Migrating to Flow Roll from Another Platform

Switching gym software shouldn't mean starting over. Moving to Flow Roll involves three phases: bringing your member list over, transferring your members' saved payment cards, and activating billing so everyone keeps getting charged without re-entering their card details.

This guide walks through all three. And you don't have to do it alone — the Flow Roll team offers a free guided onboarding support to walk through the trickiest part (the card migration) with you.

Will Your Members' Saved Cards Transfer?

This is the first question to answer, because it depends entirely on which software you're leaving. There are three possibilities:

✅ Already on Stripe — easiest path. If your current software bills through Stripe, your Stripe account already holds your members' saved cards. You simply connect that same Stripe account to Flow Roll and the cards are already there — no migration request needed. Common platforms: PushPress, Momence, Glofox (Glofox Payments), Hapana, and Gymdesk (if you used its Stripe integration).

🔁 Non-Stripe processor — request a free card migration. If your software bills through a third-party gateway, Stripe's migration team can securely import your members' saved cards with your old processor's cooperation. Phase 2 below covers exactly how. Common platforms: Mindbody, Kicksite, Spark Membership, Gymmaster, Mariana Tek, and Pike13.

🔄 Migration not available — members re-enter their cards. Some processors prohibit exporting card data. If yours does, members will be asked to re-enter their payment details the first time they pay through Flow Roll. You can still import your members and assign plans in the meantime. Common platforms: Jackrabbit (Jackrabbit Pay) and most modern Zen Planner setups (Zen Planner Pay / Payrix).

[!NOTE] Zen Planner and Gymdesk vary by setup: older Zen Planner accounts and Gymdesk accounts using the Stripe integration are already on Stripe, while Zen Planner Pay / Payrix setups cannot export cards.

Not sure which processor you have? Two quick checks:

Your bank statement (most reliable): Look at the name on the daily payout deposits in your business checking account. "STRIPE TRANSFER" or "STRIPE PAYMENTS" means you're already on Stripe. A name like "PAYRIX", "MINDBODY PAY", or "USAEPAY" means you're on a non-Stripe processor.
Your payments dashboard: If your membership charges show up in a Stripe dashboard you can log into at dashboard.stripe.com, you're already on Stripe. (A Stripe account for your website or merch store doesn't count — it has to be where your membership payments land.)

Phase 1: Export and Import Your Members

Export a member list from your current software as a CSV file — every platform has its own export path, so check your software's help center if you can't find it.

Include as many of these columns as you have: first and last name (required), email address (strongly recommended — it's how Flow Roll matches members to their Stripe cards later), phone, birthday, belt and stripes, emergency contact, membership tier, and notes. Column names don't need to match exactly — Flow Roll maps them during import.

Here's how to import your members:

Click Import (upload icon) in the left navigation.
Upload your CSV file.
Map each CSV column to the matching Flow Roll field, skipping any that don't apply.
Review the preview — Flow Roll flags rows with missing names, malformed emails, or likely duplicates.
Fix or skip flagged rows, then click Create Members.

[!TIP] You can import members before your card migration finishes. When the cards land in Stripe later, Flow Roll picks them up automatically — no re-import needed.

Phase 2: Migrate Saved Cards to Stripe (Non-Stripe Platforms Only)

Skip this phase if you're already on Stripe.

Before you start, two things:

Create a Stripe account at stripe.com if you don't have one. The migration request must come from the account owner, so make sure the account is yours.
Keep your old software active. Your old processor has to participate in the transfer — closing your account mid-migration can stall the export or make it impossible.

Here's how to request the card migration from Stripe:

Log in at dashboard.stripe.com as the account owner.
Open Stripe's data migration help article: https://support.stripe.com/questions/data-migrations-types-that-can-be-requested
Scroll to the bottom and click Contact Support to open the secure email form.
Fill out the form: select Data Migrations as the topic, choose Importing data into Stripe, enter the name of the software you're leaving, and paste this message:

"Hello Stripe Migrations Team, I am moving my business and need to migrate my customer payment tokens from [Old Software Name] into this Stripe account. Please provide the next steps and the PGP encryption key I need to give my old processor."

What happens next:

Stripe replies with a PGP key — usually within 1 to 3 business days. Think of it as a digital padlock that protects your members' card data in transit. You never see or handle any card numbers.
You hand the key to your old processor. Contact their support team, ask for their payment data export procedure, and provide the PGP key. Some processors require a formal request form, and some charge a fee.
The processors transfer the data behind the scenes. Plan for 2 to 5 weeks end to end — the old processor is usually the slow part. Stripe emails you to confirm once the cards have landed.

[!WARNING] Do not cancel your old software subscription until Stripe confirms the card data has arrived. Closing your old account mid-migration can make the transfer impossible to complete.

Phase 3: Link Members and Start Billing

Once your members are imported and the cards are in your Stripe account, the final phase happens entirely inside Flow Roll.

First, connect your Stripe account:

Navigate to the Account page (profile icon).
Scroll to the Stripe Integration section.
Click Link Stripe Account to Gym and authorize the connection in the secure Stripe window. Flow Roll uses Stripe's standard OAuth connection, so your existing account — including its full payment history — stays under your control.

Next, link your members to their Stripe cards:

In the same Stripe Integration section, click Link Members to Stripe (group add icon).
Flow Roll matches each member to their Stripe customer by email address and suggests the matches for review. A green card chip means a saved card is on file and ready to bill.
Check the Manual tab for ambiguous matches (duplicate emails, name-only matches) and pick the correct customer manually.
Click Confirm changes to save the links.

Finally, start membership billing:

Click Start Membership Billing (play icon) in the Stripe Integration section.
Assign a plan to each member — or use the Apply plan to all… dropdown to set everyone at once.
Optionally set a First charge date per member to honor remaining days from their old plan (or Set first charge date for all to apply one date to everyone).
Click Start Membership Billing to create the subscriptions. Any failures (expired or declined cards) are listed at the end so you can follow up individually.

[!TIP] Members who paid by cash or check won't appear in the linking tool. Assign them a plan from their member profile once they provide a card.

Frequently Asked Questions

How long does the whole migration take? The Flow Roll side takes minutes. The Stripe card migration is the long pole: Stripe usually replies within 1 to 3 business days, but the full transfer typically takes 2 to 5 weeks because your old processor has to export the data on their side.

Will my members notice anything? No. Their saved cards move behind the scenes and they never re-enter anything. Once billing starts, Stripe sends each member a receipt to their email on file.

Does Flow Roll ever see my members' card numbers? No. The transfer happens directly between your old processor and Stripe using Stripe's secure migration process. Flow Roll connects to your Stripe account only after the cards are already there.

Can I cancel my old software as soon as I've exported my members? Not if you're doing a card migration — wait until Stripe confirms the data has landed. If you're already on Stripe (or doing re-collection), you can cancel as soon as your members are imported.