This article will take you through;
- First steps after migration
- How to assign Single Memberships after migration
- How to assign Credits after migration
- What are Transfer Memberships
- What happens when the payment migration is complete?
- How to set a Recurring Membership to start on a future date
- How to change the member's access before the payment starts
- Next steps and additional support
First steps after migration
You have just migrated to Glofox, now we need to make sure you are fully set up before going live to your clients.
Before you are ready to 'Go Live', you will need to assign your clients with their memberships and credit packs, etc. The below list will take you through how to do each of these;
How to assign 'Single Memberships' after migration
A 'Single Membership' is a membership with a once-off payment for a specific period, for example, a day, a week, a month. After migrating, you will need to set up new 'Single Memberships'.
To set up a single payment for a membership, follow these steps;
- Navigate to the 'Manage' icon and click 'Services' in the side menu
- To create a new membership, click 'Add+' and enter the details 'Membership' details
- Click on the 'Plans' tab.
- Set the payment frequency to 'Single'
- Set the details, the price, the duration of the membership e.g., a month
Please note:
You should set your 'Membership' up with the normal price, but make sure to assign it to your client as 'Complimentary. The reason for this is;
- If you process the transaction as a 'Card' payment and input your client's card details, your client will be charged again for this membership even though they have already paid on your old system
- If you process the transaction as cash or any other means, that revenue will be reported in your Glofox dashboard, so for reporting reasons and to avoid confusion, set the price to 'Complimentary'.
Next, you will need to assign the membership to your client and change the expiry date and set the payment to 'Complimentary'. To do that, follow these steps;
- Search for the client's name on 'Global Search' or find them within the 'Clients' tab
- Search to find the client you want to buy for
- This will pull up your client's profile, click the 'Membership' tab
- Click the 'Add Membership+' button
- A list of available memberships will appear, select 'Purchase' on the 'Single Membership' you just set up
- Now click on the price and change it to '0' (Complimentary)
- Click 'Proceed with Transaction'
- Now you need to click 'Edit' on the 'End Date' and change it to the date that your client's membership is expected to end
- Click the '✓' symbol to save
Find out more about assigning clients to memberships here;
How to assign Credits after migration
A 'Credit' is a single or pack of credits that your client can use against a pre-determined number of services. One credit is used for one booking. There are three types of 'Credits' you can set up;
- Classes
- Appointments
- Facilities
After migration, you will need to add any remaining 'Credits' active on your client's account to Glofox. To do that, follow these steps;
- Search for the client's name on 'Global Search' or find them within the 'Clients' tab
- Click the 'Credits' tab on their profile
- Click '+Add Credits'
- Enter the amount of 'Credits' remaining on your 'Clients' account
- Click 'Edit' to select;
- If Classes/Facilities/Appointments are bookable with these Credits
- If All/One/Multiple services are bookable with these credits
- If and when the credits have an expiry date
- From here you can also add in an expiry date if needed
- Once you select your desired options, click 'Save'
What are Transfer Memberships?
If you are also doing a payment migration with Glofox, then you will also need to set up and eventually delete 'Transfer Memberships' and add 'Recurring Memberships' to start in the future.
Transfer Membership
A 'Transfer Membership' is a temporary 'Membership' or 'Status' given to your clients currently on 'Recurring Memberships' on your old system, while waiting for the payment migration to complete. You need a 'Transfer Membership' so your client can continue to attend your gym/studio as normal while their payments are still processed on your old system.
A payment migration can last anywhere from 6-8 weeks from the time you instruct your old provider to export your clients' payment details into Stripe or GoCardless. We want you and your clients to be able to log in and begin using Glofox as soon as possible, so we use 'Transfer Memberships' while we wait for the payment migration to complete.
Please note:
It's important to note that any payments or subscriptions that are due during the payment migration will continue to be processed in your old system. Since all of your billing during the transfer period stays in your old system, you will need to keep your old system running until the after the payment migration is complete and the subscriptions have been reassigned in Glofox. Consequently, you will need to check the old system to ensure there are no failed or outstanding payments. If there are failed payments, you will have to then go into the Glofox dashboard and make edits to the client's membership as needed.
