Move your studio from Eversports
Import clients, memberships, class passes, classes, bookings, gift vouchers and invoice history from Eversports in three phases: import, check, notify your clients.
Before you start
- Owner or admin access with studio management rights
- Admin access to your Eversports account to export the files
- A test studio to rehearse the whole migration first (strongly recommended)
- 1
Rehearse in a test studio
Create a second, empty studio and run the whole migration there first. In the clients step, tick the test-studio option: real email addresses are replaced by placeholders, so nobody receives anything. Only when everything looks right, repeat it in your live studio. Nothing is ever deleted, and every step can be run again safely: records that already exist are skipped.
- 2
Export these files from Eversports
Export each of the following as CSV, using exactly these names as they appear in Eversports: "Kund:innen-Infos" (all clients, needed for every step), "Alle Memberships" and "Pausierte Memberships" (memberships and pauses), "Alle Rechnungen mit Zahlungen" (class passes, single sessions, invoice history and payments; if Eversports splits it by period, export every period and upload them all), "Aktivitäten" with the filter set to "Alle" (classes, including cancelled ones), "Aktive Buchungen" (bookings and attendance, optional but recommended) and "Gutscheinübersicht" (gift vouchers). Other exports are recognised but not used.
- 3
Open Studio → Migration and upload everything at once
In StudioPlan open Studio → Migration. Phase 1 is Import. Select all exported CSV files together and upload them. Each step shows which of its files are present (green) or missing. Files stay in your browser until you start an import and are not stored on our servers.
- 4
Work through the six import steps in order
1. Clients, 2. Memberships, 3. Class passes and single sessions, 4. Classes and bookings, 5. Gift vouchers, 6. Invoice history. In each step press Check first: it only reports what it would do and writes nothing. When the figures look right, type your studio's slug to confirm and press Import. Clients are created without a password, memberships come without auto-renewal and billing, past classes are imported as finished, and nobody is notified or charged. Imported invoices get the prefix EV- and appear on the Payments page with the badge Imported; they count as revenue but never as payout balance.
- 5
Check the data (phase 2)
Open the Check phase. It shows how many clients, memberships, purchases, classes, bookings, vouchers, invoices and payments the studio holds now, and which steps are done. Compare these figures with Eversports. Then look at the points listed under "Look at these by hand": clients without an email address, estimated remaining sessions on class passes, and memberships that were imported without auto-renewal. Open a few clients and classes to spot-check them.
- 6
Notify your clients (phase 3)
Imported clients have no password yet. Under "Invite clients to set a password" press Check, then send. Each client with a real email address gets a link to choose a password; clients who already have a login are skipped, so nobody is emailed twice. First send to only 1 to 5 clients to see the email. At most 50 invitation emails can be sent per day, so a large studio finishes over several days: come back each day and send again. Members who paid by card in Eversports get a personal link to add their card for their next renewal; nothing is charged when they do.
- 7
Go live
On the day you switch: turn off renewals and online booking in Eversports at the same moment, otherwise members can be charged twice and classes booked in two places. Send the password emails, then tell your clients with a short message that booking has moved, and share your StudioPlan booking page (shown at the bottom of phase 3).
Tips
- Attendance history only reaches back as far as the bookings export. If you need older attendance, ask Eversports for an older bookings export and import again.
- Class pass balances are estimated from invoices and bookings, and the validity of passes is assumed to be 6 months, because Eversports exports contain neither. Check passes by hand.
- Unpaid invoices are deliberately not imported, so nobody receives a payment reminder. Clients without an email address are listed in the Check phase.
- Cancelled and refunded invoices are imported as cancelled. Credit notes are linked to their invoice, not imported separately.