Migrating from ZenPlanner

This article runs over the process of migrating from ZenPlanner to WodBoard.

Limitations of migration

There are a few limitations on the migration process due to the way ZenPlanner exports data:

  • Offline payers and free memberships will need to be setup manually as we can't tell who pays via card and who pays offline
  • Any discounts on memberships will have to be manually applied once the import of data is complete
  • Class packs will have to be adjusted after the import for the number of remaining sessions and expiry date as we don't get this information
  • We bring across paused memberships but cannot tell if they're paused or not, so you will have to manually pause any customers that shouldn't be active.
  • The importer does not support customers with multiple memberships paying on different days. it will use one payment date for all memberships

Preparation

Before exporting data from ZenPlanner it can be a good time to do some house keeping so you only bring across those athletes which you want to take to WodBoard.  We recommend keeping active athletes and potentially anybody who recently left but is about to return

Exporting data

We need two or three files from ZenPlanner depending on your setup:

    1.The customers file - in ZenPlanner go to People in the sidebar, All People in the sub-sidebar and then click Customize in the top right corner.  You don't need to change the settings here but it will give you can option to download the file via CSV/Excel.  Click this to download the file. Note this file has a 2000 customer limit so if you have more than that many people in ZenPlanner (which will include old customers) you'll need to download multiple files.

    2.The memberships file - go to the Dashboard -> New Report and then look for the Memberships report.  Again download this report into CSV/Excel format

    As we match memberships and class packs by name when importing from ZenPlanner, the names in your WodBoard account will need to match exactly.  Consequently if you have renamed or reorganised your products as part of your migration to WodBoard, then you will need to either a) rename them back (you can change them in WodBoard once the import is complete) or b) change them in ZenPlanner so the names match the ones in WodBoard.  DO NOT edit the spreadsheet - this changes the format of the file and means the importer won't work.

    3.The final file is the payments file although this is not required if you charge everybody on the same day each month and you don't have any memberships that are a fixed length (eg one off payment for six weeks access).  We only use it to work out which day your customers currently pay their membership so if you're moving across like for like this isn't needed.  To get the file head to Dashboard -> New Report -> and look for the Payment report.  Make sure the date is 1 month ago and export to CSV format

    Stopping payments in ZenPlanner

    You'll want to stop existing payments in ZenPlanner once you've migrated to WodBoard or customers will be charged twice.  Once you've done this you can contact ZenPlanner support to cancel your account.  We recommend downloading all your data, especially the waivers athletes have signed, before completely closing the account.

    Importing data

    Your WodBoard onboarding specialist will have sent you a link to upload the files to. You should do this the day before the migration is due to take place.