🔄 5.4 Paid Membership Migration

first identify your payment setup before we start, we need to understand how your membership payments are currently processed, as this will determine your migration process how to identify your setup path 1 your own stripe account (streamlined migration available) you log into stripe com directly with your own credentials you can view all subscriber data and payment history in your stripe dashboard you control payment processing directly migration impact members' saved payment methods transfer automatically via stripe's secure data migration—no action required from them path 2 platform managed payments (this guide covers your process) your current platform (e g mindbody, kajabi, circle, pushpress, wodify) processes payments on your behalf the platform collects member payments and distributes funds to you you don't have direct access to a stripe dashboard with subscriber data migration impact members will need to enter their payment information on sweatpals (includes a $0 50 card verification charge) need help determining your setup? your sweatpals success manager can quickly identify which path applies to you and provide the appropriate migration documentation why migrate your memberships to sweatpals? revenue protection members maintain their core membership value, with potential fee adjustments to support enhanced platform features and community growth tools (including unlimited ad campaigns) enhanced member experience provide your members with a unified platform for membership management and event booking operational efficiency consolidate membership management, event hosting, and community engagement in one platform path 1 stripe standard migration this section is for stripe standard migration this process applies if you have your own stripe account with direct login access to stripe com members' payment methods transfer automatically—no action required from them timeline 4 6 weeks using a platform that processes payments for you? skip to the stripe connect migration section below the migration process 1\ initial coordination with sweatpals share your current membership structure member list and billing rates subscription tiers and pricing current billing dates/schedules your success manager will provide sweatpals' stripe account id coordinate migration timeline set up your community structure on sweatpals 2\ stripe data migration (you initiate) what happens you'll use stripe's secure customer data copy feature to transfer member payment information process log into your stripe dashboard navigate to customers → copy customers select all customers (or specific members migrating to sweatpals) enter sweatpals' stripe account id submit the copy request what gets transferred customer records saved payment methods (cards, bank accounts) payment method tokens (not raw card numbers—completely secure) \</aside> what does not transfer subscription objects payment history invoice records 🗓️ timeline stripe typically completes the data copy within 72 hours 3\ export and share customer data once the stripe transfer is complete, you'll need to export the customer data and share additional information with sweatpals export from stripe log into your stripe dashboard navigate to customers export the list of imported customers to a csv file download the file to your computer share with sweatpals send the following to your success manager the exported csv file from stripe complete member list with names (if not included in export) member phone numbers (if not included in export) next billing date for each member (if not included in export) why this step matters this ensures we have all the information needed to map subscriptions accurately and match them to the correct billing schedule 4\ sweatpals creates new subscriptions what we do once the customer data arrives in our stripe account, we recreate each member's subscription on sweatpals we match same pricing and billing cycle same billing date (or your preferred consolidated date) active subscription status ⚡️ result subscriptions are ready to go live, but not yet charging members—we wait for your approval 5\ member communication (optional but recommended) even though members don't need to take action, it's good practice to notify them "your \[community name] membership is moving to sweatpals for an enhanced experience your payment method and billing date remain the same—no action needed from you you'll soon receive access to \[list key features] " we provide communication templates tailored to your community 6\ testing & verification before going live, we verify all subscriptions are correctly configured billing dates align with your preference member data is accurate payment methods are valid you review and approve before any charges process 7\ go live activation we activate subscriptions on sweatpals according to your billing schedule members experience automatic billing continues on their normal schedule access to sweatpals platform features no interruption in service 8\ deactivate previous platform once you've confirmed everything is working smoothly on sweatpals cancel subscriptions on your previous platform ensure no duplicate billing common faqs who handles refunds, chargebacks, and tax reporting after migration? refunds you'll handle these directly through your sweatpals dashboard super easy once you're migrated chargebacks right now we handle disputes for you (and cover any losses), but we're launching a dispute center soon so you can manage these directly if you want more control taxes you're responsible for your own tax reporting we don't withhold or remit anything on your behalf who retains ownership of member records and payment data post migration? member data 100% yours you keep full ownership of your community and membership records payment security all payment info is tokenized through stripe (neither you nor we can see actual card details) members can manage their saved payment methods through their profiles path 2 stripe connect migration (data export method) this section is for stripe connect migration this process applies if your platform uses stripe connect and can export tokenized payment data members' payment methods transfer automatically