Moving from another system

Most gyms come to FitManager from another program, a spreadsheet or paper. You can bring your member list across in one CSV import, keep the member numbers and card numbers your members already use, and give each member their current membership in the same step.

What moves across#

The CSV import creates, for each row in your file:

• A member, with first and last name, email, phone, member number, card number, date of birth, gender, address, city and notes. Only the first name is required.
• Their current membership, if the row names one of your plans. You can add the start date, the end date and the amount paid. Anything below the plan price stays as an outstanding balance.

Member numbers and card numbers are kept exactly as they are in your file, so members can keep using the cards they already carry, as long as your new card reader reads the same cards. See Hardware.

What to export from your old system#

Ask your current software for a spreadsheet of your members with as many of these columns as it has:

Save it as a CSV file, comma or semicolon separated, with the column names in the first row. Files up to 10 MB are accepted. Column names in English or Macedonian are recognised automatically, and you can match any column by hand.

How the import works#

1. Create your plans first. The import matches the plan name in your file to a plan in FitManager, so set up your membership plans with the same names before you import.
2. Download the template from the import page if you want to start from a clean file.
3. Choose your CSV file and match its columns to the FitManager fields. You see the first rows to check.
4. Run the import. FitManager tells you how many members were created and lists every row it skipped, with the line number and the reason.

Rows are skipped, never overwritten, when the member number, email or card already exists, or when the plan name does not match any plan. Fix those rows and import them again.

Each location has its own members, so import each location's list while working in that location. The full steps are in Import members.

What does not move automatically#

• Past payments, visit history and old sales stay in your old system. Keep an export of them for your records.
• Members choose their own portal password, so their old passwords do not carry over.
• Your website content, photos and blog posts are set up again in FitManager's website editor.

The switch-over#

The FitManager team sets the gym up with you. A typical switch looks like this:

1. Set up the basics: your locations, plans, staff accounts and branding.
2. Import members from your old system, check a few profiles and fix any skipped rows.
3. Run both side by side for a short while if you want to, until the staff are comfortable.
4. Connect the hardware: install FitManager Control at reception for the doors, the fiscal printer and the card terminal.
5. Point your domain at the FitManager website if you want to keep your address, and invite members to the portal.

If you send the team a sample of your export, they can help you map it before the real import.

Common questions#

Can I keep my existing website? Yes. You can keep your own website and connect it to FitManager with the Site API on Pro and above, or move to the FitManager website and point your own domain at it with the connected domains add-on.

Do members need new cards? Not if the card numbers are in your import and your reader reads the same type of card.

Is there a cost for the import? The CSV import is included in every plan.