Our automated migration system allows for an easy import of a list of your members' data into our system without the headaches and the time-consuming manual process of entering each member one by one.
Step One: Set Up Your Memberships/Membership Options
This will tell MyStudio which Program/Membership Option to migrate the member to!
You do not need to change your pricing or frequency structure for this membership as it will not affect migrated members (some may need to be charged a different amount and at a different frequency).
Step Two: Schedule a Migration Session
Please schedule a migration session with our team by clicking the link below for additional support and assistance. We can help you through this process to make it as smooth as possible!
Schedule a session today for help: https://mystudiosupport.as.me/migration
Step 3: Let the Migration Begin!
Step 1: Navigate to the Memberships section and click the "Add/Import New Members" button in the upper right-hand corner. Then click "Migrate a list of members":
Step 2: Download the CSV template.
Step 3: Carefully import member data into this download sheet.
The following fields, designated with '*', are required:
*Buyer Last Name
*Buyer First Name
*Participant Last Name
*Participant First Name
*Participant Birthday (formatted as such mm/dd/yyyy)
*Import member into this MyStudio Membership Category (must match the exact title in your MyStudio setup)
*Import member into this MyStudio Membership Option (must match the exact title in your MyStudio setup)
*Payment Amount (if this value is zero for members that have already paid in full or you do not wish to bill them after import, then Payment Frequency and Next Payment Date below are not required)
*Next Payment Date
The following fields are optional:
Last 4 digits of payment card - only necessary for bulk import of cc payment tokens. See the bottom of this article for more details!
Membership End Date - For example - if you are billing this member monthly, and you wish to have the past payment date be 10/1/2020 - then you would put 10/31/2020 so the system knows to end the membership before another payment is billed. Leave this field blank if you wish to import the member with no end date!
Participant Rank - if you use a rank/level system we recommend putting this in (must match the exact title of ranks in your MyStudio setup)
Participant Note - any additional data, notes you want to import for each member.
Attendance limits - necessary if each member has an attendance limit
Number of classes - this is for members on class package memberships, and lets our system knows how many classes are remaining on their membership
PLEASE NOTE: If you do not have Microsoft Office or Excel, or getting an import error into MyStudio, we recommend importing the CSV file into Google Sheets, which will give you the option to edit and export the information into a finished CSV file.
Step 4: Import the CSV template.
PLEASE NOTE: If there are errors in the CSV file, our system will provide a report showing you where the errors are. Simply edit the error and re-import to continue.
Click away from the Pending Migration tab and click back in to see your progress!
Step 5: Confirm all information are correct by downloading the CSV report that is provided. Then click continue.
Step 6: MyStudio will send automatic, customizable emails reminders to your members to update their payment method. This is our recommended option.
If you would like to manually input payment data for each member, select No & Continue Import.
PLEASE NOTE: You can EDIT and STOP the sending of the automation emails at any point of the migration process. Additionally, you can also START sending the automation email at any point as well.
If desired, edit the migration email. Then click continue.
Step 7: Select whether to absorb or pass fees on to your members:
Step 8: Click Start Import
PLEASE NOTE: Our system will auto adjust the next payment date for each membership, to the next available draft date if payment information is not provided in time.
Step 9: Once data is imported you can manage the members who are pending migration in the "Pending Migration" tab.
This includes manually activating their membership, updating data, sending automated migration emails, etc.
Import payment tokens from current processor to MyStudio.
If your current processing company can also transfer the payment data to MyStudio, this will allow us to also import the payment info and match it to each membership profile.
PLEASE NOTE: Steps 1-9 will still need to be completed first. We highly recommend having the automated system send out emails so that members can begin to update their payment information right away!
When we receive payment data from the processing company -- which can take weeks and is solely dependent on how fast your current processing company wants to help you -- we can then map the information to any membership profile that is still pending.
Processors that MyStudio can transfer payment information from are below:
Network Merchants, Inc (NMI)
Please reach out to your current software provider letting them know you are wanting to migrate to a new system and would like to request a data transfer.
At this time if needed, you will also want to confirm your merchant processor to ensure we can work with them to handle a data transfer (See our list in step 12).
If your current software platform needs our PGP key, it can be found here: https://go.wepay.com/security/
Lastly, please Complete this import form so that Wepay -- our payment partner -- can begin working with you and your payment processor to begin the transfer.
a) select Merchant or Fundraiser then continue with the rest of the form
b) Once the Wepay migration team reaches out to you, please include our team in any communications that you have via our email: firstname.lastname@example.org. Our migration process is largely dependent on how fast your current payment processor provides our team with your customer's encrypted payment information.
Once we receive the payment information, we will map the payment data to all membership profiles who are still in the "Pending Migration" tab!