via secure token decryption—no action required from them timeline 4 6 weeks have your own stripe account with direct access instead? see the stripe standard migration section above the migration process 1\ request data export from your current platform contact your current platform's support team and request a complete member data export what to request csv file containing all member records tokenized payment data (credit card tokens from stripe connect) billing schedules and subscription details current membership status for each member understanding tokenized data the credit card information in your export will be tokenized—meaning it appears as encrypted strings rather than actual card numbers this keeps payment data secure during transfer 2\ share export data with sweatpals send the exported csv file to your sweatpals success manager what we need complete member export with tokenized payment data current billing dates and subscription tiers any special pricing or membership structures 3\ sweatpals uploads to stripe what happens we securely upload your tokenized member data to our stripe account stripe's secure decryption process stripe uses cryptographic ciphers to decode the tokenized payment data decryption occurs entirely within stripe's secure environment no raw credit card numbers are ever exposed during this process payment methods are safely transferred to sweatpals' stripe account security guarantee this token migration process is stripe certified and maintains pci compliance throughout neither you, nor sweatpals, nor anyone else can view actual credit card details during transfer 4\ sweatpals creates new subscriptions what we do once payment methods are successfully transferred, we recreate each member's subscription on sweatpals we match same pricing and billing cycle same billing date (or your preferred consolidated date) active subscription status ⚡️ result subscriptions are ready to go live, but not yet charging members—we wait for your approval 5\ member communication (optional but recommended) even though members don't need to take action, it's good practice to notify them "your \[community name] membership is moving to sweatpals for an enhanced experience your payment method and billing date remain the same—no action needed from you you'll soon receive access to \[list key features] " we provide communication templates tailored to your community 6\ testing & verification before going live, we verify all subscriptions are correctly configured billing dates align with your preference member data is accurate payment methods are valid you review and approve before any charges process 7\ go live activation we activate subscriptions on sweatpals according to your billing schedule members experience automatic billing continues on their normal schedule access to sweatpals platform features no interruption in service 8\ deactivate previous platform once you've confirmed everything is working smoothly on sweatpals cancel subscriptions on your previous platform ensure no duplicate billing 🗓️ timeline typically 4 6 weeks from start to finish communication templates 1\ internal staff announcement email from you template for gym/studio leadership to communicate platform transition to their team subject we're moving to sweatpals — here's what you need to know hey team, we've got some exciting news we're partnering with sweatpals to handle all our membership, class bookings, and training sessions starting \[date] this is a big step forward for how we run things — and we want you to feel confident and ready to help our members through the change why this matters sweatpals makes it easier for our members to find us, book classes, and stay connected — all from one app for you, it means less admin and more time doing what you love key dates to save what when staff training (you're expected to be there!) \[date] your staff accounts go live \[date] member announcement goes out \[date] full transition complete \[date] what's changing class and private bookings → all done through the sweatpals app or website check ins → digital, through the app or web payments → processed through sweatpals schedule updates → real time in the app (no more confusion!) what's staying the same here's the good news the stuff that matters most isn't going anywhere your class schedule and instructors our pricing and membership options the culture and community we've built together your role on this team what we need from you we're counting on you to be the friendly face that helps our members feel good about this transition here's how you can show up get familiar with sweatpals — training's coming, and we'll walk you through everything be ready to guide members — some will have questions you'll have answers keep it positive — change can feel weird your energy sets the tone flag issues quickly — if something's not working, tell us right away your to do list \[ ] attend training on \[date] \[ ] download the sweatpals app by \[date] \[ ] complete your staff onboarding checklist \[ ] practice walking a member through the basics questions before training? just reply to this email — we're here let's make this transition feel seamless for everyone you've got this \[your name] | \[gym name] team 2\ partnership announcement email template to announce the sweatpals partnership with members, class pack holders, and email subscribers subject big news \[gym name] is now on sweatpals hey \[member name], we have something exciting to share starting \[date] , \[gym name] is teaming up with sweatpals to make your experience with us even better sweatpals is a fitness community app that makes it easy to book classes, manage your membership, and discover what's happening — all in one place here's what you'll love book in seconds — reserve your spot in any class with just a few taps everything on your phone — your membership, schedule, and payments are all in one app discover more — find fitness and wellness events near you, and use your member perks across the platform what stays the same your membership or class pack? it's coming with you your existing bookings? still valid your benefits? same as always (maybe even better) we're doing the heavy lifting to make sure this