Data Migration Overview

Switching to Gymflow? Welcome aboard. This guide walks you through the data migration process — what gets moved, what order it happens in, and what you need to do at each step.

What gets migrated

When you move to Gymflow, we help you bring across four types of data:

1. Users — Your existing members, including their contact details, marketing preferences, addresses, and emergency contacts.

2. Leads — Prospective members you're tracking, along with their source and status.

3. Recurring Memberships — Active subscriptions with billing schedules, prices, and next payment dates.

4. Pre-Paid Memberships — Upfront-purchased memberships with start and expiry dates.

Each of these has its own import template and guide, which we'll link to below.

The migration workflow

Migration happens in a specific order because some imports depend on others. Here's how it works:

Step 1: You fill in the templates

Download the import templates from the links below and populate them with your data. Each template includes an Instructions sheet, colour-coded columns, and example rows to help you get it right.

• Green columns are required — you fill these in.

• Orange columns are optional — include them if you have the data.

• Blue columns are for Gymflow staff — leave these blank.

• Grey columns are auto-calculated — don't edit them.

Step 2: Send the templates to your Gymflow rep

Once your templates are filled in, email them to your onboarding representative. They'll review the data and add any system IDs that are needed (like Membership IDs or Lead Source/Status IDs).

Step 3: Gymflow processes the imports

Your Gymflow rep handles the actual import into the system. The imports happen in this order:

1. User Import — must be completed first, since memberships are linked to users.

2. Lead Import — can run independently of users.

3. Recurring Membership Import — requires the User Import to be done first.

4. Pre-Paid Membership Import — also requires the User Import to be done first.

Step 4: Verification

After each import, your Gymflow rep will confirm the results with you. You'll have the chance to spot-check your data in the Gymflow dashboard before anything goes live.

Import order matters

This is the most important thing to understand: the User Import must be completed before either membership import can run. Membership records are linked to users via email address, so the users need to exist in Gymflow first.

The Lead Import is independent and can happen at any time.

User Import ──┬──> Recurring Membership Import └──> Pre-Paid Membership Import Lead Import (independent — any time) 

Templates and guides

Import Templates

Common questions

How long does migration take? Most migrations are completed within 1-3 days of us receiving your valid data,

What if I have data that doesn't fit the templates? Talk to your Gymflow onboarding rep. We can often assist you to transform your current data into a format that fits or find an alternative solution.

Can I migrate from any platform? Yes. The templates are platform-agnostic — you just need to get your data into the right format. If you're coming from Glofox, we have a separate guide on exporting your data.

What about payment methods (credit cards / direct debits)? Payment method migration (card tokens via Stripe) is handled separately by your Gymflow rep as part of the onboarding process. This is not covered in the self-serve templates.

Need help?

If you get stuck at any point, reach out to your Gymflow onboarding representative. They've done this hundreds of times and are happy to help.