Getting Started
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Transferable Data
We focus on transferring essential data that is vital for your business operations and is cost-effective to migrate.
Our goal is to ensure that the most critical information is accurately moved to GymMaster to support your ongoing processes.
What We Will Transfer
- Members and Details - This includes basic member information such as names, birthdates, gender, email addresses, phone numbers, physical addresses, joining dates, and any other general details that are part of the member profile. If you’re unsure about any specifics, don’t hesitate to ask us.
- Billing Information - Typically, we will transfer tokenized billing details, such as credit card and bank account information, which will require cooperation from your billing provider to ensure smooth migration.
- Active Memberships - Information such as the names of memberships, fees, billing frequencies, and upcoming payment dates will be transferred. Please note that the start date for a membership may not be completely accurate if the member has had any holds applied, but the end date should be correct.
- Next Billing Date - This will indicate when billing for the membership will commence within GymMaster. It’s important to note that this may not align with the original first payment date in your previous system.
- Cancellation Date - If a member has scheduled a cancellation in the future, this date will be transferred to GymMaster.
- Membership Types - A list of the various membership types you offer will be migrated.
What We Can Transfer By Arrangement
Some data types are not automatically transferred as they are either less relevant, could cause complications, or may be expensive to transfer.
However, these can be transferred by prior arrangement and will incur additional fees:
- Member ID Cards - In some cases, we can transfer member ID cards, with occasional exceptions for barcodes.
- Visit History - Past attendance records can be migrated if requested.
- Communication History and Member Notes - Member interaction logs and any notes made on their profiles.
- Products - If you’re transferring products associated with memberships.
- Member Photos - Photos attached to member profiles can be moved if necessary.
- Members Contracts/Waivers - Any signed contracts or waivers associated with memberships.
- Historic/Expired Memberships - Contact information for members with expired memberships or those who are no longer active, as well as prospect contact details, can be transferred.
- Links Related to Memberships - Such as family members who are linked to other paying members.
What We Cannot Transfer
While we can transfer most of the vital data, there are certain elements that we cannot migrate due to technical limitations or because they require manual input from you to ensure accuracy.
- Financial History - This includes detailed records of how members have previously paid, such as their transaction history. Due to the varying structures of accounting and payment systems in different software platforms, accurately transferring this data is very challenging.
We only transfer current payment data for members.
- Membership Holds - Different systems handle membership holds (or freezes) in various ways, and we cannot guarantee the accuracy of this data when transferred into GymMaster.
Any holds must be manually added post-transfer for both current and future memberships.
- Stock Levels - A fresh stock take will be required after the data transfer is complete to ensure that stock levels are correct in GymMaster.
- Member Bookings - Member bookings, including appointments and reservations, tend to have complex interactions with various parts of the system.
Be prepared to manually add member bookings after the transfer has been completed.
Learn whats required when Preparing for Transfer
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