Migration Process

This guide outlines the steps for migrating to GB Members CRM Software, designed to streamline the transition from your current system. Our process aims to transfer as much of your existing data as possible to the new CRM, ensuring a smooth transition for your school.

Please note: While we strive for a comprehensive migration, some data limitations exist due to technical constraints and data formats from various CRM systems. For detailed information on these limitations and how they may affect your migration, please see our full disclaimer at the bottom of this page.

1. Get Software Started

A) Fill out the Software customization form.

Averages, less than a week for completion.

Must have all business info ready:

GMAIL
Phone Number
Physical Address
Sales Tax %
If you want to apply a 1.33% Admin Fee or not

B) Set up your Billing Account

We will provide you with your Custom Stripe Account link to get started.

2. Plan Migration > Organize Students

To the best of your ability, please pinpoint any of these special cases for students:

Is there anyone you do not want to raise prices for?
Is anyone on scholarship?
Is anyone on special tuition price?
Will you use this software migration to raise your prices?
Decide if you want to add the minimum 2% service fee.

Determine what leads you would like transferred to the new software (for example, some schools may want leads created in the last 6 months).

3. Request exit files and download Current Reports

You should plan on having your current CRM/billing provider charge a fee for processing the exit file request. It usually ranges anywhere from $200 to $400.

*Use the following resources to request your exit files from your specific provider.

ClubReady

Reach out to support@clubready.com and request the offboarding link to request exit files to migrate to Gracie Barra's internal system. Refer to the general steps below for guidance on filling out the offboarding form.

Zendesk/Paysimple

You must request exit files from BOTH Zendesk and their billing provider, Paysimple.

To request data transfers, the owners of the PaySimple accounts should call the support team at 800.446.0992 option 2 to start this process.

They will need to confirm the account details of the processor they will be moving to (GB Members—Billing Processor is Stripe) and the pricing and account closure process if they wish to proceed with that.

Once they have those details and the data transfer team confirms the new provider meets the security requirements, they create waivers for the account owner and new providers to sign off on. From there, the data transfer team will work with the new providers (GB Members - Stripe) team to securely send the exported data to plug into the new system.

GENERAL

Contact the support team of your current software provider and state that you would like to close your account and request the exit files for migration to your new CRM Software.

The export should be encrypted with Stripe's PGP key, which can be found here.

You can adjust the dates to shorten/lengthen the timeline based on your preferences for how fast you want to migrate and how many students you have. But there must be a minimum of 30 days between the requested date to send the exit files and the date the new provider takes over billing.

It typically takes 5-10 business days to process the exit files once received.

Typically, for a school of 200-300 students, we recommend the following:

Requested Date to Send Exit File: Immediately, ideally at the beginning of the month (Weekday, not a holiday)
Date New Provider Takes Over Billing: Minimum one month from the requested date
Date to Disable Draft/POS with ClubReady: At least one month from the requested date.
Disable Old CRM Site: 2 months from the requested date. This ensures access to your system for final administrative tasks or reports pulling and continued billing while migrating.

In most cases, you can have all your students migrated and billed through GB Members within 30 days. However, we suggest a cushion in case exit files and activation issues arise.

Exit Files to request from your current software

These are the exit files we recommend requesting:

Active Students
Frozen Students

Suggested Reports to download

These reports will help your documentation and auditing after your migration:

Next two month's projected revenue (tuition-based)
This month's revenue + projected (or wait until the end of the month and pull it)
Last month's revenue
Every Quarter of gross sales since the school opened or within the last year
Inactive members

4. Complete Your Software Set Up

Review the New School Onboarding Checklist to complete these steps.

5. Activate Migrated Students

*Ask us about our Migration assistance service*

You're almost there! This is the final step.

Navigate to each member profile and select 'Activate Bambora billing'.

Input the following details (available in your old CRM):

Start Date for Next Bill
Payment Period/Frequency
Current Amount
Apply Admin Fee (auto-checked by default if selected in your customization submission)
Complete the Member Ranking Information:

Before finishing the migration, make sure to populate the Ranking section on each migrated member's profile with information from your previous CRM. Please complete the following fields where applicable:

- - Program
  - Belt
  - Last Promotion Date
  - Attendance Count (if you are migrating attendance history)
  - Max Weekly Classes
  - Belt Size (optional, if available)

Completing these fields ensures that your members' ranking history is accurate and allows GB Members to correctly track promotions, attendance, and grading eligibility moving forward.

After activating within our system, ensure you cancel that member's billing in your previous CRM.

For Combining Family Billing:

Activate each member using the steps above and note their assigned billing IDs (located in the billing section of their GB Members profile).
Use the submit billing changes form to combine them into one plan.
Log in and close the extra accounts in Bambora using the billing ID to search for them.

NOTES

Until the first member's payment is auto-charged in the system, it will not reflect that they have a card on file, so you will need to have their credit card present to complete Pro Shop transactions or submit billing changes.

How to identify your migrated members:

The Member Activity Report is the best way to check if a Billing Member has been migrated. Found in the Reports Tab. Use the following fields and filters:

Billing User
Biller Migrated

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DISCLAIMER

Please be aware that while we strive for a seamless migration process from your current CRM system to GB Members CRM, there are inherent limitations and challenges in migrating data between different platforms. Below are key points to consider:

Data Transfer Limitations: Not all data from your previous CRM can be guaranteed to migrate seamlessly. Certain types of data, especially banking information for students using bank accounts, will not be transferred. This is due to the current limitations of our Billing Provider, which do not allow recurring payments on ACH.
Incomplete Exit Files: Occasionally, the exit files we receive from your current CRM provider may be incomplete or contain missing data. While we will try to ensure a comprehensive data migration, some member information may require manual updates post-migration.
Manual Entry: Be prepared for the possibility that some members' details will need to be manually entered into the GB Members CRM. We recommend reviewing the migrated data closely after completing the process to identify gaps or inaccuracies.
Billing Information: Due to the complexities of billing data migration, especially for CRMs not directly supported for automatic data import, some billing information must be manually re-entered into the GB Members CRM. We will provide guidance on this process to ensure it is as smooth as possible.
Migration Timeline: While we aim to complete the migration within the proposed timeline, unforeseen issues with exit files or data inconsistencies may cause delays. We appreciate your patience and flexibility as we resolve these issues promptly.
Fees for Exit Files: CRM/Billing providers commonly charge a fee to process the exit file request. We advise preparing for this potential cost, which ranges from $200 to $400, as it is outside our control.

Our team is committed to supporting you throughout this process, and we welcome any questions or concerns you may have.

Review Your Migration Using the Built-in Reports

After completing your migration, we strongly recommend reviewing your data using the reports available in Reports → Additional Reports. These reports are designed to help identify members or billing records that may require manual review before you begin using GB Members.

The following reports are available:

Stripe Discrepancies Report – Identifies billing profiles that may have discrepancies between GB Members and Stripe.
Additional Services Report – Lists members with additional services or add-ons that should be verified after migration.
Failed Payments Report – Displays members whose payments have failed or whose billing information requires attention.
Stripe Billing Transactions – Allows you to review billing transactions imported from Stripe and confirm they match your records.
Stripe Membership Transactions – Displays membership-related transactions to help validate that memberships migrated correctly.

Important: These reports are intended as validation tools. We strongly recommend reviewing them carefully after your migration to ensure that all members, memberships, billing profiles, and transactions were transferred correctly. If you identify any discrepancies, please contact the GB Members Support Team before making large-scale changes to your data.

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

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