Moving your gym from spreadsheets or old software to GymLeb

The hardest part of changing gym software is not learning the new system. It is the fear of losing what is in the old one: three years of members, who owes what, which memberships are frozen, the PT sessions people still have. So owners put it off, and keep paying for a system they do not like, or keep running the gym from a spreadsheet that only one person understands.

This guide is a practical checklist for moving to GymLeb, whether you are coming from a spreadsheet, a notebook or another gym software. It covers what to bring, how the move works, and how to switch over without your members noticing anything except a better experience.

Why gyms move

The reasons we hear are usually the same:

• The data is in too many places. Members in one sheet, payments in another, PT in a notebook, renewals in someone's WhatsApp.
• Nobody trusts the numbers. Monthly revenue depends on who you ask.
• The door is not connected. Expired members still get in, or someone updates the turnstile by hand.
• Nothing reminds members. Renewals depend on the desk remembering to message people.

If two of these sound familiar, the move will pay for itself in time saved at the desk.

What data is worth bringing

Not everything in an old system needs to come across. What matters most:

1. Current members: name, phone number, other personal details, and any health details you keep.
2. Their memberships: the plan, start and end dates, and whether each one is frozen right now.
3. Money owed: every unpaid or partly paid membership, with the amount left.
4. Payment history: every payment on the day it was actually made, so your past revenue still adds up.
5. Plans and prices: the plans you sell today.
6. Personal training: packages members still have, with the sessions left.
7. Leads: people who asked but did not join yet.

Things that are often left behind on purpose: staff notes, old card numbers, gate logs and staff assignments. They tend to be messy, and starting clean is usually better.

How the move works

GymLeb does not ask you to upload a spreadsheet and hope for the best. Moving data is a service the GymLeb team does with you:

1. We read your current data without changing it. From your spreadsheet, or from your current software with the access you give us. Your old system keeps working throughout.
2. We map it to GymLeb. Members, plans, subscriptions, payments, PT packages, freezes and leads. Only current members become members in GymLeb. Payments from former clients still come across as transactions, so your history of revenue matches.
3. You review a plain workbook before anything is imported. It has a summary, the members, who owes money, memberships, payments, monthly revenue, personal training, plans, frozen members and leads. You check it, and nothing goes in until you approve it.
4. We check the money. Monthly revenue in GymLeb is compared with your old system's own report, so the first time you open your reports, last year looks the way you remember it.
5. We switch on the automation carefully. Expiry reminders are scheduled for the members who need them, and imported members do not receive a burst of welcome messages on day one.

The migration is a quoted service, and onboarding is a one-time fee; both are listed on the pricing page and in the FAQ.

Prepare before you switch

You can make the move faster by doing a little homework:

• Clean up phone numbers. One number per member, with the country code. Phone numbers are how members sign in to the member app and how WhatsApp reminders reach them.
• Decide your plans. Moving is a good moment to retire old plans nobody buys. Write down the plans you sell today and their prices, in USD or LBP.
• List who owes money. Even a rough list helps us check the import against what you expect.
• Gather your access setup. If you have a Hikvision terminal, note the model. Faces and fingerprints already on the device can be pulled into GymLeb and linked to members, so nobody needs to enroll again. See the access control guide.
• Write down your rules. Freeze policy, late payment, PT cancellation. These become settings, and your waivers can become member forms.

Switch-over day

The best day to switch is usually the first of a month or a quiet weekday.

1. Freeze the old system at the end of the last day. No new sales go into it after that.
2. Final import of anything that changed since the review.
3. Staff logins. Each staff member gets their own login and permissions. Spend 30 minutes with the desk on the three things they do most: add a member, renew, and record a payment.
4. First week: keep the old system read-only for lookups. Most gyms stop opening it after a few days.

The first month on GymLeb

• Week 1: focus on the desk. Renewals, payments and check-ins.
• Week 2: turn on WhatsApp reminders and set your timing.
• Week 3: get members onto the app at the desk.
• Week 4: your first monthly review with the reports, and a look at the unpaid list.

Taking it one step at a time keeps your team confident and your members unaware that anything changed, except that the gym suddenly seems very organised.

Next step

Tell us how your gym runs today: how many members, where your data lives, and whether you have an access terminal. Contact us and we will tell you what the move involves for your gym. Plans and setup fees are on the pricing page.