Migrating from GoCardless

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

This article is for those who do not have a gym management system and use GoCardless standalone for running their membership charges.  If you run a gym management solution you should refer to that article instead.

Limitations of migration

The GoCardless importer looks for active subscriptions in GoCardless.  If you have inactive subscriptions or subscribers with no longer valid mandates they will not be imported.

There are a few limitations on the migration process due to the amount of data we can get out of GoCardless:

  • Anybody with class packs will not be imported
  • Offline payers and free memberships will need to be setup manually
  • Any discounts on memberships will have to be manually applied once the import of data is complete
  • Any paused memberships will need pausing in WodBoard after import of data is complete
  • Any memberships due to end will need an end date setting after the import is complete
  • 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
  • Any fixed length memberships will need an end date setting

Preparation

Before importing data 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.  Cancel old subscriptions for those athletes which are no longer members.

As we only import active subscribers you can save yourself some effort and just cancel the subscription.  The customer profile or mandate does not need to be removed

Stopping payments in GoCardless

You'll want to stop existing payments in GoCardless after migrating to WodBoard, or the customers could be charged twice.  To do this cancel the existing subscription under a customer profile.  Do not cancel their mandate.

Implications to be aware of if you do this incorrectly: If you do cancel a mandate then the import will not bring across the customer's existing payment details and they'll have to re-enter them when they claim their account. If you don't cancel their subscription then the customer will be billed by WodBoard and by GoCardless, so billed twice in a month.

GoCardless can be configured to run membership charges early so if you charge somebody on the 1st of Jan for example, the charge is actually started on the 24th of December.  If your account does this you will need to either: a) cancel the subscriptions before the 23rd/24th (assuming charging starts on the 1st in WodBoard) or b) cancel any payments created for after the payments change over day

Importing data

Your WodBoard onboarding specialist will perform the import on your agreed migration date.  Make sure any changes you wish to make are complete by this date.