Transferring Members to MyStudio via our Automation System
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.
In this article we will go over:
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[Steps One] Setup steps for the migration process
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[Step Two Option 1] Individual Migration steps
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[Step Two Option 2] CSV Migration steps (bulk migration)
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[Step Three] Information about Payment Tokens
Step One: Set Up Your Memberships/Membership Options
Before we can do any migrations, you will need to set up your Program categories and Membership options, so the system knows what Program/Membership Option to connect members to.
For information on how to create membership categories, please click HERE.
For information on setting up membership options, you can follow any of our articles listed below:
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Open Enrollment Structure Option
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 / Option One: Let the Migration Begin! Individual Migration
Step 1: Navigate to the Memberships section and click the "Add/Import New Members" button in the upper right-hand corner. Then click "Migrate existing members"
Step 2: Select to either migrate an individual existing member or migrate by CSV upload. Choose "Migrate existing members."
You will then be able to begin the individual migration process. This option is good if you're only doing a few migrations, rather than in bulk.
Step 3: You will first fill out the buyer and participant details. The mandatory fields are: Buyer First and Last Name, Buyer Phone Number, Buyer Email, Participant First and Last Name, and Participant Date of Birth. The other detail fields are optional.
Step 4: Choose the membership info from your live program options and choose whether the program has an end date or not. Choosing "Yes" will prompt you to select the end date.
Step 5: Enter in the payment amount, payment frequency, tax percentage, and whether processing fees are passed on to your members or absorbed. You can choose whether payment has no payment frequency (one time payment), or if the member will be charged weekly, semi-monthly, monthly, annually, or at a custom frequency.
Please Note: If you enter $0 for the payment amount, then the member will automatically be placed in the active program list in All Customers > Program Participants upon completion of the migration process.
Step 6: Choose the next payment date and the payment method. You can also add the last 4 digits of the credit card for the member, but this field is optional for migration using payment tokens as specified later in this article.
Please Note: If you choose Manual payment type, then the member will automatically be placed in the active program list in All Customers > Program Participants upon completion of the migration process.
If you selected the program as having a membership end date in Step 4, with a payment amount and frequency in Step 5, then you will also enter a last payment date.
Step 7: Additionally, you can choose to enter in attendance limits for how often the member can attend classes, OR, if this is for a class package membership, you can enter in the amount of classes/appointments the member has left in their program. These fields are not required to complete migration.
Step 8: After selecting continue, confirming you would like to migrate the member, and receiving the confirmation that the member has been placed in pending migration...
...you will receive information about the automated migration email sent to the pending members, and asked if you'd like to edit the automated migration email. Choosing cancel will complete the initial migration and take you back to the original migration screen in case you need to migrate more members.
Choosing "Yes & edit email," you will then be able to edit the migration email and send a test of the email to yourself or another staff member. Once you are satisfied, click "Continue" to turn on the automated migration email system.
Automated migration emails will be sent immediately as well as 6 days before the member's scheduled next payment date. If payment information is not provided more than 5 days before the scheduled next payment date, the system will automatically update the payment date to the next applicable date.
Step Two / Option Two: Let the Migration Begin! CSV Upload
Step 1: Navigate to the Memberships section and click the "Add/Import New Members" button in the upper right-hand corner. Then click "Migrate existing members"
Step 2: Select to either migrate an individual existing member or migrate by CSV upload. Choose "Migrate by CSV upload."
You will then be able to begin the CSV migration process. This is a good option for doing migration in bulk with a lot of members.
Step 3: Download the CSV template
Step 4: Carefully input member data into this CSV template.
