Use this checklist with your club manager, front desk, billing owner and software providers. It is a planning framework: confirm the available exports, transfer methods and product behavior for your specific setup.
1. Agree on scope and responsibilities
Start with the operation you need to preserve. List your courts and locations, membership options, programs, future bookings and connected services. Mark each item as moving, being recreated or being retained for reference.
Assign one club-side owner who can make decisions and coordinate the people involved. Give billing, member communication, equipment and training their own owners where needed. Record open questions beside the responsible person so an unresolved dependency does not disappear into a general launch checklist.
- List the current systems and the records each one holds.
- Identify the courts, locations and programs included in the move.
- Agree on the migration scope, costs and responsibilities in writing.
- Confirm export availability and the approved transfer method.
- Choose a proposed changeover window and a decision deadline.
- Agree on how late changes and exceptions will be handled.
Review Fluid's assisted club migration process with the inventory you have prepared. A planned date should follow the readiness checks and provider coordination your club needs.
2. Inventory members and membership benefits
A member list is only part of the work. Membership status, household relationships, renewal dates, benefits and balances can affect what a person sees and pays when they book.
Choose representative records to review. Include an individual member, a household, a member with credits and any other arrangement your club actually uses. Review unusual records separately rather than assuming a successful sample covers every exception.
- Record member counts and the date and time of each export.
- Identify duplicates and agree how they will be handled.
- Review household relationships and the people covered by each plan.
- Record membership status, billing period and renewal date.
- Document booking windows, member rates and court-hour allowances.
- List play passes, guest benefits and restrictions that must be preserved or recreated.
- Check the representative records in the destination system.
- Record every unresolved exception and its owner.
Use the membership management overview to frame the benefits and billing questions you want to test in Fluid. Confirm the exact setup for your club rather than relying on matching plan names alone.
3. Reconcile future bookings and program registrations
Build a snapshot of what the club has already promised to members. Include future court reservations, lessons, open play, clinics and other registrations in scope. Record the court, date, time, duration, participant and relevant payment status.
Recurring bookings deserve their own check. A series can look correct in the first week while later dates conflict with closures, holiday hours or another program. Confirm how exceptions will be represented.
- Compare booking totals for the same date range in both systems.
- Check court assignments, local time zone and session capacity.
- Review recurring bookings and individual exceptions.
- Confirm participant rosters and registration status.
- Agree how existing waitlists will be handled.
- Verify which booking and cancellation rules apply after the switch.
- Test an ordinary member reservation and a session signup.
- Test a restricted booking and confirm the expected result.
Use court booking and open play to frame the workflows your staff need to test. Keep court reservations and places in a session distinct during the review.
4. Give billing its own handover plan
Treat payment continuity as a separate workstream. A member record, a saved payment method and a recurring subscription are different pieces of the migration. The transfer path for payment methods depends on the providers involved.
Do not put card details, passwords or secret keys in a general migration spreadsheet or send them by ordinary email. Agree on the provider-supported transfer process and the people authorized to coordinate it.
- Identify the payment providers and accounts involved.
- Confirm whether and how saved payment methods can move.
- Reconcile active subscriptions and their next renewal dates.
- Assign one system responsibility for each upcoming renewal.
- Agree when the old system stops collecting recurring charges.
- Confirm when the new system begins collecting them.
- Record who handles refunds, disputes and payments tied to the old system.
- Define how a failed payment or an incomplete transfer will be handled.
- Review the first renewals after launch with the billing owner.
The handover should make it clear where a member will be charged and who can resolve a problem. Never assume that importing a member automatically transfers their payment arrangement.
5. Check credits, balances and history
Agree on the effective time for the balance snapshot. Then compare totals and representative member records against that same point in time. If activity continues after the snapshot, document how those changes will be captured before launch.
Check the meaning of each field as well as its value. A credit available for a booking, an outstanding amount and a historical payment are different records. Keep the agreed treatment visible to the staff who answer member questions.
- Record the snapshot date and time.
- Reconcile credits and outstanding balances separately.
- Check representative members with each type of balance.
- Agree on the history and date range to retain.
- Confirm where staff can find records that remain in the old system.
- Resolve or document discrepancies before approving the move.
- Capture final changes since the snapshot.
Avoid treating a matching total as the only acceptance test. The same overall amount can still be assigned to the wrong member. Check both totals and individual records.