feels easy for you what happens next over the next few days, we'll send you step by step instructions for accessing your new sweatpals account you don't need to do anything right now — we'll tell you exactly what to do and when questions? we're here for you reach out anytime at \[email] or \[phone] thanks for being part of our community we can't wait for you to try this \[your name] | \[gym name] team 3\ account migration emails templates to help members access their transferred memberships or class packs 3a class pack holders subject you're all set — your \[gym name] credits are ready on sweatpals hey there, good news your class pack has already been moved to sweatpals you don't need to do anything — just log in and start booking how to access your account download the sweatpals app (iphone / android) or go to sweatpals com log in with your phone number that's it — your credits are waiting for you where to find your class pack in the app tap your profile (the tab on the far right), then tap "memberships" to see your credits on the web head to sweatpals com to view your tickets and saved items how it works find a class → book it → show up your credits are automatically deducted when you book that's really it log in with your phone number and you're ready to go questions? we're here at \[email] or \[phone] \[gym name] team 3b membership holders subject your \[gym name] membership is live on sweatpals — no action needed hey there, your membership has been automatically transferred to sweatpals everything's set up and ready for you how to access your membership download the sweatpals app (iphone / android) or go to sweatpals com log in with your phone number your member benefits are ready to use right away where to manage your membership in the app tap your profile (the tab on the far right), then tap "memberships" to see your details on the web log into sweatpals com to view your membership and saved items what's included \[list specific perks — unlimited classes, guest passes, etc ] same renewal date same monthly rate (plus a small service fee) nothing's changing except how you book — and that part just got easier questions? reach out anytime at \[email] or \[phone] \[gym name] team 4\ account migration email missing contact info or payment details this email is sent automatically by sweatpals — no action needed from you what happens? sweatpals uses phone numbers to log in, so if any of your members are missing this info, we'll automatically send them an email asking them to complete their profile once they add their phone number, they'll be able to access their account you don't need to do anything — this is handled on our end what gets sent to members here's an example of what your members will receive what members see a note that their pass or membership has moved to sweatpals a "complete your profile" button that takes them through a quick setup (including adding their phone number or payment information) a reminder that the link is valid for 14 days a way to contact you (the host) if they need help good to know the email comes from sweatpals, but it's branded with your community name and logo if a member's link expires, they can request a new one directly from your sweatpals page members who complete their profile will be able to log in immediately using their phone number if members reach out some members might contact you instead of clicking the link here's a quick response you can use "hey! to access your account on sweatpals, you'll need to complete your profile first check your inbox for an email from sweatpals with a 'complete your profile' button — that'll walk you through it if you can't find it, let me know and i can help you request a new link " questions about this process? reach out to your sweatpals success manager or email support\@sweatpals com mailto\ support\@sweatpals com 5\ platform navigation guide email template to share the basics of using sweatpals with your members subject here's how to book classes and manage your account on sweatpals hey \[member name], you're all set up on sweatpals — nice! here's a quick rundown of how to book classes, check your membership, and get the most out of the app how to book a class in the app open the app → find \[gym name] → pick your class → checkout (it's free if you have a membership or class pack!) on the web go to \[your sweatpals page link] → pick your class → checkout that's it show up and sweat how to manage your account in the app tap your profile (the tab on the far right), then tap "purchases " from there you can see your memberships, class pack credits, saved items, and upcoming classes on the web log into sweatpals com to view your tickets, memberships, class packs, and registered classes need to cancel a booking? go to the "purchases" tab → tap the class you're registered for → hit "cancel " a few features you'll love waitlists — class full? join the waitlist and we'll let you know if a spot opens up favorites — tap the heart on classes or events you love so they're easy to find later reminders — turn on notifications so you never miss a class check in — use the app to check in when you arrive at the studio that's the basics if you have questions, we're always here at \[email] or \[phone] see you soon \[gym name] team common faqs what platforms support tokenized data export? most platforms that use stripe connect can provide tokenized payment data exports, including if you're unsure whether your platform supports this, contact your sweatpals success manager—we can help you find out mindbody marana tek pushpress glofox luma kajabi circle is this migration process secure? yes, completely secure payment data remains tokenized throughout the transfer stripe's decryption happens entirely within their certified secure environment process maintains full pci compliance no actual credit card numbers are ever exposed or accessible who retains ownership of member records and payment data post migration? member data 100% yours—you keep full ownership of your community and membership records payment security all payment info is tokenized through stripe (neither you nor we can see actual card details) members can manage their saved payment methods through their profiles