Migrating from Octiv

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

Limitations of migration

There are a few limitations on the migration process due to the way Octiv 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
  • 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 Octiv 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 Octiv doesn't export this information.  You can import them and change the date after the import
  • 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 be added as free if 1 charge.  If the membership has multiple charges then next charge dates would need to be set

Preparation

Before exporting data from Octiv 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 having a membership in Octiv so you may wish to make profile adjustments to only bring across the people you want.

Exporting data

In Octiv go to Members > Manage > CSV Export

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

You'll want to stop existing payments in Octiv once you've migrated to WodBoard or customers will be charged twice.  To do this contact Octiv 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.