Switching from Mindbody, Zen Planner, or Glofox? We Make It Painless.
Migrating your gym management software should not be stressful. GymWyse handles the entire process for you: data export, member import, payment setup, staff training, and go-live support. Zero downtime. Zero data loss. Your members will not even notice the switch happened.
Our dedicated migration specialists have moved over 200 gyms from legacy platforms to GymWyse with a perfect track record. Every member record, every payment history entry, every class schedule arrives intact and verified.
The Number One Reason Gyms Do Not Switch
Fear. It is always fear. Fear of losing years of member data during the transfer. Fear that members will be confused and frustrated by a new app. Fear that staff will need weeks of retraining and productivity will plummet. Fear that the gym will experience downtime during the busiest part of the month. We understand these concerns because we hear them on every single discovery call.
Here is the reality: switching gym software is not nearly as painful as staying on a platform that is costing you money, wasting your time, and failing to recover revenue. The fear is worse than the migration itself.
200+
Gyms migrated
0
Records lost
0
Minutes downtime
Average migration timeline: 3 to 4 weeks from first call to go-live. Your gym stays fully operational throughout the entire process.
Step-by-Step Migration Process
Every GymWyse migration follows a proven six-phase process developed over 200 successful transitions. Each phase has clear deliverables, timelines, and checkpoints so you always know exactly where things stand.
Discovery & Audit
Week 1Every successful migration starts with understanding exactly what you have. During the first week, our migration specialist conducts a thorough audit of your current gym management software. We identify every piece of data that needs to move: member profiles, payment histories, class schedules, active contracts, attendance records, staff accounts, and any custom configurations you rely on. We document your current workflow so we can replicate it inside GymWyse without disrupting how your team operates. By the end of Week 1, you receive a detailed migration plan with timelines, milestones, and a single point of contact who owns the process from start to finish.
Data Export & Migration
Week 2In the second week, we export your complete dataset from your existing platform. This includes your full member database with contact information and membership status, historical payment records and outstanding balances, class and appointment schedules, personal training session logs, and all active contract details. Our automated import pipeline brings everything into GymWyse, followed by a rigorous data validation process. We perform line-by-line verification, comparing record counts, payment totals, and contract terms against the original source. If a single record is off, we catch it here. Nothing goes live until every data point matches.
Configuration & Customization
Week 2-3With your data safely inside GymWyse, we configure the platform to match your exact business operations. We set up your membership tiers with correct pricing, billing cycles, and proration rules. Class schedules are rebuilt with instructor assignments, capacity limits, and waitlist settings. Payment gateways are connected and tested with live transactions. Staff roles and permissions are configured so front desk staff, trainers, and managers each see exactly what they need. The goal is that when your team logs in for the first time, the system feels familiar. Nothing changes in how they work. The software just works better.
Team Training
Week 3We run live training sessions tailored to each role in your gym. Front desk staff learn member check-in, class booking, and payment processing. Personal trainers learn session scheduling, client notes, and progress tracking. Managers and owners get trained on reporting, analytics, churn prediction, and revenue dashboards. Each session is role-specific so nobody sits through features they will never use. Every training session is recorded and stored in your GymWyse account for future reference, perfect for onboarding new hires. We also set up a dedicated Slack or Microsoft Teams channel where your team can ask questions and get real-time answers during the transition period.
Parallel Running & Go Live
Week 4For one full week, both your old system and GymWyse run simultaneously. Members can check in on both platforms. Payments process through both systems. Class bookings sync across both. This parallel run gives your team confidence that everything works correctly before the final switch. Your migration specialist monitors both systems daily, comparing data in real time. When you and your team are confident that GymWyse is handling everything correctly, we schedule the cutover. It happens instantly with zero downtime. Your members will not experience any interruption. After go-live, you can cancel your old software subscription.
Optimization & Review
Week 5-6Migration does not end at go-live. In the weeks following your switch, your migration specialist conducts a comprehensive 30-day check-in. We review your analytics setup to make sure dashboards reflect the metrics that matter to your business. We configure churn prediction thresholds based on your member behavior patterns. Payment recovery automation is tuned to maximize the recapture of failed transactions. We walk through every feature to ensure nothing is left on the table. This is where gyms start seeing the real value of switching: features they never had before, working out of the box, with data that is already populated.
What Gets Migrated and What Does Not
Full transparency on what moves to GymWyse and what stays behind, and the reasons behind each decision.
What We Migrate
What We Do Not Migrate and Why
Custom reports from your old system
GymWyse reporting is significantly more powerful with real-time dashboards, churn prediction, and revenue analytics that replace anything you had before. We help you rebuild any report you need.
Third-party integrations
Rather than carrying over old API connections, we set up fresh integrations with your payment processor, email marketing platform, and any other tools you use. This ensures a clean, reliable connection.
Old login credentials
Members receive a fresh app invitation with a new secure login. This is actually a benefit: it cleans up inactive accounts and gives members a fresh start with a modern app experience.
Migration Timelines by Software
Every platform has different data export capabilities which affect the migration timeline. Here is what to expect based on where you are coming from, drawn from our experience across 200 completed migrations. See detailed comparisons on our Mindbody, Zen Planner, and Glofox comparison pages.
From Mindbody
3-4 weeks
The most common migration we perform. Mindbody has a well-documented API and comprehensive data export tools, which makes the extraction process straightforward. We have completed over 80 Mindbody migrations and have the process down to a science.
From Zen Planner
2-3 weeks
Zen Planner provides clean CSV exports and a logical data structure that maps well to GymWyse. These migrations tend to be our fastest because the data requires minimal transformation. Typical completion time is under three weeks.
