Migrating your customer database to Rock Gym Pro (RGP) is straightforward if you can export your existing customer data into an Excel or text (.CSV) file. However, because membership data is represented differently across systems, we require reviewing your data before creating a migration template that works with RGP.
Migration Process and Costs
Step 1: Export Your Data
From your existing system, export your customer database into an Excel or text file (.CSV) with:
- One row per customer.
- A header row with column names.
- All customer types included (members, guests, punch cardholders, etc.).
You can view our list of recommended data fields here: Recommended data fields for importing customers into Rock Gym Pro
IMPORTANT: Do NOT include credit card or billing account information in your export.
Step 2: Submit Your Data
Once your file is ready, use the Submit a Request Form to attach and send your file for RGP Support's review.
Step 3: Data Review and Template Creation
After receiving your file, we’ll analyze the data and create a Data Migration Template that maps your data to the RGP format.
- The fee for building a migration template is $250 USD per file and requires a one-year Premium Support contract.
- If you send multiple files (e.g., separate files for members, guests, balances, etc.), there is a $250 fee per file to merge them into a single importable file.
- Example: 4 files = $1,000 total.
- Tip: To save costs, combine your data into one file before submitting.
Step 4: Test Import Your Data
After you receive your finalized Data Migration Template, you can import the data into RGP at any time. You can also delete imported customers and re-import as needed. This flexibility allows you to test your database and perform a final data import when you're ready to go live.
Step 5: Arrange Final Data Import Date
If some time has passed before your initial export and the date the Data Migration Template has been finalized, you can arrange a time with RGP Support for one, final data import. For this, you'll decide upon a date in which you will do a fresh export of the data from your current software, pass that along to RGP Support, who will in turn work with our Development team to apply the Data Migration Template.
Note: Advanced scheduling notice is required as it requires coordination with multiple teams.
Data Guidelines
- Plan for the migration process to take at least three weeks, as there is often back-and-forth communication to fine-tune the data.
- When exporting data, we recommend:
- Guests: Include records from the past 2–3 years.
- Members: Provide start/end dates for prepaid memberships and dues amounts for EFT memberships.
- Balances/Credits: These may require a separate export from your existing system. We can merge this into your main file or import as a single balance (not itemized invoices). Balances will appear as a product called Balance Import at POS.
Important Limitations
- RGP cannot import:
- Purchase history (invoices/payments).
- Historical check-in dates and times.
- We can import extra information not tied to a standard data field (such as miscellaneous notes), but this depends on your exported data. After you send your data via the Submit a Request Form, RGP Support will review with you what’s possible.
Alternative Option
If you have just a few hundred members, you may want to skip the migration and migration fees and start fresh (i.e. don’t import). Members and guests can then be added over time with new waiver submissions or entered manually.
Related Links
Recommended data fields for importing customers into Rock Gym Pro
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