6. Review hardware and external services
Data migration does not settle equipment compatibility or contract responsibilities. If the club uses door access, cameras, displays, kiosks or other connected equipment, review each item separately.
- Identify the owner and service provider for each device.
- Record any contract, support or installation dependency.
- Confirm what can be reused, replaced or removed.
- Test member access during the changeover window.
- Agree on a staffed fallback if an access device is unavailable.
- Confirm support ownership for launch-day problems.
For a club considering a move from PodPlay, the Fluid and PodPlay comparison highlights software and hardware questions to review together. A successful data transfer does not establish that a particular installation is compatible.
7. Rehearse the front desk and member experience
Run a short rehearsal using representative scenarios before staff need to serve a live queue. Have the people who do the work perform the tests, including a front-desk team member and the person responsible for billing.
Recommended scenarios:
- A member signs in and finds the correct membership.
- A member books a court using the expected benefit or price.
- A player joins an open-play session or reviews the applicable waitlist process.
- Staff find the day's roster and check someone in.
- Staff answer a question about a credit, charge or renewal.
- A manager reviews a failed-payment exception.
- A staff member can access the functions their role requires.
- A person without that responsibility cannot access a restricted function.
Record the expected result, actual result, reviewer and any fix required. Use the front-desk demo and membership demo to prepare your questions, then test the setup agreed for your own club.
Include your program mix in the rehearsal. Every Fluid club plan includes open play, waitlists, simple in-club tournaments and scrambles. Multi-division tournaments use Fluid's separate tournament software. Confirm the setup for any recurring leagues and other workflows you need.
8. Prepare member communication and staff support
Write the member announcement before launch day. Explain when the change happens, where to sign in, how existing bookings will appear and where to get help. Only include payment-transfer instructions that have been agreed with the relevant providers.
Check communication preferences and sending setup before contacting members. Do not assume an imported contact can receive every kind of message or that an old sending configuration carries over automatically.
- Prepare clear sign-in and booking instructions.
- Explain any action members actually need to take.
- Confirm email and SMS setup and applicable allowances.
- Assign staff ownership for launch-week questions.
- Prepare answers for known exceptions.
- Tell staff where to find the final booking and billing decisions.
- Choose a process for urgent access or payment problems.
Review club communication workflows before deciding who will answer launch-week questions. Give each issue an owner so members do not have to repeat their situation to several people.
9. Make a documented go-live decision
Use a go-live review instead of assuming the migration is ready because the import finished. The club owner and the responsible providers should know what passed, what remains open and whether any unresolved issue affects member access, booking or billing.
| Acceptance check | Evidence to record |
|---|---|
| Members and memberships | Record totals, reviewed examples and resolved exceptions |
| Future bookings | Matching date range, court assignments, rosters and recurring exceptions |
| Balances | Snapshot time, reconciled totals and representative member checks |
| Billing | Provider-confirmed transfer path and one owner for each renewal |
| Staff readiness | Completed role and front-desk rehearsals |
| Member readiness | Accurate instructions, support route and approved communication plan |
| Equipment | Access test results and an agreed fallback where needed |
| Final changes | Record of activity captured after the original export |
If a critical check fails, agree whether to delay the switch or use a specific temporary procedure. Define who can make that decision and how members will be informed. Do not promise a rollback unless the providers have confirmed a workable recovery path, including what happens to new bookings and payments.
10. Check the first operating and billing cycles
After launch, keep an exception list with an owner and resolution status. Review the first busy operating period and the first relevant renewal cycle. These checks should follow your club's actual activity rather than an arbitrary promise that every issue will appear on day one.
- Compare the first day's expected bookings with the live roster.
- Review member sign-in and access issues.
- Check the first renewals for missed or duplicate collection.
- Reconcile new payments and any remaining balance exceptions.
- Review staff questions and update instructions where needed.
- Confirm the agreed history remains accessible.
- Close each migration exception with a recorded outcome.
- Retire old workflows only after their responsibilities are covered.
Review the old provider's notice periods, renewal terms and data access before cancelling or removing access. Do not assume a refund or that historical records will remain available after the subscription ends.
Bring your checklist to a migration discussion
Bring your current provider, courts, memberships, future bookings, balances, payment setup and hardware inventory. Use the checklist to explain what must work on the first day and which records staff need to retain.