From Glofox
3-4 weeks
Glofox does not provide a self-service API, so data export often requires manual CSV downloads from the admin panel. Our team walks you through each export step and handles the rest. Allow a full four weeks for Glofox migrations.
From Spreadsheets or manual records
1-2 weeks
If you are running your gym on spreadsheets, paper sign-in sheets, or a combination of disconnected tools, this is actually the simplest migration. We import your data directly and you gain a complete system from day one.
From Other software
3-5 weeks
For platforms not listed above, we perform a case-by-case assessment during the Discovery phase. We have migrated gyms from PushPress, Wodify, Pike13, ClubReady, and dozens of other tools. Timeline depends on data export capabilities.
What Gyms Worry About
These are the four concerns we hear on virtually every migration discovery call. Here is how we address each one with concrete processes, not vague reassurances.
“Will I lose member data?”
No. Every single record is verified during migration. We perform automated line-by-line comparison between your original data and what lands in GymWyse. Member counts, payment totals, contract terms, attendance records, everything is cross-checked before go-live. We also retain a complete backup of your original exported data for 90 days after migration, so there is always a safety net. In over 200 migrations, we have never lost a single record.
“Will my members be confused?”
We design the transition to be as invisible as possible. Members receive a professionally written welcome email explaining the switch, along with a direct link to download the GymWyse app and set up their account. Check-in works from day one, whether your gym uses QR codes, key fobs, or manual check-in. Your front desk staff are trained to assist any member who has questions. In practice, most members complete the transition within the first week without needing any help.
“What about my payment processing?”
Payment migration is seamless. GymWyse supports ACH bank transfers in the United States, Direct Debit and BACS payments in the United Kingdom, BPAY in Australia, and credit and debit card processing worldwide through Stripe and GoCardless. Recurring billing transfers automatically, meaning your members do not need to re-enter their payment information. Active subscriptions continue without interruption. We test every payment connection with a live transaction before go-live to ensure nothing is missed.
“What if I am still in a contract with my current provider?”
This is more common than you would think, and we can help. Many gym software providers will waive early termination fees when presented with a formal written cancellation request, especially if you have been a long-term customer. We provide a cancellation letter template that has worked for dozens of our migrating gyms. If your provider refuses to waive fees, we can help you calculate whether the savings from switching to GymWyse offset the termination cost. And remember, GymWyse has no contracts. You pay month-to-month and can switch anytime.
Migration Success Stories
Real gyms. Real migrations. Real results. Here is what the process looked like for two of our recent migrations.
The Foundry
London, United Kingdom
2
Locations
450
Members
Glofox
From
3 weeks
Duration
The Foundry had been on Glofox for two years but was frustrated by limited reporting and a clunky member app. They were hesitant to switch because they worried about disrupting their members during peak season. We scheduled the migration to begin on a Monday and ran the parallel period over a quieter week. The entire process completed in 3 weeks with zero member complaints. During the migration audit, we discovered $2,100 per month in failed recurring payments that Glofox was not flagging. GymWyse payment recovery auto-recovered 40 percent of that amount in the first month alone.
“We should have switched a year ago. The migration was painless and we immediately started recovering revenue we did not even know we were losing.”
James K., Owner, The Foundry
IronClad Fitness
Houston, Texas
5
Locations
2,100
Members
Mindbody
From
4 weeks
Duration
IronClad Fitness operates five locations across the Houston metro area with a combined membership of 2,100. They were paying over $800 per month for Mindbody and spending hours each week wrestling with reports across multiple locations. Migration took 4 weeks due to the multi-location complexity, but the process was smooth. Staff training was completed in just 2 sessions: one for front desk and one for managers. The consolidated multi-location dashboard in GymWyse eliminated the need for manual report merging, saving the operations team an estimated 6 hours per week.
“Managing five locations used to mean five separate logins and five separate reports. Now I see everything in one dashboard. The migration paid for itself in the first month through time savings alone.”
Sarah M., Director of Operations, IronClad Fitness
Migration Checklist
Preparing for your migration? Use this checklist to gather everything your migration specialist will need. The more you prepare ahead of time, the faster the process goes.
Export your complete member list from your current software, including contact info and membership status
Export payment and billing history for at least the past 12 months, including failed payment records
Export your current class schedule with instructor assignments and capacity settings
Document all membership tier names, pricing, billing cycles, and any promotional rates currently active
Compile a list of all staff members with their roles (admin, instructor, front desk, manager)
Note any third-party integrations you currently use, such as email marketing, accounting, or access control
Identify two or three training windows where your team can attend live sessions without disrupting operations
Set a target go-live date, ideally mid-week (Tuesday or Wednesday) rather than Monday to avoid start-of-week rush
Migration Pricing
Standard migration is completely free with every GymWyse plan. Need it faster or need on-site support? We have options for that too. All tiers include full data migration, team training, parallel running, and 30-day post-migration support. See our full pricing page for subscription details.
Standard Migration
$0
Included with all plans
Express Migration
$499
One-time fee
White-Glove Migration
Custom
For 5+ locations
Frequently Asked Questions
Everything you need to know about switching to GymWyse. If your question is not listed here, book a migration call and we will answer it directly.
Ready to Make the Switch?
Join over 200 gyms that have already made the move to GymWyse. Whether you are running a single-location studio or a multi-location fitness chain, our migration team will handle everything so you can focus on what matters: your members and your business.
Book a free migration consultation or try our ROI calculator to see how much you could save. Start with a free demo and see GymWyse in action before you commit.
Free migration included with all plans. No contracts. No lock-in. 14-day free trial available.