📝 Overview
We know that switching systems can feel like a daunting prospect, having spoken to thousands of businesses who have done it. The stress of a switch should never fall on your shoulders, or on the shoulders of your own customers, so our expert team make it as easy as possible to switch from another system.
Our fine-tuned switching process gives you and your customers a smooth transition from your existing booking platform to your new account. Our team is on hand to bring your customer data across with no fuss.
All we need from you is an idea of what data we should bring over, along with access to your existing data, and we take care of the rest. With thousands of previous imports behind us, we are experienced at making the transition effortless. The expert managing your import stays with you throughout and is easily contactable any time you need help.
🔄 What customer data can be transferred?
Contact information, for example name, email, phone, address and date of birth.
Form data, for example PARQ fields and emergency contact information.
Payment details. If you are already using Stripe or GoCardless, we can import any saved payment details to customer profiles in your account. If not, we prompt customers to add payment details to their membership as soon as they accept a personalised invitation to manage their account.
Pack and membership information. We can bring this in for you, though not directly from Acuity due to inconsistencies in their reporting. To do this, we send you a part-populated 'template' file containing your customer data for you to complete.
🤝 What we will do for you
Create profiles for your customers including all their contact information, such as name, email, phone, address and date of birth.
Add form data to each profile, such as PARQ fields and emergency contact information.
Add memberships to each customer profile from your completed 'template' file. Billing dates and amounts can be imported per customer to suit your needs, and do not have to align with your old system. Memberships can therefore reflect the 'new' pricing for all new customers while loyal customers are grandfathered into the old pricing.
Copy over existing payment details if you are already using Stripe or GoCardless.
Invite everyone via email on your behalf with a unique link to their own profile.
Show you who has accepted the invites and, where relevant, added their payment information.
Click the arrow to learn more about what is required for you to make the switch
Click the arrow to learn more about what is required for you to make the switch
1️⃣ An idea of what customer data you would like to import
Should we:
Import just customer details, or also membership details?
Import just customers with registrations since a certain date?
Do you need old data?
💡 We often recommend keeping an offline copy of older data instead, so your account stays up to date and relevant with just your active customers,
2️⃣ An indication of when you would like to go live
We can agree a sensible switch date based on any notice you need to give your current booking supplier.
We can move customers across while their final payments are processed elsewhere, aligning their next payment perfectly so they can start booking sessions straight away and keep your sessions full.
You always have the final say on when customers are invited and go live. We never communicate anything without your say-so.
3️⃣ Set up your account
We need at least memberships set up to complete the import, and we recommend completing or reviewing the rest of the setup guide to make sure you are ready to go live. Payment methods should be added so your customers can complete purchases once you are live.
We will either need memberships to match the names of the memberships in your previous system, or we can ask for the matches before completing the import.
If you are already using GoCardless or Stripe, please integrate your existing account from Settings ➜ Payment ➜ Manage payment method, so that we can move saved payment details across to your account.
4️⃣ The customer data
💡 If all of your customers are in GoCardless, all we need is for you to integrate your existing GoCardless account from Settings ➜ Payment ➜ Manage payment method. We can then extract the data and take care of the rest.
From your Acuity account
We can extract your customer data from your Acuity account. All we need from you is access to your current system, or a copy of the customer report sent to us. If you have not already done so, just complete this quick and easy form and book a call so we can discuss your switch in more detail.
From a spreadsheet
If customers have memberships or packs, just complete the import template we pre-populate and send to you, and we do the rest. If you have not already done so, just complete this simple form. You can send us a file you already have using that same form.
💡 At any point you would like to speak to us about the switch, just book a call here.
5️⃣ Inform your existing provider of the switch
We recommend ensuring billing is ended with Acuity before billing starts in your new account.
We also recommend cancelling all classes in Acuity after the date you go live, to prevent customers from booking in the old system as well as your new account.
We can offer guidance on the best time to make the switch.
🚀 During the switch
Review the imported data. We let you know once the import is complete so you can check it over. We never send any invites to your customers until you give us the green light.
Inform your members of the switch. Our handy template helps with this.
Review and update the invite email as required from notifications ➜ Customer: Invitation.
Give us the go-ahead to send the invites.
🎉 After the switch
Double-check that your former booking supplier has cancelled any recurring payments or memberships.
Ask for help whenever you need it. We are always happy to assist, and our in-depth help centre has step-by-step guides.
Enjoy all the benefits of your new account, and feel free to ask what else you might be able to do with it.
💡 Preparing to tell your customers? See our guide on preparing your customers for the switch.