Migrating from another system

Moving to Periode from another booking, membership, or payment system is something we do for you, and it is included in your price at no extra cost. You export your existing data (or give us what your current system can produce), we convert it into Periode’s format and import it, and once everything is imported and checked, each of your customers receives one email inviting them to claim what was carried over. We can migrate from any system: if there is no clean export, we work from whatever your current provider can give us.

What we migrate

• Bookings, including upcoming sessions.
• Punch passes (clip cards), with the remaining clips.
• Gift cards and vouchers, with the remaining balance.
• Memberships and subscriptions.

What happens to your customers

Nothing is charged and no emails are sent to your customers during the import. When the data is in and verified, we send one email to each person who has something to carry over. You write this email together with us inside Periode, so it is branded as your company and reads as a message from you, not from Periode. Every customer gets their own personal link in that email. When they open it they create a Periode account (or sign in to one), and their migrated bookings, remaining clips, gift-card balance, and memberships are attached to that account. They can claim using any email address, it does not have to be the one they used before.

Migrated memberships come across as active so the member can keep using them right away, but they need to add a payment card by a deadline we set. Once a card is added, the first renewal is charged on the next charge date. See Subscriptions and memberships for how memberships behave after that.

What we need from you

We need an export (a spreadsheet or CSV is ideal) for each type you want migrated. You do not have to match Periode’s exact format: we convert dates, times, amounts, and currency into the right format on our side. We just need the underlying information to be present, plus a few things that cannot be guessed. Tell us the currency of any amounts.

Bookings

• Customer name, email, and phone number.
• The session date and start time.
• The duration, or the end time, so the booking keeps its real length.
• Which product or session type it is.
• The number of seats (quantity).
• The price paid.
• A unique reference for the booking.
• Whether the booking was cancelled, so we can skip those.

Punch passes

• Customer email.
• Which product or session type the pass is valid for.
• The number of remaining clips.
• The value or amount.
• An expiry date, if the pass expires.
• A short unique reference for the pass.

Gift cards

• Customer email.
• The remaining balance.
• An expiry date, if it expires.
• A short unique reference or the original code.

Memberships

• Customer email.
• Which membership or plan it is.
• The next renewal or charge date.
• An end date, if the membership is set to end.

Booking times and timezone

For bookings we must know the timezone that the times in your export are in. Many systems export times in UTC rather than local time, and the difference is easy to miss: a booking that reads correctly in winter can be off by an hour or two in summer if the timezone is wrong, because the offset changes with daylight saving. We convert every time into your venue’s local time, but only if we know what the source times mean. Always tell us the timezone, and we spot-check a few bookings against your old system before going live.

Migrating from any system

We are not limited to a specific provider. We have migrated from booking systems, membership platforms, and payment providers of all kinds. If your current system has a clean export, we use it. If it does not, we work from whatever it can produce, including admin pages and reports, and convert that into the data above. Get in touch and we will tell you exactly what to pull from your current system.