Post-Migration Verification Checklist

After importing your data into GymPoint, take the time to verify that everything transferred correctly. This checklist walks you through each verification step so you can catch and fix issues before going live.

Verifying Member Count

Start by confirming that the number of imported records matches your expectations.

Steps:

1. Go to Members in the left sidebar.
2. Note the total member count displayed at the top of the member list.
3. Compare this number to the total rows in your import CSV (minus any header rows).
4. If the numbers don't match, download the import error report from Settings > Members > Import / Export to see which rows were skipped and why.

Common discrepancies:

• Duplicate emails — if two rows in your CSV had the same email address, only the first was imported.
• Missing required fields — rows without a first name, last name, or email were skipped.
• Encoding issues — special characters in names or addresses may have caused parsing errors.

If you find missing members, correct the issues in your CSV and re-import only the affected rows. GymPoint skips existing emails, so re-importing the full file is safe — it will only add the previously skipped records.

Checking Membership Assignments

Verify that members were assigned to the correct membership plans.

Steps:

1. Go to Members and filter by each membership plan.
2. Confirm the count per plan matches your expectations.
3. Spot-check 5-10 individual member profiles across different plans:
   • Open the member's profile.
   • Go to the Membership tab.
   • Verify the plan name, status, and start date are correct.

Common issues:

• Unassigned members — if the plan name in the CSV didn't exactly match a GymPoint plan, the member was imported without a plan. Search for members with no membership assigned and correct them manually.
• Wrong plan assignment — if plan names were similar (e.g., "Monthly Basic" vs. "Basic Monthly"), some members may be on the wrong plan. Check the mapping you used during import.

To fix plan assignments in bulk:

1. Filter the member list to show members with the wrong (or missing) plan.
2. Select all affected members.
3. Click Actions > Assign Plan.
4. Select the correct plan and confirm.

Testing Billing for Migrated Members

Billing is the most critical area to verify because it directly affects revenue.

Steps:

1. Check that plans have correct pricing. Go to Settings > Members > Membership Plans and verify each plan's billing amount and frequency.
2. Verify billing dates. Spot-check 5-10 member profiles to confirm the next billing date is set correctly. If members were imported without billing dates, you may need to set them manually or trigger billing setup.
3. Collect payment methods. Migrated members will not have payment methods on file (card numbers cannot be transferred between systems). You need to collect new payment information:
   • Send a bulk email or SMS asking members to log in to the portal and add their card.
   • Collect cards at the front desk during check-in.
   • Use a phased approach — contact members whose billing date is soonest first.
4. Run a test charge. For a few members who have added their payment method, process a small test charge and then refund it to confirm billing works end-to-end.

Important: Do not activate automated billing until the majority of your members have payment methods on file. Otherwise, you'll see a high volume of failed charges.

Verifying Attendance Data

If you imported historical attendance records, verify they appear correctly.

Steps:

1. Open a few member profiles and click the Attendance tab.
2. Confirm that check-in dates and times from your old system are present.
3. Go to Reports (or the Attendance section's analytics view) and check that aggregate check-in numbers look reasonable.

Imported attendance data may not include all fields (e.g., check-in method), but dates and times should be accurate.

Common Post-Migration Issues

Issue	Cause	Solution
Member count is lower than expected	Rows skipped due to validation errors	Review the import error report and re-import corrected rows
Members have no plan assigned	Plan names in CSV didn't match GymPoint plans	Use bulk plan assignment to fix
Billing dates are missing	Join date or billing date not included in import	Set billing dates manually or use bulk update
Duplicate members created	Multiple imports of the same file	Identify the duplicate profiles in the member list and merge or delete them manually
Names display incorrectly	Encoding issues with special characters	Edit affected profiles manually
Custom fields are empty	Fields weren't mapped during import	Re-import with correct field mapping

Final Go-Live Steps

Once verification is complete:

1. Activate automated billing for plans with sufficient payment methods on file.
2. Enable the member portal and send invitations to all members.
3. Set up your kiosk for self-service check-in.
4. Activate communication workflows (onboarding, payment reminders, etc.).
5. Brief your staff on the new system and ensure they know how to handle common member questions.
6. Keep your old platform accessible for at least 30 days as a reference in case you need to look up historical data that wasn't migrated.

Tips

• Don't skip verification. It's tempting to move fast, but catching errors now prevents bigger problems later.
• Prioritize billing accuracy. Revenue depends on correct plan assignments, billing dates, and payment methods.
• Communicate proactively. Members appreciate knowing what to expect during a platform transition. A simple email explaining the change goes a long way.
• Log issues as you find them. Keep a running list of problems and resolutions so you can address them systematically rather than ad hoc.