Studio Booking-System Migration Checklist

Changing systems is easier to plan when the records and responsibilities are explicit. Use this checklist as a starting point for a conversation with your current and next providers. It does not guarantee that every record or payment arrangement can be transferred.

1. Agree what is moving

• List active members and remove duplicates before exporting.
• Export unused class credits with expiry dates and the date of the export.
• List future bookings, recurring classes, instructors and session capacities.
• Confirm which records can be imported and which need manual entry.

2. Check payments separately

• List current recurring payment arrangements and agree how each will be handled.
• Confirm cancellation and restart dates before creating any new recurring charges.
• Do not assume saved payment details or existing subscriptions transfer between systems.

3. Rehearse with a small sample

• Check one member with unused credits, one with a future booking and one with an expiring pack.
• Try a member booking, cancellation and waitlist journey.
• Check the roster and attendance view with an instructor.
• Compare imported balances and bookings with the original export.

4. Prepare the handover

• Agree a changeover window and who owns each task.
• Keep a dated reference export and a plan to restore the old booking process if checks fail.
• Tell members where to book, when the switch happens and who can help.
• Stop accepting changes in the old system during the final reconciliation window.

5. Review after launch

• Check the first live class roster against actual attendees.
• Review payment and credit questions each day during the initial handover.
• Confirm the old booking links and payment arrangements have been handled as agreed.
• Record any unresolved differences and assign an owner before closing the migration.

Bring your migration questions to a demo

Bring a sample timetable and a description of your pack rules. Avoid sending real member records at the enquiry stage. We can first discuss your requirements, then agree the supported scope and a suitable way to exchange information if you decide to proceed.

Explore Pilates studio software or reformer booking workflows, and arrange a personal walkthrough.