How to migrate your members to Plan2Play from another provider

How to migrate your members to Plan2Play from another provider

We understand this process can be overwhelming and are here to help you through the process.  The steps below outline the process from start to finish.

Step 1 - Export your data

The first step is to export your member data from your current provider.  You will want to export any members on an "ACTIVE" plan or punch card.  These can be recurring or non-recurring plans.  The minimum data we will need is first name, last name and email, but if there is additional data you would like imported please provide it to us.  Our account managers have worked with many of the existing systems and can help you with this process.  If you will be moving over your member payment information from another payment provide please follow the steps outlined in the article below:
  1. Moving member data from a another payment provider

Step 2 - Import your data

Please provide the data you exported in Step 1 to your account manager.  They will make sure this data is properly imported into Plan2Play.

Step 3 - Communicate with your Members

It is important to let your members know you are moving to a new platform and get them excited about the new features they will benefit from.  We find that using the below methods help best to prepare them for the switch:
  1. Talk with your instructors/staff and have them announce the upcoming change at the beginning of classes, lessons and events
  2. Post details about the change on Social Media
  3. Send an email to your members informing them of the change.
Make sure you make the message about the switch compelling!  We have provided some sample communications below:

Sample Social Post:

New Member Mobile App is Coming!
We have decided to make the switch to a new member management platform that will help free up some more of our time and provide additional benefits to our members.  In the next couple of weeks you will receive an email with an invite code.  The email will come from Plan2Play and will be titled "Welcome to Plan2Play".  If you have any question let us know.

Sample Email 

Subject: New Member Mobile App for [Insert Org Name] is Coming!

Body:
Hi [Insert First Name],

We are switching our member management platform to help make us more efficient and provide some additional benefits to our members.  This transition will take place over the next couple of weeks.  The new mobile app will allow you to:
  • Reserve Classes:
    • Sign-up for classes, join wait lists, check-in to track your attendance
  • Book Resources
    • Schedule training sessions, lessons or reserve courts & ball machines.
  • Organize your Calendar:
    • See a list of classes, reservations and events you are attending
  • Receive Announcements:
  • Purchase or view Products using a Self-Serve POS
  • Keep track of workouts and personal records (PRs) using Leaderboard Tracking
  • Manage your Memberships:
    • Setup your billing information, view and track class passes
  • Connect with Friends:
    • Connect with members who have similar interests. Organize and event and include everyone who is interested.

Here is a short video outlining the process:

Please expect an email from Plan2Play within the next [Insert time frame] that looks similar to the below:

If you have any questions, please let me know.

Thanks,
[Insert Your Name]

Step 4 - Send Member Invites

When you are ready to send an email with the invitation code and invite your members follow the steps below.
  1. Login to your Plan2Play Account
  2. Select Members->Migration->Send Invites
  3. Enter any additional information your would like sent with the invite email.
  4. Click "Send Invites"
To send individual invites or to resend an invite email follow the steps below:
  1. Login to your Plan2Play Account
  2. Select Members
  3. Find the Member you wish to resend the invite to
  4. Select Apps
  5. Select "Resend Invite"

Step 5 - Transitioning Plans

Once you member data has been imported into our payment system your account manager will contact you.  We are now ready to map your members to their new plans.  If you are changing plan names from your old system please provide us a list of the old plans and how they map to the new plans in Plan2Play.  If there are any price differences between the old and new plans you will want to create coupons to apply to your current members so the charge amounts will remain the same. 

Next you will need a list of your members and plans.  Below is a list of exactly what you will need to provide to your account manager:
  1. First Name
  2. Last Name
  3. Email
  4. Plan2Play Plan
  5. Activation Date
  6. Coupon Code (if applicable) 

Step 6 - Cancel Plans in your Old System

Once the new member plans are activated in our system you will need to cancel the plans for each of your members out of the old system.

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