Yoga studio software migration checklist

Use this as a printable checklist. Tick items as you go. Total time: 1 weekend for a small studio, 5–7 days for a larger one.

Pre-migration (T-7 days)

• Decide your migration date (pick a slow week, not a busy one)
• Sign up for the new platform's free trial
• Read the new platform's import documentation
• List your active recurring memberships (manual count is fine)
• Inventory your custom class types and package shapes

Day 1: data export

• Export members (name, email, phone, notes)
• Export active memberships and packages
• Export class history (for reference only, not for import)
• Export instructor list (name, email)
• Back up the exports to a folder you can find again

Day 2: import members and instructors

• Import member list to new platform
• Spot-check 5–10 random members
• Invite instructors via Settings > Team
• Verify instructors can log in to their portal

Day 3: class types and packages

• Create each class type with capacity and duration
• Create each package with credits, validity, price, currency
• Mark which packages are publicly purchasable
• Test that prices appear correctly on the booking page

Day 4: schedule and payments

• Build the recurring weekly schedule
• Assign instructors to classes
• Connect Stripe / PayPal / Razorpay
• Test a $1 purchase end-to-end
• Verify receipt email arrives

Day 5: preview + announcement

• Preview the public booking page as a member
• Walk through the booking flow
• Draft member announcement (~3 sentences)
• Schedule announcement for Saturday morning

Day 6: parallel run

• Send the announcement
• Leave both platforms running
• Respond to member questions within 4 hours
• Track which platform new bookings appear on

Day 7: cut-over

• Move remaining forward bookings to the new platform
• Archive the old platform
• Cancel old subscription effective end of billing cycle
• Take Sunday off

Post-migration (Week 2)

• Audit member balances against the original export
• Resolve any data discrepancies
• Send a 'thanks for migrating with us' email to engaged members
• Watch retention numbers in the first 30 days post-migration