Recurring Membership Import Guide

The Recurring Membership Import brings across your members' active subscriptions — the memberships that bill on a regular cycle (weekly, monthly, etc.). This includes the membership plan, price, billing day, and next payment date.

Important: The User Import must be completed before this import. Recurring memberships are linked to users via email address, so the member accounts need to exist in Gymflow first.

Before you start

1. Make sure your User Import has been completed by your Gymflow rep.

2. Download the Gymflow Recurring Membership Import Template (.xlsx file).

3. Open it in Excel or Google Sheets. You'll see two sheets: Instructions and Recurring Membership Import.

4. Read the Instructions sheet for a quick overview.

Understanding the colour coding

• Green columns — required fields that you fill in.

• Blue columns — Gymflow staff only. Leave these blank.

• Grey columns — auto-calculated. Do not edit.

Filling in your data

Start entering data from row 4. Rows 4–8 contain example data. Delete or overwrite these with your real membership data.

Required fields you fill in (green columns)

Auto-calculated field (grey column)

Gymflow staff fields (blue columns)

How the price column works

The template has two price columns side by side:

• Membership Price (column F) — you enter the price as you'd normally write it. E.g. 49.99 for $49.99 or £49.99.

• Price in Cents (column G) — this auto-calculates by multiplying your price by 100. So 49.99 becomes 4999. This column is locked and cannot be edited.

This setup avoids a common mistake where prices get entered in the wrong unit. Just enter the price naturally, and the template handles the rest.

Understanding Billing Day

The Billing Day field works differently depending on your membership's billing cycle:

• Monthly memberships: Enter the day of the month the bill is due. E.g. 15 means the member is billed on the 15th of each month.

• Weekly memberships: Enter the day of the week as a number. 1 = Monday, 2 = Tuesday, 3 = Wednesday, 4 = Thursday, 5 = Friday, 6 = Saturday, 7 = Sunday.

The billing frequency itself (weekly vs monthly) is configured on the membership plan inside Gymflow — you don't need to specify it in the import file.

Common mistakes to avoid

• Email doesn't match the User Import — the email address must exactly match one that was imported in the User Import. Check for typos, extra spaces, or different capitalisation.

• Entering price in cents instead of currency — enter 20.00, not 2000. The cents column handles the conversion.

• Wrong date format — use yyyy/mm/dd, not dd/mm/yyyy or mm/dd/yyyy.

• Editing the Price in Cents column — this is auto-calculated. If you overwrite it, the formula will be lost.

• Editing the User Member ID or Membership ID columns — these are for Gymflow staff only.

• Billing Day out of range — for monthly, use 1–31. For weekly, use 1–7.

What happens next

Once you've filled in the template:

1. Send it to your Gymflow onboarding representative via email.

2. They'll add the User Member IDs (by matching your email addresses to the imported users) and the Membership IDs (by mapping your membership names to plans in the system).

3. They'll validate the data and run the import.

4. After import, you'll see the recurring memberships linked to the correct members in Gymflow.

Need help?

If you're unsure which membership names to use, or if your billing setup is unusual, reach out to your Gymflow onboarding representative. They can help you map your existing plans to the right Gymflow configuration.