Moving member records from Excel? Start with remaining classes

Prepare the essential fields

List member names, contact details, membership names, start and expiry dates, and current remaining classes. Distinguish time-based memberships from visit-based passes.

Keep leading zeros in phone numbers and use unambiguous dates. Do not merge two people just because their names match.

Separate balances from historical payments

If six visits from a ten-class pass have been used, the current balance is four. Keep the original allowance and remaining visits in separate fields.

Decide whether you need current memberships only or historical payments and attendance too. Entering an old payment as a new sale can duplicate recorded income.

Check a small sample first

Keep the original file. Ask about your file format and the records you want to move; preparation and migration depend on the data.

Compare a few migrated membership balances and expiry dates with the original. Record a test visit and check that the membership rules are applied correctly.

Choose a start date and reconcile any new signups or visits recorded while preparing the move.

Start small and add what you need

Learn members, memberships and attendance first. Set booking rules if you take bookings, then explore instructor pay or other tools as needed.

Migration scope and support costs are reviewed after checking your material. Not every spreadsheet format or historical record is promised to transfer automatically.

Common questions