Pre-Paid Membership Import Guide

Learn how to bulk import pre-paid memberships from another platform to Gymflow.

Written By Isaac Buchanan

Last updated About 15 hours ago

The Pre-Paid Membership Import brings across memberships that have been purchased upfront — class packs, annual passes, fixed-term challenges, and similar products. These memberships have a defined start date and expiry date rather than a recurring billing cycle.

Important: The User Import must be completed before this import. Pre-paid 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 Pre-Paid Membership Import Template (.xlsx file).

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

  4. Read the Instructions sheet for a quick overview.

Gymflow_PrePaid_Membership_Import_Template.xlsx

12.9 KB• Spreadsheet

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)

Field Format Notes

Email

Valid email address

Must match an email from the User Import.

Membership Name

Text

The name of the pre-paid plan (e.g. "10 Class Pass", "Annual Pass", "6 Week Challenge").

Membership Start Date

yyyy/mm/dd

When the membership began. If left blank, defaults to the date of import.

Membership Price

Number (e.g. 100.00)

Enter the price in your currency. Do not enter in cents.

Expiry Date

yyyy/mm/dd

The date the pre-paid membership expires.

Auto-calculated field (grey column)

Field Notes

Price in Cents

Automatically converts your Membership Price to cents (e.g. 100.00 becomes 10000). Do not edit this column.

Gymflow staff fields (blue columns)

Field Notes

User Member ID

Added by your Gymflow rep after the User Import. Linked via email.

Membership ID

Added by your Gymflow rep before import. Maps the name to the correct plan.

How the price column works

Just like the Recurring Membership template, this template has a friendly price column and an auto-calculated cents column:

  • Membership Price (column F) — enter the price naturally. E.g. 120.00 for a 10-class pass that costs $120.

  • Price in Cents (column G) — auto-calculates. 120.00 becomes 12000. This column is locked.

Start date vs expiry date

Every pre-paid membership needs both dates:

  • Membership Start Date — when the member purchased or activated the membership. If you leave this blank, it defaults to the date the import runs.

  • Expiry Date — when the membership ends. After this date, the member will no longer have access under this plan.

Make sure the expiry date is after the start date. If you're importing memberships that have already expired, you can still include them — just be aware they'll show as expired in Gymflow.

Common mistakes to avoid

  • Email doesn't match the User Import — the email must exactly match one from the User Import. Watch for typos and extra spaces.

  • Entering price in cents — enter 100.00, not 10000. The template handles the conversion.

  • Wrong date format — use yyyy/mm/dd consistently for both start and expiry dates.

  • Expiry date before start date — double-check that expiry dates come after start dates.

  • Editing the Price in Cents column — it's auto-calculated. Overwriting it will break the formula.

  • Editing the User Member ID or Membership ID columns — leave these for your Gymflow rep.

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 and Membership IDs.

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

  4. After import, you'll see the pre-paid memberships linked to the correct members in Gymflow, with their expiry dates visible.

Need help?

If you have pre-paid memberships with complex structures (e.g. session-based credits, multi-use passes), talk to your Gymflow onboarding representative. They can advise on the best way to map these to Gymflow's membership model.