Migration Mode is designed to help schools onboard their existing students without requiring a complex, costly full data migration. It simplifies the process by allowing schools to collect payment information, signed agreements, and waivers directly from students using a clear, step-by-step system. This ensures a smooth transition to GB Members while reducing administrative effort and avoiding double billing.
Best Practice Tip:
Avoid sending all agreements at once. Instead, migrate students in manageable batches of around 10–15 at a time. This makes it easier to monitor responses, follow up personally, and ensure that, once students complete the process in GB Members, you remember to cancel their billing in your old system to prevent double billing.
We are also working with our developer to configure automated email notifications for you when students complete their migration. Stay tuned for updates on this feature!
Contents:
- Submitting Student Data
- Starting the Migration Process
- Monitoring and Completing Migration
1. Submitting Student Data
Step 1: Prepare a CSV file with all necessary student information, such as:
- Full Name
- Contact Information (Phone, Email, Address)
- Date of Birth
- Membership Type or Status (Active, Frozen)
- GB Program (e.g., Tiny Champions, GB1, GB2, etc.)
- Belt Rank (if available)
- Next billing date
Step 2: Email the CSV file to software@graciebarra.com
The GB Members team will upload the student profiles into your school account.
2. Starting the Migration Process
Step 1: Once uploaded, un-migrated students will appear in red on your student list.
Step 2: Click the “Start Migration” button next to each red-listed student.
Step 3: Before sending an agreement, double-check their membership details—especially their next billing date—to avoid any double billing.
Step 4: Send the agreement. The student will receive a link to enter their payment details, sign the membership agreement, and waiver.
Their status will change to In Progress and turn green.
3. Monitoring and Completing Migration
- If a student doesn’t complete their form before their next billing date, their status will change to Expired and turn orange.
- You can resend the agreement with an updated billing date.
- Once the student completes the form, their color will change to blue, indicating they are fully migrated and now being billed through GB Members.
- After full migration, be sure to cancel billing in your previous system to avoid charging the student twice.
Tips**
- Make sure the next billing date is accurate before sending the migration agreement.
- We recommend migrating 10–15 students at a time to keep the process manageable and allow for personal follow-up.
- Remind students to check their email for the agreement and complete it promptly.
Conclusion
Migration Mode is a helpful tool for onboarding your current students into GB Members without the complexity of a full data migration. By following the step-by-step process, you can ensure accurate billing, collect required agreements, and transition smoothly from your old system.
FAQs
Q1: Can I edit the student data after it’s been uploaded?
A1: Yes. Simply click edit and make any changes to the student's info.
Q2: What happens if I send the agreement with the wrong billing date?
A2: You can edit the agreement and resend a new one with the correct billing date.
Q3: Will students receive reminders to complete the agreement?
A3: No, schools should follow up with students directly if they haven’t completed their agreements.
Related Articles:
Need Assistance?
For further assistance or clarifications, please contact northamerica@graciebarra.com
You can also schedule a 1-1 consultation: https://graciebarra.link/gbmembers-consultation