Moving from another billing system

Start with the guide

Move your gym to Shindo takes you through the whole move one step at a time: your old system's export, the basics, your changeover date, the import, telling your families, who is ready, and the changeover day. It shows what is done and what is next, and saves your progress. Open it from the dashboard's welcome card (Moving from another system? Start here) or from Switching from another system? on Billing.

Rather not do it yourself? Tap Ask Shindo to do it at the top of the guide, tell us your old system, about how many members you have and the month you want to switch. We'll reply within one business day. You can keep following the guide in the meantime.

The rest of this article explains the changeover date, which the guide's step 3 links to.

The worry when you switch is that a family pays your old system and Shindo for the same month. The Changeover date on the Billing page prevents that: members can sign up and add a card now, and Shindo charges nothing for their membership until the date you pick.

Set the changeover date

1. Open Billing and scroll to Switching from another system? at the bottom. Tap Show if it's closed.
2. Under Changeover date, pick the day your old system would next have charged them: the day after their last paid period ends. Shindo takes the first payment on that day. It saves as soon as you pick it.
3. Read the sentence above the box. It tells you that nobody who signs up before that day is charged anything until then, and that people who join after it are billed the usual way.

The date can be from tomorrow up to 60 days ahead when Shindo's own billing charges your new memberships, which it does for every new gym. That is long enough for a 30-day notice on your old system plus a month, and short enough that families aren't kept waiting too long for their first charge. If Stripe still bills your memberships, the limit is 28 days, because Stripe won't hold a monthly plan's first payment past the end of its first month. The note under the date box says which applies to you.

To remove the date, tap Clear.

Things the card warns you about

• Only renewing plans wait. The date applies to monthly, multi-month and yearly memberships. Session packs are still charged straight away. If none of your active plans renews, the card says the date is not being applied to anything.
• Two billing days. If you also bill everyone on a shared billing day and the changeover falls on a different day of the month, people who join before the changeover keep billing on its day. The card warns you; set the changeover to one of your billing days to avoid it.
• Once the date has passed, the card says so, and new members are charged as soon as they sign up again.

A sensible order

1. Connect Stripe and set up your Shindo plan (see Let members pay you).
2. Create your plans on Plans / Shop.
3. Set the Changeover date.
4. Import your roster on Members with Import CSV. Check the preview, then tick the invite box: it starts unticked until you have a renewing plan and Stripe connected, and the changeover date is set or someone pays you through Shindo. Parents your file marks as parents (Mindbody's Client Type) come in as logins only for their children: not members, never billed. A Kicksite file's parent name columns name the parent who signs in for each child. The preview lets you make any of them a member.
5. Families sign up, choose a plan and add a card. Their first charge is on the changeover date.
6. Stop billing in your old system yourself before that date, so families aren't paying twice.

Before and on the changeover day

• A card that won't work on the day. The guide's step 6 lists families whose saved card was removed or expires before the changeover. Each has an Email card-update link button, which emails the family a link to add another card, at most once a day for each family. When a card is removed at Stripe before the day, Shindo emails the family by itself, once: "Your saved card was removed. Add another before" the date "so your membership starts."
• The changeover day email. After Shindo's billing runs on the date, you get one email: how many families were charged and the total, which payments failed, which can't be charged and why (card removed or card expired), who has no card yet, and which families never joined.
• Parents who are logins only sign in for their children and are greeted by their own name in every email. Signing in never makes them one of their children: they claim each child with a tap.

What Shindo doesn't do

• It can't bring cards or billing over from another system. The import reads names, contact details, dates of birth, addresses and ranks; each family adds their own card.
• It can't stop your old system charging. Cancel those subscriptions there.
• Everyone you import starts inactive with no plan, so they can't check in until they have one.

Related: Import members from a spreadsheet, Bill every member on the same day, Invite members to their portal.