User Import Guide

The User Import is the first step in migrating your data to Gymflow. This import brings across your existing members — their contact details, marketing preferences, addresses, and emergency contacts.

This import must be completed before you can import any memberships, because membership records are linked to users via their email address.

Before you start

1. Download the Gymflow User Import Template (.xlsx file)

2. Open it in Excel or Google Sheets. You'll see three sheets: Instructions, User Import, and a hidden Config sheet that powers the validation.

3. Read the Instructions sheet first for a quick overview.

Setting your region

On the User Import sheet, the first thing to do is select your region from the dropdown in cell C1. Your options are:

• United Kingdom

• United States

• Australia

This selection automatically sets the Country column for all rows (GBR, USA, or AUS) and determines the expected postcode format. You don't need to touch the Country column — it's auto-populated.

Filling in your data

Start entering member data from row 5. Rows 5–9 contain example data to show you what correctly formatted entries look like. Delete or overwrite these with your real data.

Required fields (green columns)

Optional fields (orange columns)

Auto-populated fields (grey columns — do not edit)

How phone numbers work

Excel has a known issue where typing a + at the start of a number causes it to be dropped or treated as a formula. To avoid this, the template splits phone numbers into two columns:

1. You enter the local number — just the digits, without the + or country code. For example, a UK mobile would be 7525555812, not +447525555812.

2. The template auto-generates the full number — it combines the phone prefix for your selected region with the local number you entered.

The same approach applies to the Emergency Contact Phone field.

Important validation rules

Email uniqueness: Every email address must appear only once in the file. Duplicate emails will cause the import to fail.

Emergency contacts come in pairs: If you fill in an Emergency Contact Name, you must also fill in the Emergency Contact Number, and vice versa. One without the other will be flagged as an error.

Phone numbers must use international format: This means a + followed by the country code and number, with no spaces or dashes. For example: +447525555812, not 07525 555 812.

Postcodes must match your region: UK postcodes follow the pattern like SW1A 1AA, US zip codes are 5 digits (with an optional 4-digit extension like 90210-1234), and Australian postcodes are 4 digits like 2000.

Common mistakes to avoid

• Copying phone numbers from a spreadsheet that strips the leading + — double-check that all phone numbers start with +.

• Date formats — use yyyy/mm/dd, not dd/mm/yyyy or mm/dd/yyyy.

• Accidental spaces in email addresses — trim any leading/trailing spaces.

• Duplicate emails — if two members share an email, you'll need to resolve this before import. Only one account per email address is allowed.

• Editing the Country column — this is auto-populated. If you manually overwrite it, the value may not match what Gymflow expects.

What happens next

Once you've filled in the template:

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

2. They'll review it for any formatting issues and follow up if anything needs fixing.

3. Once validated, they'll run the import into Gymflow.

4. After import, you'll be able to see all your members in the Gymflow dashboard.

5. Your Gymflow rep will then provide you with the information needed to proceed with membership imports.

Need help?

If you're unsure about any field or run into formatting issues, reach out to your Gymflow onboarding representative. They're there to help.