Fit Pro Tracker has created a migration process that was designed to quickly transfer your contacts info (credit cards, agreements, waivers, etc) from Club Ready into Fit Pro Tracker. Please follow the process to complete the migration process.
Fit Pro Tracker has created a migration process that was designed to quickly transfer your contacts info (credit cards, agreements, waivers, etc) from Club Ready into Fit Pro Tracker. Please follow the process to complete the migration process.
STEP #1: Complete Migration Setting Page
🚨🚨🚨 Important- Step#1 (Uploading your paying clients excel ) is mandatory for the migration. When you are uploading your excel active paying clients into Fit Pro Tracker on Friday please make sure you have their "MEMBER ID". This column is mandatory for the excel file. Everything else is for your records to be able to cross reference in Step #2 on the migration. Remember the Club Ready info that is coming into your Fit Pro Tracker is coming from the "Exit File" that Club Ready sent us on Thursday and NOT your excel. We are using the Member ID inside your excel to pull your select clients out of the exit file and into your Fit Pro Tracker so that you can map them.
Preparation Items
Download your current active paying trials and members from ClubReady into an excel file and then upload this file into Fit Pro Tracker.
This step will need to be done prior to Fit Pro Tracker running a backend process to automatically migrate your exit file data into Fit Pro Tracker.
We will use this information to help find current members from the data exit files we receive from your current payment processor.
How to download your active member/trial list from ClubReady
Log into ClubReady account
Then go to the top menu and select "Reports", next on the left menu, select "Members", and then make sure to select "Members List".
You will see two tabs, make sure "Member List" tab is selected.
Click the radio button "Active Members".
Now click the button "Run Report".
Once you see your data in the grid, hover over the "Save" icon and select the dropdown. Then select "Excel" to download your file to your computer.
Now find your excel file that you saved to your computer in the above step and open it.
Next, you will remove the Row 1 from your excel file that shows the overview data. If you do not remove this row, the upload will not work.
Next you will delete all columns except the following:
Member First Name
Member Last Name
Member ID
Currently Frozen
Membership Expires
Membership Type
Cell Phone
Email
Next Payment Due
Next payment Amount
Active EFT
Once you have deleted the columns that are not required, make sure to save the file to your computer.
Next we will upload this file into Fit Pro Tracker.
Upload the active members/trials list into Fit Pro Tracker
In Fit Pro Tracker, on the left menu, select Billing, then select Migration Report.
In the Preparation Items, click on the Upload button.
Follow the instructions by selecting the this file contains a Header row and continue.
Upload Data From File
Confirm Mapping
Confirm the required fields in the excel and then complete the upload. Remember we are pulling the clients information from the Club Ready exit file we receive. The "Member ID" is the field that is required and mandatory to be completed.
Processing Rules
The following settings are used when we run the backend process.
Choose which source that transfers in the migration process. The options are Club Ready or Fit Pro Tracker. If you choose Club Ready the info (birthday, contact address, emergency contact) that comes from the exit file will override your Fit Pro Trackers info. If you choose Fit Pro Tracker it will override the Club Ready exile file with the contacts are mapped. This process will let our migration system know if your data for your clients Address, Birthday date, and Emergency contact information should be from Club Ready exit file or your Fit Pro Tracker.
Auto-Generate Customers
Lastly, let our system know if you would like to automatically create profile of clients found in your Club Ready exit file we receive and not currently in Fit Pro Tracker. If you select the feature "Auto-Generate" the system will automatically create and map the contacts from the Club Ready exit file that are not in your Fit Pro Tracker. It will automatically create a profile and map the client info in your Fit Pro Tracker. It was designed to save you time if your Fit Pro Tracker is not up to date.
Step #2: Contact Mapping
This contact mapping is mandatory in the migration process. The left side of this screen the ClubReady exit file of the contacts that did not automatically get mapped in the transfer. The right side is the contacts that are mapped automatically or manually and are enrolled into Fit Pro Tracker Billing.
