Migrating from Glofox

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

Limitations of migration

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

  • If you have memberships that are charged less frequently than monthly (eg quarterly, yearly) you will need to adjust the first bill date as we don't know when they were last charged
  • Product names with anything other than letters numbers or spaces won't be match.  Edit names to exclude special characters such as (, }, !, & etc
  • 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
  • Any paused memberships in Glofox will need to be paused in WodBoard once the migration is complete (as the import file doesn't contain details on them)
  • Charging memberships on days other than the 1st is not supported as Glofox doesn't export this information.  You can import them and change the date after the import
  • Dependents are brought in as normal customers as Glofox doesn't distinguish between them in the import file.  We recommend removing these and adding to their parents account manually once the import is complete if the child doesn't manage their own account
  • Any fixed length memberships will be added as free with an end date.  If the membership has remaining payments these would need to be handled manually

Preparation

Before exporting data from Glofox 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 that aren't classed as Pay As You Go (PAYG) in Glofox so you may wish to make sure any with memberships are setup as that.

Exporting data

In Glofox go to Manage tab and then Clients.  On this screen use the Actions button and click Download.

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

You'll want to stop existing payments in Glofox once you've migrated to WodBoard or customers will be charged twice.  To do this contact Glofox support or go into each profile and cancel off the membership.  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.