have your branded app finished and ready for download.
Select "Review & activate" to open the right side panel. Verify the plans assigned, and billing method is correct for your members.
You can edit plan info by selecting "edit".
Select Activate to activate all assigned plans.
When the plan is activated, the member is sent an Account Set Up Request email:
Continue the review and activation process for all of your members until completed. Activation is completed manually for each member; giving you a chance to ensure everything is correct prior to adding their plan!
The Migration Assistant status tracker shows your progress.
Help
If you would like more information or need further assistance, please use our HELP DOCs, just like this one or reach out through intercom, the little blue box in your CORE account or email us at support@pushpress.com. Our team is here to help.
About PushPress
PushPress is a gym management software that can help you a lot in managing your gym. We've helped thousands of local gyms streamline and professionalize their businesses with our intuitive, powerful solution for managing fitness facilities - all from the palm of their hands! Want to take charge? Give us 3 minutes on the phone or schedule an in-person demo today!