The following fields, designated with '*', are required:
*Buyer Last Name
*Buyer First Name
*Participant Last Name
*Participant First Name
*Street Address
*City
*State
*Zip Code
*Country
*Buyer Phone
Must be formatted as "1234567890"
*Buyer Email
*Participant Birthday
Must be formatted as such mm/dd/yyyy. For example, a birthday of January 6,
1995 would be formatted as 01/06/1995
*Membership Category
The Program Category the member is migrating into. This must match the exact
title in your MyStudio setup in Services and Products > Programs
*Membership Option
The Membership Option within the Category the member is migrating into. This
must match the exact title in your MyStudio setup in Services and Products >
Programs > Membership Options
*Payment Amount
If this value is $0 for members that have already paid in full or you do not wish
to bill them after import, then Payment Frequency, Next Payment Date, and tax
below are not required. If $0 is input, then the member(s) with this field data will
automatically be placed in the active programs section in All Customers >
Program Participants upon completion of migration.
*Payment Frequency
Field can only be: None, Weekly, Semi-Monthly, Monthly, or Annually
*Tax %
*Next Payment Date
Must be formatted as mm/dd/yyyy. For example, a next payment date of June 1,
2022 would be formatted as 06/01/2022
*Payment Type
Choose between CC, ACH, or Manual. If Manual payment type is input, then
the member(s) with this field data will automatically be placed in the active
programs section in All Customers > Program Participants upon completion of
migration.
The following fields are optional:
Last Payment Date
Must be formatted as mm/dd/yyyy. For example, a last payment date of July 1,
2022 would be formatted as 07/01/2022. This is only necessary if the
membership has an end date or you want to stop billing at a certain time. This
field is only required if data is entered into "Membership End Date"
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
Must be formatted as mm/dd/yyyy. For example, a membership end date of
July 1, 2022 would be formatted as 07/01/2022. This is only necessary if you
would like the member's program to end on a certain date. Leave this field blank
if you wish to import the member with no end date! If data is entered into this
field then "Last Payment Date" is required.
Participant Rank/Level
If you use a rank/level system we recommend filling out this field. The rank/level
must match the exact title in your MyStudio setup in Services and Products >
Programs > Edit Program > Level/Rank.
Participant Note
Any additional data or notes you want to import for each member. This will later
appear in All Customers > All Participants > Click Participant's name > Notes
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.
Custom Fields
Any custom participant fields you added in All Customers > Settings.
PLEASE NOTE: If you do not have Microsoft Office or Excel, we recommend importing the CSV file into Google Sheets, which will give you the option to edit and download the information into a finished CSV file.
If you are getting an import error into MyStudio after using Microsoft Office/Excel, please ensure you selected File > Export > Export as a CSV from Excel in order to ensure the software doesn't alter your formatting upon saving.
Step 5: Go back to MyStudio and select "Import CSV template."
You can click away from the Pending Migration tab and click back in to see your progress!
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.
Step 6: If all is good with the CSV file, confirm all information is correct by downloading the CSV report that is provided. Then click continue.
Step 7: MyStudio will send automatic, customizable emails reminders to your members to update their payment method, which will send immediately after migration as well as 6 days before their next payment date. This is our recommended option.
If you would like to manually input payment data for each member, select No & Continue Import.
PLEASE NOTE: Once you have members in your All Customers > Pending Migration section, you can START/STOP (#1) and EDIT (#2) the automation emails at any point of the migration process. You can also manually SEND THE MIGRATION EMAIL (#3) to any individual member. Further information about this Pending Migration section can be found in step 10 of this section.
If desired, edit the migration email. Then click continue.
Step 8: Select whether to absorb or pass fees on to your members:
Step 9: 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 more than 5 days before the next payment date.
Step 10: Once data is imported you can manage the members who are pending migration in the All Customers > Pending Migration tab.
This includes manually activating their membership, updating data, sending automated migration emails, etc.
Step Four: 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 import the payment info and match it to each membership profile according to the last four digits of the credit card that was entered in step 3 during the individual or CSV migration forms.
PLEASE NOTE: All steps in this article before this section will still need to be completed first. We also 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:
PaySimple
Authorize.net
PayPal
Stripe
Spreedly
Blackbaud
WorldPay
iATS
Adyen
Network Merchants, Inc (NMI)
Zuora
USA ePay
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: support@mystudio.academy. 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!