Migration · Gym and studio
Switch without switching off. Close the old tool when the numbers match.
Members, memberships, payments, visit history, bookings, staff and programmes in one wizard. You read a validation report before anything is imported, run both systems side by side for a while, and close the old one when the reconciliation is green. Prefer us to do it? Assisted migration is free.
Migration wizard
Six steps. Nothing is written until you confirm.
In the panel: Settings → Data → Migration wizard. The owner or a manager runs it, and you can go back at any step.
- 01
Pick your old tool
Choose the software you are leaving; the wizard shows how to export from it. Not listed? Pick Excel / CSV.
- 02
Upload the files
Drop several files at once: members, memberships, payments and visit history can be separate exports. The wizard suggests each file's type, and encoding and delimiter are detected on the server.
- 03
Check the column match
Columns are mapped automatically and you can change any of them. Separate date and time columns are combined; you choose the date order (month first for US exports) and decimal separator.
- 04
Read the validation report
Before import: how many members, active memberships, total open balance, invalid phone numbers, likely duplicates. Download the issue list as a CSV and fix it in the old tool if you like.
- 05
Import
Entity by entity, with progress. Every batch can be undone in one click; records that have had activity since the import are kept and reported to you.
- 06
Reconcile and close
The totals from your files sit next to the totals in Workout OS. When the checklist is green, the wizard tells you that you can switch the old system off.
Files the wizard takes
- Members or clients
- Memberships and packs (days left, sessions left, freezes)
- Past payments and refunds
- Check-in and attendance history
- Bookings (past and upcoming)
- Staff and trainers
- Training programmes
Validation report
No surprises: the report comes first.
Every row is checked before it is imported and problems are grouped, so you know which rows will be skipped and why before you commit.
- Members
- 412
- Active memberships
- 388
- Total open balance
- $3,840
- Past payments
- 2,906
- Check-ins
- 18,240
- Invalid phone number6
- Possible duplicate member3
- Unreadable date2
Download issue list (CSV)
Controlled switch
Run both systems side by side for a while.
In migration mode your old tool stays live. Upload fresh exports again and records are matched on their source ID and updated, never duplicated.
- Before each re-import you see how many records will be created, updated, unchanged or in conflict
- A field you changed in Workout OS is kept if the source did not change it; if both changed, it is shown as a conflict and you decide
- Because visit history comes across, Member success works from day one: you see who is drifting away in your first week
- Reconciliation compares active members, status breakdown, end dates, open balances and upcoming bookings, and lists every difference
- The "I've closed the old system" step stays locked until the checklist is green
| Item | Old system | Workout OS |
|---|---|---|
| Active members | 388 | 388 |
| Memberships ending this month | 41 | 41 |
| Open balance | $3,840 | $3,840 |
| Upcoming bookings | 126 | 124 |
2 bookings to review
When it is all green: you can switch the old system off
Assisted migration
Rather not do it yourself? We will.
Send us your exports and our team runs the same wizard for your business, with your written approval. You see every import in your panel and can undo it. It is free: no setup fee and no migration fee.
- Free, on every plan
- With your written approval, visible and reversible in your panel
- Uploaded raw files are deleted 30 days after go-live
- No biometric data (such as fingerprints) is moved; only card or member numbers
Supported sources
From global platforms, local tools or a spreadsheet.
Most vendors do not publish their export columns, so the wizard combines known headers with common English and Turkish column names, and anything else can be mapped by hand.
- Mindbody
- ABC Glofox
- PushPress
- Gymdesk
- Wodify
- Zen Planner
- Arbox
- TeamUp
- ABC Trainerize
- ClubReady
- GymMaster
- Mariana Tek
- WellnessLiving
- Virtuagym
- Excel / Google Sheets / CSV
Ready-made mappings are in the Workout OS gym wizard; Workout Studio has them for Mindbody, Glofox, Trainerize and Excel. Any other CSV can be mapped manually. No vendor's export contains card details, so saved-card billing is set up again with your payment provider. Several platforms split their exports into separate reports or restrict some data; check your current vendor's export options before you cancel.
Your data
Moving in is free. Moving out is too.
The account owner can download everything at any time, free: a CSV per entity (in a ZIP with a manifest and README) and a full JSON backup. The same export restores one-to-one into another Workout OS account. No support ticket, no waiting, no fee.
- Full export at any time, free
- 90 days of read-only access and export after you close the account
- E-mail reminders before deletion
- No contract and no cancellation fee
FAQ
Migration questions.
Is migration free?
Yes. The wizard is free on every plan, assisted migration by our team is free, and exporting your data later is free too.
Do I have to stop using my old system first?
No. In migration mode your old tool keeps running. Re-upload fresh exports and records are updated, not duplicated. Close the old tool when the reconciliation checklist is green.
Which tools can I import from?
Anything that can export a CSV. The gym wizard has ready-made mappings for Mindbody, ABC Glofox, PushPress, Gymdesk, Wodify, Zen Planner, Arbox, TeamUp, ABC Trainerize and others, plus typical English or Turkish spreadsheets. Workout Studio recognises Mindbody, Glofox, Trainerize and Excel. Other files are mapped by hand.
What comes across?
Members or clients, memberships and packs with what is left of them (days, sessions, freezes), past payments, visit and attendance history, bookings, staff and workout programmes. Upload whatever your old tool can export; none of the files is mandatory.
What happens to rows with errors or duplicates?
They are grouped in the validation report before anything is imported. Download the issue list as a CSV to fix it, or skip those rows.
Can I undo an import?
Yes, per batch or the whole migration. Records that have had activity since the import (a payment, a check-in, a booking) are kept and reported with the reason.
Will balances and revenue be counted twice?
No. If the amount already paid in your old system is not covered by the payments file, a single carry-over payment is attached, so the open balance matches the source and revenue is not counted twice.
How do I export everything later?
The owner downloads a standard CSV export (one file per entity, in a ZIP) or a full JSON backup in one click, free, at any time, and keeps 90 days of read-only access after closing the account.
Demo
See it with your own data.
Gym, studio or both? We will set up a 20-minute walkthrough using your own packs and client list. No commitment.