The main reason gyms stay on software they dislike is the fear of switching: hundreds of members, years of history, a biometric device with everyone enrolled. A switch done carelessly does cause problems - wrong expiry dates, lost dues, angry members at the door. Done in order, it is routine.
Before you start: decide and prepare
- Confirm the new system covers your must-haves with your own data in a demo.
- Check your biometric device is supported by the new software.
- Read your current contract for notice periods and data export terms.
- Pick a quiet period - not the January rush.
Step 1: export everything
| Data | Why it matters |
|---|---|
| Members and contact details | The core record |
| Current packages, start and expiry dates | Wrong dates cause disputes |
| Outstanding dues and part payments | Money owed to you |
| Payment history | Disputes and reporting |
| Package definitions | Rebuild your plans |
| Attendance history | Retention analysis |
| Staff list and roles | Access setup |
Export before you give notice. Some vendors make exports harder once you have resigned.
Step 2: migrate and verify
Hand the export to the new vendor’s onboarding team. Then spot-check: pick 20 members you know well and verify package, expiry date and dues. Fix systematic errors before go-live, not after.
Step 3: run both systems in parallel
Keep the old system as the source of truth for one renewal cycle while staff learn the new one. It costs a little double work and saves a lot of disputes.
Step 4: re-enrol biometrics in waves
If templates cannot be transferred, re-enrol members as they arrive over a couple of weeks, starting with the most regular. Keep QR check-in on as a fallback and switch on expired-member blocking only after enrolment is complete.
Step 5: switch payments
Connect your payment gateway, test a renewal end to end, and move members onto payment links or recurring payments in the new system.
Step 6: switch messaging last
Renewal reminders are the riskiest automation to move - a misconfiguration means members silently stop hearing from you. Test on a small group first, then enable for everyone. Turn off the old system’s reminders at the same moment to avoid duplicates.
Step 7: tell members, then go live
A short WhatsApp message: new app link, what changes for them, what stays the same. Then retire the old system - after a final export for your records.
Common switching mistakes
- Migrating without verifying expiry dates.
- Forgetting outstanding dues.
- Switching messaging first.
- Enrolling everyone on biometrics on day one.
- No fallback check-in method.
Switching to Torzil
Torzil’s onboarding team migrates your members, packages and history for free, from spreadsheets or your current software, with free onboarding and a dedicated support desk. Supported ZKTeco, eSSL and BioMax devices can usually stay on the wall. See switch to Torzil, and if you are coming from spreadsheets, read moving from Excel to gym software.