Holistically Simple Member Data Migration and Billing Cutover (Delivery)

Holistically Simple Member Data Migration and Billing Cutover (Delivery)

1. 01

   Select the correct Holistically Simple tier before importing anything

   AcadevoFit at $149/month covers yoga, Pilates, gym, dance and wellness studios. Acadevo Martial Arts Pro (Base) at $97/month adds multi-discipline belts, curriculum and grading, rank and progression tracking, and per-location branding. Power Portal is the HIPAA-compliant option for clinical wellness clients. Importing a martial arts school into AcadevoFit means rebuilding rank tracking later, so confirm the tier against the client's actual programs first.

2. 02

   Export the client's member list from every tool being retired and map columns to Holistically Simple fields

   Most studios arrive with 8 to 11 disconnected tools, so expect separate exports from the booking app, the billing processor, and a spreadsheet holding belt ranks or class credits. Map each source column to a Holistically Simple member field before touching the importer. Flag any member with an active membership or an outstanding balance, because those two groups drive the cutover sequence.

3. 03

   Import member records and reconcile the count against the source exports

   Run the import in batches by membership status rather than one file. After each batch, compare the imported count to the export count and resolve duplicates before the next batch. Duplicate member records break the automated onboarding and rebooking workflows later, and they are far cheaper to fix at this stage than after billing goes live.

4. 04

   Connect the payment processor and rebuild each recurring plan at its existing amount

   Recreate every membership plan with its current price, billing frequency, and start date so the first Holistically Simple invoice matches what members already expect. Do not round or restructure pricing during migration. Members notice a changed charge faster than they notice a new portal.

5. 05

   Configure the booking calendar to mirror the client's live class schedule

   Load class types, instructors, room capacity, and recurring time slots before opening bookings to members. For martial arts clients, attach the curriculum and grading structure to the relevant classes so rank and progression tracking records attendance against the right program from day one.

6. 06

   Build the automated onboarding, rebooking, and late-payment workflows

   These are the workflows that run while the owner teaches, so they carry the retainer's value. Set the new member onboarding sequence to fire on signup, the rebooking prompt to fire when a member's usual class slot goes unbooked, and the late-payment follow-up to fire on a failed charge. Test each one with a staff record before enabling it for members.

7. 07

   Deploy the AI chatbot and content tools on the client's site

   Point the AI chatbot at the client's FAQ set and class inquiry flow, and use the content writer to draft the first month of member emails. Review every generated draft before it sends. The AI suite is included in the AcadevoFit tier, so there is no separate line item to justify, but unreviewed output on a studio's brand is a delivery risk the agency owns.

8. 08

   Run one full billing cycle in parallel, then retire the old tools

   Keep the legacy billing system active for one cycle while Holistically Simple processes the same charges, and reconcile both reports line by line. Cancel the retired subscriptions only after a clean cycle. Document which tools were removed and their combined monthly cost, because that figure is the clearest proof of the consolidation the client is paying the agency to deliver.