The goal is to confirm or dismiss all the contacts on the left side and have it empty before moving to the next part of the migration.
Fit Pro Tracker will automatically map as many contacts as possible that you uploaded from your Active Members/Trial CSV list. If the contact from your Fit Pro Tracker has the same email AND phone number from the Club Ready exit file the system will automatically map the contact into your Fit Pro Tracker. If there is an issue with the contacts info and it does not automatically map you will see it on the "Club Ready Clients to be enrolled on billing" side of the screen. The contact will need you to manually map it.
It is important to go down the list on the Club Ready side and map the necessary contacts. Click on the selected contacts and choose from the three options to manually map the contact in the Club Ready exit file to a contact in your Fit Pro Tracker.
Suggested Contact - The system will try to suggest the contact found inside Fit Pro Tracker based on matching email or phone number.
Search Bar- Use the search bar to look up a contact that you want to map to the selected CR exit file contact
Create New Contact - This option will create a new contact inside Fit Pro Tracker based on the info from the CR exit file.
***Make sure you select "CONFIRM" after choosing between the 3 options.
IMPORTANT - Once you have Confirmed or Dismissed the list on the Club Ready side and ready to proceed forward to the next step in the migration process. You will need to click on "Submit Changes" and alert your migration point leader in the FPT Customer Support Center. Let them know that you have submitted your changes and ready to move on to the next step on the migration process. They will run the process which could take an hour or two to map the contacts info from the Club Ready exit file (credit cards, waivers, agreement, etc...) to Fit Pro Tracker.
STEP #3: Billing Mapping
Once the step 2 is completed you will proceed to the billing mapping portion of the migration process. It is important that all the contacts are mapped in step 2 because it effect this last step. This step will be mapping the memberships and billing info from the CR exit file info into your Fit Pro Tracker.
You will see all the contact that were manually and automatically mapped from step 2 in this section. You will want to go down and click on each contact one by one. Once a contact is selected it will drop down with info on the left and right side. Club Ready info form the exit file will be on the left side and Fit Pro Tracker mapping will be on the right side.
It is important to use the information from the Club Ready exit file to correctly map the contact into Fit Pro Tracker. Complete each of the steps below to successfully map the contact and have Fit Pro Tracker take over billing for the selected contact.
Membership Name - Choose the necessary memberships that this client needs to be in based on the CR exit file.
Amount - Enter in the amount the client will be charged with each installment.
Payment Method - Now that the contact mapping is completed you will now see the different payment types to select from.
First Billing Date - Choose when the first bill/installment will be made inside Fit Pro Tracker. The system will try to automatically calculate the next billing date based off the CR exit file but please double-check and correct if needed.
PRO Tip: If the memberships is NOT AutoRenewing you will see another box to edit the number of installments left in the memberships or trial. Make sure you enter the correct number based on the CR exit file.
Once you have gone down and completed the section for the contact you will need to make sure you click "Confirm" and Fit Pro Tracker will take and start billing your clients based on the information that was mapped. The name bar will turn green and you can move to the next contact.
Green- Means completed
Red- is no payment option
Blue- is Pending
Yellow- is Dismissed
Troubleshooting contacts with issues
When you see your Fit Pro Tracker Clients enrolled on billing you may notice some of them have issues on the Notes section, these errors can be because of a lack of information on their profiles or incorrect information. You can identify the issues by following these steps:
Download the Excel File:
Filter the Note Status to check on the ones who have issues. You can uncheck the Blanks:
You'll now see the issue for each contact.
If the error is account id accessory is invalid you'll have to ask for their CC as the one it is on file is invalid or expired.
If the error is related to Address information missing or Zipcode, you can go to the contact profile and update the information.
Once you have updated your contacts profile you need to come back to your Contacts under Billing Management and click on Submit Changes:
Once you have Submitted Changes you can let us know and the Engineering team will rerun the list and upload the CC information for you.