Switch gym software without losing members
To switch gym management software without losing members, never let two systems accept bookings at once. Members, plans and the week move to the new system before anyone is told. Past history stays where it is. The risk is a fortnight where members cannot book, and this guide is about avoiding it.
What has to move
| Thing | How it moves | What you do |
|---|---|---|
| Members and contacts | CSV export, CSV import | Pick the file and check the columns |
| Plans and prices | Recreated by hand | Write each plan once |
| The weekly timetable | Rebuilt from recurring templates | Write the typical week, once |
| Active memberships | Assigned in bulk after import | Pick the plan and the list of who has it |
| Past attendance and payments | Stays where it is | Nothing |
That last row is the one people argue with. Importing years of past attendance gives you a number you will never look at, in a format you cannot audit. And it costs you the riskiest part of the migration. Keep read access to the old system for a year. Start the new record on a date you choose.
Rebuild the plans, do not port them
Over the years, a plan list collects what nobody buys anymore. Four legacy memberships nobody is on, two discounts from a 2023 campaign, one that exists because of a single member. A migration is the only moment where deleting them costs nothing.
The rule that works: recreate only the plans you would sell to somebody who walks in tomorrow. Everyone on a legacy plan keeps their price on the new equivalent, recorded as an override.
The two-week sequence
- 1.Week one, Monday: import members. Nobody is told anything yet.
- 2.Week one, midweek: recreate plans, assign memberships, rebuild the week from templates.
- 3.Week one, Friday: your team books three real classes and marks attendance. This is the rehearsal, and it is not optional.
- 4.Week two, Monday: announce the change with one message and one link. Do not send a PDF.
- 5.Week two: both systems open to read, only the new one taking bookings. Bookings happen in the new system from day one.
- 6.End of week two: stop taking bookings in the old system entirely.
Never run two systems that both accept bookings. A double-booked Saturday morning will cost you more goodwill than the migration saves you in a year.
What to tell members
One message, sent once, containing: the date, what they need to do (usually: open a link and set a password), and what happens to their membership (usually: nothing). Not a feature list. They did not choose the software and they do not care which one it is. What they care about is whether Thursday's class is still there.
The people who train least often are the ones who will need help logging in that first week. Plan for it at the front desk rather than being surprised by it.
The full plan, day by day, with the date, the parallel week and switch day, is in a separate guide. How to switch gym management software: 30-day plan
And what to take out of the old system before you switch it off: What to export before switching gym software
Members book from their phone, join the waitlist and see their plan, on every plan. Class booking app for members
Frequently asked
- Will I lose my members' history?
- Not if you keep read access to the old system while the new record is being built. Contact details, memberships and plans move; past attendance and payment records are usually better left in place and archived.
- How long does a migration take?
- The sequence in this guide takes two calendar weeks. The rehearsal with your team and the overlap week take the longest, not the import.
- When is the worst time to switch?
- The first week of a month, when memberships renew, and the week you are running an event. The quietest fortnight you can find is worth waiting for.
Rummo team
Written by the people who build Rummo, management software for gyms, boxes and studios: classes, bookings, members and payments.
Reviewed
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Lite is free up to 10 active members. Pro starts at €29 a month + VAT, scaling with active members.
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