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Switching to Eversports: Your Step-by-Step Migration Guide

We are happy to support you on this new adventure and help you set up your Eversports Manager account. In this guide, you’ll find an overview of all the next steps to ensure a smooth transition. At the end of the article you will find the “Eversports Best Practices” to help you plan the transition.

 

 

1) Prepare for the Switch

Before getting started, please consider the following important points:

Choose Your Switch Date

Have you already decided on a switch date?

We recommend switching at the beginning of the week rather than on weekends, as our support team is available to assist you if needed.

The switch date is also important for future bookings and integrations with aggregators (see more information below).

Export Your Data

Please make sure to export all relevant information and data from your current software as long as you still have access to the old software.

Inform Your Customers

We recommend informing your customers about the upcoming software change in advance. To make this easier, we've prepared an email template for you:

👉 Announce Your Move to Eversports - Newsletter Template

2) First Setup Steps in Eversports

You can already begin configuring your Eversports Manager account by watching our onboarding videos and completing the initial setup.

Topics include:

🎥 Watch the onboarding videos: Start with Eversports Manager (part 1)

3) Transferring Your Customer Data

Client Import

Already have a client list? Simply download the import template, complete at least the required fields, and send it back to us — we’ll take care of the import within 2–3 business days.

Important Note About Communication Preferences

Please make sure to complete the “Newsletter” column with 1 (Yes) or 0 (No) in the import file. This ensures that only customers who have provided consent receive communications.

Your customers will not receive any notifications during the import process. Once everything is ready, you can decide when to invite them to Eversports (see later step)

Transfer of existing services (Block Cards & Time Cards)

Block Cards & Time Cards need to be assigned manually in Eversports Manager.

Existing cards must be manually assigned to clients, with the possibility to adapt individually the :

  • Remaining units
  • Validity dates

👉 Here you will find the steps in details: [Assign existing services]

Tip: We recommend completing this step as close as possible to your Eversports switch date. Once you reach this stage, bookings should no longer be accepted through your previous platform, as the available units on your block cards will no longer be updated automatically and may become inaccurate.

Any bookings made in your old system after this point will need to be reflected manually in Eversports to ensure the available units on your block cards remain correct.

Membership Migration (Only Relevant if You Offer Memberships)

Active memberships also need to be assigned manually.

👉 Here you will find the steps to assign membership: [Assign existing memberships]

Membership Migration: Important Information & Tips

 

When migrating memberships to Eversports, please keep the following points in mind:

  • You can adjust the membership price individually when assigning a membership to a customer.
  • Memberships that are assigned manually in the Eversports Manager cannot be cancelled online by customers. They can only be terminated by an administrator in the Eversports Manager.

 

Memberships with Collected Units

If your membership includes a monthly or periodic collection of units (e.g. credits added each month), do not recommend assigning the membership with a start date in the past. Otherwise, Eversports automatically generates units for previous periods and customer has available untis for the previous months even though they have been booked on the other tool, resulting in an incorrect balance. If you have more questions about this, you can reach out to us, there would be a workaround to add a pause to the past period to avoid the collection of units.

Memberships with Unlimited Participations or Usage Limits per Week/Month (Without Unit Collection)

You can safely:

  • Assign the membership before your Eversports switch date.
  • Enter the customer's original membership start date to maintain the correct membership history.
  • Do not click the option to create “Past invoices”, if the previous month were paid in the previous software.
  • Check the current period invoice to cancel it, if it was paid in the previous software.
Payment Methods for Memberships

SEPA Online Payments

If you have the bank details of your customers you can send them to us in the customer import file.

NOTE: Bank account details often cannot be exported from external software providers. Please check with your software provider, if they can be exported. If you currently use Auto SEPA, your customers will need to provide their bank details again so they can be imported or manually added into Eversports.
Some possibilities to ask for the SEPA Mandates, if they cannot be exported, can be: Google form, create an activity in Eversports with the add-on. Feel free to reach out to the customer support if you have any questions.


Credit Cards

Credit card details cannot be transferred. Customers will need to re-enter their payment details directly in their Eversports profiles. The credit card can then be linked to the membership. Please reach out to the support team if you need more information on this point.

4) Future Bookings

Bookings are not transferred automatically as part of the migration process. Therefore, you will need to decide how you want to handle any future bookings that exist in your previous software.

Option 1: Manually Transfer Future Bookings

You can manually recreate all future bookings in Eversports. For detailed instructions, see the related article.

