Custom Migrations

WodBoard has built-in migration tools for the most common services our customers have migrate from.  For those coming from elsewhere we offer a custom option

Limitations of migration

There are a few limitations on the migration process - specifically:

  • Offline payers and free memberships will need to be setup manually as we can't tell who pays via card and who pays offline
  • Paused memberships cannot be imported straight into the paused state.  You will either have to import them as active and manually pause them, or import the customer without a product and manually add the paused item.
  • 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
  • Any fixed length memberships will need the end date setting if there's multiple charges

Preparation

Before exporting data from your existing software 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.  See the exporting section below for more details on getting the file with customer data in.

Exporting data

For custom migrations we require up to 3 different files:

  • Customer data - this has customers personal details in it such as name/email/phone etc. We cannot do the import without this file
  • Membership data - this has details of which customers have which memberships. It's optional but if not provided then you'll manually need to allocate any customer's memberships after import
  • Payment data - this has details of when customers pay for their memberships (eg 17th of each month). It's also optional but if not provided we'll assume the 1st of each month. You can alter these dates after import if required.

Data can be provided in one file if preferred.

The way to export the data from your current system depends on who you currently use but typically involves exporting data via an option in their control panel.  If you're given an option on the download format choose "CSV", "Excel" or "Spreadsheet". Our onboarding team will normally ask for a preview of this before your migration date to check it has all the information we need to perform a migration.

Stopping payments in the old solution

You'll want to stop existing payments in your current software once you've migrated to WodBoard or customers will be charged twice.  Contacting your current providers support team is normally the best way to work out the way forward here

We also recommend downloading all your data, especially any waivers athletes may have signed digitally, before completely closing down 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.