Moving to ClubRight from another system is handled for you by our team. You do not import your data yourself: you send us your member information in a template we provide, we import it securely, and your members then set up their online accounts. This article explains how the process works and what we need from you to make it smooth.
💡 Good to know: migration is a guided process, not a self-service one. Your onboarding contact at ClubRight will work through it with you, so if anything below is unclear, just ask them.
How migration works
There are three stages:
You prepare your data. We send you a data template, and you fill it in with your member information (exporting from your previous system makes this quicker).
We import it. You send the completed template back securely, and our team imports it into your ClubRight account.
Your members set up their accounts. Once imported, members claim their online account using their email address.
Preparing your data
No one knows your members better than you, so accurate, complete data is the most important part of a smooth migration. We import exactly what you send us and do not alter it, so whatever is in the template is what appears in ClubRight.
The template highlights the essential fields needed for an import to take place. The information we typically ask for includes:
Membership status: whether each member is active or cancelled.
Membership number: their existing membership number, if you use them.
Forename and surname.
Email: each member uses this to claim their online account, so it must be accurate.
Membership name or type: the name of their membership plan.
Start date, and end date where the plan is due to end (leave blank for a rolling membership).
Payment amounts: the monthly amount, or the upfront amount for a prepaid membership, and the payment date.
⚠️ Note: if your members use credits to book classes, these are not added through the template. Credits are added separately after the import.
Sending your data securely
Your member data is sensitive personal information, so it must be sent securely.
⚠️ Important: please do not send your data by email or through the chat button. We will provide a secure upload link (such as a Dropbox folder) for you to send the completed template. This protects your members' personal information.
Transferring your payments
If you collect payments through your current provider, those can be moved across too, so you do not have to ask members to re-enter their details. The process depends on how you take payment:
Direct Debit: existing Direct Debit members can be bulk transferred to ClubRight Pay. See Bulk transferring your Direct Debits to ClubRight Pay.
Card: stored card details can be migrated to ClubRight Pay Card. See Migrating from Stripe to ClubRight Pay Card.
After the import: getting members onto ClubRight
Once your members are imported, their profiles are in ClubRight but they still need to set up an online account. They do this themselves using the email address you provided in the template: they enter their email, receive a one-time passcode, and use it to log in and set a password, either in the ClubRight member app or through your online registration page.
The usual approach is to send all your members a message inviting them to set up their account. For how to do that, see Sending a group or bulk message. For help with members logging in, see Member login and password troubleshooting.
Have more questions about migrating?
Your onboarding contact is the best person to talk to about your migration. You can also click the orange chat button to reach our team.
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