Whether you're moving to ClubRight from another system or just need to add a large group of members to your existing club at once, our team does the import for you. You don't import or upload the data yourself, and you don't need to add members one by one: you fill in ClubRight's member template, send it back through the secure upload link we give you, and we bulk import it securely. If you're migrating, 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.
I can't find the template or the upload link
No problem. Just ask in the support chat: click the chat button, or choose Talk to a human in Milo, and our team will resend both the template and the secure upload link. Please don't send your member spreadsheet or CSV file in the chat itself.
What about members who join after I've sent my data?
New joiners can still sign up while we move your members across. If your previous provider's last collection date has passed, sign them up directly on ClubRight. If your previous provider is still due to make a collection, keep signing them up on your current system for now. Getting this right means no one is set up twice and you won't charge them again by mistake.
This applies to anyone who wants to join between sending the data and the end of your migration.
If your previous provider's last collection has passed
New members can sign up directly on ClubRight. They can buy their membership in the app, or your staff can do it for them in club, and set up their Direct Debit at the same time.
They're live on ClubRight straight away, and nothing else is needed.
If your previous provider is still due to make a collection
Carry on signing new members up on your current system for now. That way they're included in your data export and moved across with everyone else, so they won't be set up twice or charged twice.
Once they're imported, they set up their account in the same way as the rest of your members.
💡 Tip: if you aren't sure which applies, or a member wants to join close to your cutover date, get in touch by clicking the chat button or emailing help@clubright.co.uk, and we'll tell you the best route.
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, so card-paying members carry across without re-entering their details. Your onboarding contact will arrange this with you.
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 chat button to contact our Customer Success team.
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