How to set up a Transfer Membership for those on Recurring Memberships
The only clients who need to be put on 'Transfer Memberships' are clients with subscriptions. To set up a 'Transfer Membership' follow these steps;
- Like any other 'Membership', navigate to the 'Manage' tab and click 'Memberships'
- Click 'Add+' and enter the details. You can call the 'Transfer Membership' anything you like but we suggest calling it 'Transfer Membership' to make it easier to identify who needs to be updated when the payment migration is completed
- Click on the 'Plans' tab and set the expiry to be 3 months from now. (This ensures you have more than enough time to transfer the payment details)
- Set the payment frequency to 'Single'
- Set the price to '0' (as they are already being charged in your old system)
Once complete, we will then assign the clients that are on 'Recurring Membership' to the new 'Transfer Memberships' for you.
What will a client on a Transfer Membership see?
Your client will be able to register, log in, and book sessions as if they were on a 'Recurring Membership'. However, when logged in, they will see 'Transfer Membership' on their profile. Glofox recommends that you communicate with your recurring members about this temporary membership status during the migration process.
What will clients not on a Transfer Membership see?
These clients will have the same status that they had in the previous system. They will be able to make bookings as normal. Should they want to make payments for a class booking, a credit pack, or another membership, they would be advised to add their payment details just like any new user.
What happens when the payment migration is complete?
Once the payment details are ready in 'Stripe' or 'GoCardless', your 'Glofox Onboarding Manager' will link the payment details to your clients' profiles in Glofox. Once this process is complete you will be notified and asked to;
- Cancel the subscriptions in the old system from the date agreed upon with your onboarding manager
- Cancel the 'Transfer Membership' on each client's profile and assign them with their new 'Recurring Memberships' (More on how to set these up below)
It's best to set up your 'Recurring Memberships' before the payment migration is complete to ensure you are ready to go as soon as possible. To do that, you will set up a 'Recurring Membership' to start at a future date.
How to set a Recurring Membership to start on a future date?
First, set up the 'Recurring Membership'
- Like any other 'Membership', navigate to the 'Manage' tab and click 'Memberships'
- Click 'Add+' and enter the details
- Click on the 'Plans' tab, set the 'Frequency' to 'Recurring'
- Set the details, price, duration, and the frequency for when payment is to be taken e.g., every month
Read more on setting up 'Recurring Memberships' below;
Next, assign it to your clients and set it to a future date;
- Search for your client's name on 'Global Search' or find them within the 'Leads' or 'Clients' tab
- Go to the ‘Membership’ tab of their profile
- Click '+Add Membership'
- Scroll to the membership you want to add and click the date shown under 'Start date'.
- Choose the start date you want the membership to start on
- Click ‘Purchase’
Please note:
The above process will mean both the 'Membership' and the 'Payment' will start on a future date. If you want to have the payment start on the future date e.g. 15th of next month, but you want your member to be able to attend classes before that, then you will need to go back to the 'Membership' after purchase and change the 'Start Date', which will allow access to your facilities before the payment kicks in.
How to change the member's access before the payment starts
To change the member's access of a future membership to an earlier date, follow these steps;
- After purchase, click on the 'Start Date'
- Change the start date to your preferred start date
- Click the '✓' symbol to confirm
Now your member's payment will start on a future date, but they will have access from the 'Start Date' selected. (The start date should match the date you cancel the 'Transfer Membership')
Please note:
- You can only add a future payment date to 'Recurring Membership'. If you set a single payment membership to start in the future, the client will still be charged today.
- You cannot future start date pro-rated memberships. The client will always be charged the pro-rated amount today for the remainder of the month, and then they will be automatically charged on the 1st of the month going forward.
Next steps and additional support
Once your migration is complete, you will likely want to inform your clients of the switch. Read the article below for more on onboarding your clients.
For additional support, reach out to support@glofox.com, and we will be happy to assist you.