Start with a clear data inventory
We review the spreadsheets and exports currently used by the club, identify duplicates and define how each field maps to Inf CRM. This creates a migration plan before production data is changed.
- Clients and contact details
- Memberships, validity and balances
- Visits and attendance history
- Payments, products and services
Clean before importing
Inconsistent phone formats, duplicate clients and outdated membership statuses become harder to fix after launch. Preparing them first gives staff a cleaner workspace and more reliable reports.
- Duplicate detection
- Required-field validation
- Status and date normalisation
- Test import and result review
Keep the club operating
Migration is planned around a clear cutover point. Roles, locations and main workflows are configured alongside the data so the team can start using the new system without rebuilding its process from scratch.
Help the team adopt the new source of truth
Role-based onboarding shows reception, trainers and managers how their daily tasks work in Inf CRM. The goal is to stop parallel updates in Excel and make the CRM the current operational record.
What happens to historical data
Not every column from an old spreadsheet needs to be copied unchanged. The team first decides which information is useful for future operations and reporting. Relevant history is retained while obsolete and duplicated records do not clutter the new workspace.
- Define required data
- Map source fields
- Check a control sample
- Approve the result before launch
How the club can prepare
It helps to appoint a data owner, choose the final update point for the old system and collect every file currently used by the team. This reduces surprises and makes it easier to complete the transition at an agreed time.
After the import
The team reviews key client records, active memberships, balances and payments. After the control check, staff begin working in Inf CRM and the old spreadsheets become read-only archives, preventing two competing versions of the same data.
Data migration questions
Which data can be prepared for migration?
Clubs commonly begin with clients, contacts, active memberships, validity dates, balances, visits and the financial history needed to continue daily operations.
Does every old spreadsheet row need to be imported?
No. It is better to identify information required for operations and reporting. Obsolete duplicates and technical columns can remain in an archived source copy.
How is the import result checked?
After a test import, the team reviews a control sample: several clients, active memberships, dates, balances and payments. The production transition follows only after that review.
Can the team continue editing Excel after launch?
An archive can be retained, but parallel editing creates two versions of the same data. After validation, current operations should be maintained in Inf CRM only.
What happens to duplicates and incomplete rows?
Before import, duplicates are merged or excluded, required fields are checked, and uncertain records are placed in a separate list for the club's data owner to resolve.
Does the club need to stop operating?
The transition is planned around an agreed cutover point. The team defines the final update in the old system, completes a control review and communicates when current operations move to Inf CRM.