Important consideration:
When transferring customer products (passes, memberships, or credits), make sure that the remaining units are correct. Many software providers export the current balance with future bookings already deducted. If you also recreate those bookings in Eversports, you may need to adjust the transferred balances accordingly to avoid deducting units twice.

For example: a customer has a 10-class pass, used 3 classes and already booked 2 future classes. The old software may export the balance as 5 units because the future bookings are already deducted. If you assign 5 units into Eversports and also recreate the 2 future bookings, those 2 units will be deducted again, leaving only 3 units instead of 5.

Option 2: Cancel Future Bookings and Ask Customers to Rebook

Alternatively, you can cancel all future bookings in your previous software and ask customers to book their classes or appointments again through Eversports from a specified date onwards. So customers would not be able to book any classes in advance.

This option is often simpler to manage but requires clear communication with your customers to ensure a smooth transition.

 

5) Aggregator Bookings

Only relevant if you offer bookings through aggregators such as Urban Sports Club, Wellhub, EGYM Wellpass, or similar partners.

Important: We strongly recommend aligning the switch date with your aggregator in advance to ensure a smooth transition and avoid booking disruptions.

Before You Start

To ensure that your Eversports calendar is correctly exported to your aggregators after the migration, please make sure that:

  • The aggregator API is activated in your Eversports account. (👉 See related article.)
  • Aggregator bookings are enabled for your activities.

Managing Future Aggregator Bookings During the Migration

If you want to avoid losing any aggregator bookings during the transition, you may need to temporarily manage bookings across both systems.

Option 1: Start Receiving Aggregator Bookings Through Eversports Before the Switch

Most aggregators allow customers to book activities up to two weeks in advance. Therefore, you can:

  1. Create your future activities in Eversports ahead of your migration date.
  2. Share the UUIDs with your aggregator.
  3. Ask the aggregator to start sending bookings to Eversports.
  4. Allow aggregator bookings through Eversports while continuing to use your previous software for regular customer bookings during the two week period.

Important: To avoid overbooking, make sure to reserve enough spots for your direct customers by limiting the number of places available to aggregators.

Option 2: Continue Receiving Aggregator Bookings Through Your Previous Software Until the Switch

If you prefer to keep aggregator bookings in your previous software until the migration date, you must coordinate the transition directly with your aggregator.

Provide the aggregator with:

  • The UUIDs of your activities in Eversports.
  • The date on which you would like to switch to Eversports.

Important: Once the aggregator switches to Eversports, future aggregator bookings in your previous software may be cancelled. Make sure to discuss the migration timeline with the aggregator and confirm how existing future bookings will be handled.

6) The Final Switch

Once your data has been migrated and your Eversports setup is complete, it's time to go live.

Invite Your Customers to Eversports

To allow your customers to access their profiles, bookings, and products in Eversports, you will need to invite them to create or connect their Eversports accounts. You can invite customers individually, per customer groups or all together, but it needs to be done by you whenever you are ready.

Update Your Website

To start receiving bookings through Eversports, make sure your website is updated with your Eversports booking links or widgets.

In Settings > Widgets, you will find all available widgets and links that can be integrated into your website or shared directly with customers.

Go Live

Once your customers have been invited and your website has been updated, you are ready to start accepting bookings through Eversports. You can now also activate the Eversports Manager on the Dashboard or ask the customer support team to activate your profile.

7) Eversports Best Practice

 🔙 Before the migration:

1. Choose your migration date

Select a date for your switch to Eversports.
We recommend switching at the beginning of the week when support is available if needed.

2. Inform your customers

Communicate the migration date in advance.
Let customers know how future bookings, transfer of existing products will be handled during the transition.

3. (Optional): Coordinate the date with your aggregators.

Inform the aggregator you are working with about the migration.

⏳ The migration:

4. Import your customers

Import your customer data approximately one week before the migration date.

5. (Optional) Remove future bookings from your previous software

Shortly before the switch, stop accepting new bookings in your old system and remove any future bookings that will be managed in Eversports.

6. Import customer products

  • Import memberships couple of days before the switch

  • Import services the day before the migration, depending on your future booking setup. This helps ensure that all available units are up to date when you go live with Eversports.

7. (Optional) Import Vouchers

If you have sold vouchers in the previous software that could still be used, you can sell them as well in Eversports to allow your customer to use the vouchers online. LINK ARTICLE + Info price


✅ After the Migration

8. Change the bookings widget on your website

9. Invite the customers to book through Eversports

10. Activate your Eversports Manager.

Following this process will help ensure a smooth transition and minimize manual work after the switch.