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Migrations

Migration invitations help onboard existing tenants from legacy systems. Staff can create personalized invitations with custom pricing, then send them to tenants to complete their transition.

Finding Invitations

Go to Staff → Migrations and select the Invitations tab.

From the list you can:

  1. Search by tenant name, email, studio, or location
  2. Filter by status (Pending, Sent, Claimed)
  3. Filter by location (multi-select)
  4. Filter by phone availability (Has Phone)
  5. Sort by any column
  6. Select multiple invitations for bulk actions

The list shows:

Column What It Shows
Tenant Name, email, and phone number (if set)
Studio Studio name
Location Location name
Card $ Monthly card price
ACH $ Monthly bank account price
Insurance Monthly insurance price (if configured)
Anchor Billing cycle day (e.g., "Day 15")
Status Pending, Sent, or Claimed
Created When the invitation was created

Creating an Invitation

Click Create Invitation to open the form.

Step 1: Enter Tenant Details

  • Recipient — Select an existing user or enter a new email and name
  • Phone Number — Optional phone number for SMS notifications
  • Location — Choose from your managed locations
  • Studio — Select from monthly studios at that location

Step 2: Configure Pricing

The form shows the studio's default card and bank account prices. To customize pricing for this invitation, check Override pricing and enter:

  • Card Price — Custom card payment price
  • ACH Price — Custom bank account payment price

Set the Billing Anchor Day — day of month (1-28) when billing cycles start.

If you don't override prices, the studio's default pricing is used.

Step 3: Add Insurance (Optional)

Select an insurance plan from the dropdown. The form shows the monthly insurance cost and updates the total.

Step 4: Review and Create

The Monthly Total Preview shows:

  • Studio price per month
  • Insurance price per month (if selected)
  • Total monthly amount

Click Create Invitation to save. The invitation starts with Pending status.

Sending Invitations

Invitations aren't sent automatically—you control when tenants receive them. You can reach tenants by email, SMS, or both.

Email

Send to One Tenant

  1. Find the invitation in the list
  2. Click the Send Email action
  3. Confirm

Send to Selected Tenants

  1. Select multiple rows using the checkboxes
  2. Click Send Selected
  3. Confirm the count and send

After sending, the system reports how many succeeded, were skipped (already claimed or no email), or failed.

SMS

Tenants with a phone number on file can receive an SMS with a link to complete their migration.

Send to One Tenant

  1. Find the invitation in the list
  2. Click the Send SMS action
  3. Review the confirmation modal and confirm

Send to Selected Tenants

  1. Select multiple rows using the checkboxes
  2. Click Send SMS in the bulk action bar
  3. Review the confirmation modal showing the count and confirm

The system skips invitations that have already been claimed, don't have a phone number, or have already received an SMS. Each tenant receives at most one SMS.

Use the Has Phone filter to find invitations with or without a phone number recorded.

Status Meanings

Status What It Means
Pending Created but email not sent
Sent Email sent, waiting for tenant to complete
Claimed Tenant completed the migration form

Managing Invitations

Editing an Invitation

Click any Pending invitation to edit:

  • Change the recipient, studio, or location
  • Adjust pricing or insurance
  • Update the billing anchor day

You can only edit invitations that haven't been claimed.

Deleting an Invitation

  1. Open the invitation
  2. Click Delete
  3. Confirm

Only pending invitations can be deleted. Claimed invitations are preserved for records.

What Tenants Receive

Email

The invitation email includes:

  • Personalized greeting and account activation prompt
  • Studio name and location
  • SET UP YOUR NEW ACCOUNT button linking to their migration page
  • "What You'll Get" section highlighting automatic billing, flexible payment options, hourly studio access, and self-service membership management

Pricing is not shown in the email — tenants see their pricing when they click through to the setup flow.

SMS

The SMS message includes:

  • Personalized greeting with the tenant's first name
  • Studio name and location
  • A link to their migration setup page
  • Opt-out instructions

After completing the form via either channel, the invitation status changes to Claimed.

Approvals

When a tenant submits their migration form, their submission goes to the Submissions tab for review. The Submissions tab has the same search, location filter, and sorting options as the Invitations tab.

Bank Verification

If the tenant paid with a bank account (ACH), the transfer takes 3–5 business days to clear. During this time, the submission shows Waiting for Bank Verification on both the submissions list and the linked reservation detail page.

Once the bank transfer clears, the status changes to Ready for Approval and you can proceed with the review.

Submissions paid by card are immediately ready for approval.

Approving a Submission

When you click Approve, a confirmation dialog asks when billing should start:

Option What Happens
Current Month Charges the full month immediately (backdated to billing anchor)
Next Month No charge until the next billing date

After you confirm:

  • The tenant's subscription is created with the configured pricing and chosen start date
  • The location's designated staff contact receives an email notification with the customer details, studio info, and a link to view the submission

Tips

  • Preview before sending — Review the monthly total to ensure pricing is correct
  • Bulk operations — Use Send Selected for sending to multiple tenants at once
  • Track progress — Filter by status to see who hasn't completed their migration
  • Custom pricing — Use price overrides for special arrangements or promotions