Migrating from TeamUp

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

Limitations of migration

There are a few limitations on the migration process due to the way TeamUp 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
  • For athletes on a paused membership we bring across the athletes details and membership but cannot detect that it's paused so you will have to do this after the import
  • We assume the last payment date is the bill date for a membership.  If this is not the case then bill days will need manually adjusting
  • 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
  • Any fixed length memberships will need the end date setting if there's multiple charges

Preparation

Before exporting data from TeamUp 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 bring across athletes classed as Active in TeamUp so you may wish to make profile adjustments to only bring across the people you want.

Exporting data

In TeamUp go to Customers in the sidebar and then Customer List.  On this screen filter for active customers if it isn't the default, and then click Export and choose the CSV/Excel option.

As we match memberships and class packs by name when importing from TeamUp, 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 TeamUp 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.

Stopping payments in TeamUp

You'll want to stop existing payments in TeamUp once you've migrated to WodBoard or customers will be charged twice.  To do this use the TeamUp bulk set price to zero (see their help article here) and then contact TeamUp support to cancel your account.  We recommend downloading all your data, especially the waivers athletes have signed, before completely closing the account.

Warning: some TeamUp accounts can be configured to send membership charges to GoCardless early.  So if you charge somebody on the 1st of Jan for example, the charge is actually sent through to GoCardless on the 24th of December.  If your account does this you will need to either: a) stop the payments in TeamUp before the 23rd/24th (assuming charging starts on the 1st in WodBoard) or b) login to GoCardless and stop any TeamUp payments created for this month after zeroing the memberships

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.