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Moving your Members to a new Billing Provider

If you decide you are unsatisfied with the current Billing Provider (BP) you are using with GymMaster, you can always switch to a new one.

Note: While GymMaster does not lock you into any BP, you should double-check the terms of your contracts with them before proceeding.

When moving to a new BP, you have a couple options in how to proceed. What's best for you depends on your business model, which BP you're working with, and what your time frame for moving providers is.

  1. Self Migration
  2. GymMaster Token Transfer


Self Migration

The easiest way to change BP is just changing your default in Club Details, and enter in your new keys.
From this point on, any

  • New Member Sign-Ups
  • Update of Billing Info by Existing Members

will all go to your new BP.  The rest will continue to bill as normal to your previous BP.

This can take quite a while for members to get all switched over, during which time you will be managing two billing integrations. To help speed things along you can try emailing members requesting updates, and then preventing access using stop-at-gate tasks. Instructions on these are below.


Mass Email or Notification

After initiating your slow migration, you can try to speed it along by sending out mass communications to your client base. You will just need to target any members with a recurring billing plan (Paid in Full or clients who only purchase Bookings/POS Products can enter in details on their next visit).

For instructions on how to contacting your members see the article on Contacting all of your members. We recommend using a Current Members report, with filters on Membership Payment Frequency = NOT NULL.

If sleeper clients are a concern, an additional filter on Last Visit Date > whatever date you think appropriate

When constructing the email, you'll want to add an 'Add Field' called 'Member Update Payment Info URL'. This will tell the system to insert a custom link on each client's email. When clicked, it will take the member directly to the update payment details page in the portal, allowing them to easily skip the login step and just enter in their details.


Adding Stop at Gate task

After you've performed the first two options, and really want to be able to close down your old account for good, you can add a Stop at Gate task to all your members who have not yet updated their billing information. You can send a request to our help team to do this in bulk for you, and as the members come into the facility they will be blocked. Your staff can then take their billing details, and remove the block from their account.

Note: We recommend informing members ahead of time before preventing their access, especially for 24/7 facilities. Members will need some time to organise updating their billing information.


GymMaster Token Transfer

If you would rather try to get your billing details migrated in full without involving your Members, you can also pay our Transfers team to handle bulk uploading your new BP's details into GymMaster, after requesting a list of billing tokens from the new billing provider.

Token transfers are subject to the availability of our transfers team, and must be scheduled well before your transfer date to ensure no interruption to your billing collection.

Please contact your GymMaster Client Manager for details on the process and pricing.