Switching to BoxPlanner: Free Data Migration
Contents
- Is your software holding your box back?
- Why switching is easier than you think
- What we move for you
- How the migration works
- SEPA mandates and running contracts
- What you need to do
- Cost
- FAQ
- Get started
Is your software holding your box back?
You chose your current system for good reasons. But if any of this sounds familiar, it may be time to look around:
- Promised, but never delivered — the feature you were told is "on the roadmap" is still on the roadmap a year later.
- Standing still — the app looks the same as it did years ago, and the last real update was a price increase.
- Paying per booking — every class booked through Urban Sports Club, Wellpass or Wellhub costs you an extra fee.
- Workarounds everywhere — SEPA in one tool, the schedule in another, workouts on a whiteboard photo in a WhatsApp group.
- Nobody listens — feature requests disappear into a ticket system, and support answers in days, not hours.
BoxPlanner is developed continuously, in close contact with the boxes that use it. Recent examples: AI-generated scaling for every workout, a direct Urban Sports Club integration for a flat €15/month, Swiss QR-bills for CHF boxes, and an MCP connection so you can manage your box with AI assistants such as Claude. If you need something, tell us — many features started as a request from a box owner.
Why switching is easier than you think
Most box owners stay with software they are unhappy with for one reason: the move looks like weeks of copying members, contracts and bank details by hand. With BoxPlanner you don't do that. We migrate your data for you, free of charge — you give us the exports from your current system, we bring everything into your BoxPlanner box, and you check the result before a single member notices anything.
It doesn't matter where you come from: Eversports, SportsNow, Wodify, Magicline, PushPress, Zen Planner, SugarWOD, an Excel sheet or a mix of them. If your current system can export a list (CSV or Excel), we can work with it. If it can't, get in touch — we'll find a way.
What we move for you
| Data | What is included |
|---|---|
| Members | Name, email, phone, address, date of birth, and family accounts (parents paying for their children) |
| Contracts | Running memberships with their price, term, start date and next due date — so payments continue where they left off |
| SEPA mandates | IBAN, account holder, mandate reference and signing date for each member |
| Workouts | Your programming history, e.g. from a SugarWOD or CrossFit Affiliate Programming export |
| PRs | Members' personal records with their original dates |
| Products | Your shop catalogue: drinks, supplements, apparel, class cards |
| Class schedule | Your weekly class plan, tracks and coaches |
What stays behind: past attendance and booking history, and old invoices. Download the invoices you need to keep from your current system before you cancel it.
How the migration works
1. Kick-off call
We look at your current setup together and agree which data moves over and how your contracts and classes map to BoxPlanner.
2. Export
You export members, contracts, mandates and the rest from your current system — we tell you exactly which exports we need. Most systems have an export button; a spreadsheet works too.
3. Preparation and import
We check the data for gaps (missing emails, duplicate members, incomplete addresses), map it to BoxPlanner and import it into your box. Members are not contacted at this point.
4. Your review
You get full access to your box and check members, contracts, mandates and the class schedule. We fix whatever doesn't look right — as often as needed.
5. Go-live
We agree a go-live date with you. On that day every member gets an invitation email with their login for the BoxPlanner app, and you switch off your old system.
SEPA mandates and running contracts
A SEPA mandate belongs to your box as the creditor, not to your software. If your creditor ID stays the same and we carry over each mandate's reference and signing date, your existing mandates stay valid — your members don't have to sign anything again. Your first direct-debit run from BoxPlanner continues on the next regular due date.
Running contracts are taken over with their next due date, so there are no double charges and no catch-up payments for months already paid in your old system.
What you need to do
- Book a call with us
- Export your data (we'll guide you)
- Check your box before go-live
- Tell your members a new app is coming
That's it. Everything else — cleaning, mapping, importing, setting up your schedule — is on us.
Cost
Free. The migration is included when you switch to BoxPlanner with Box Management Premium. There are no setup fees and no hidden costs.
FAQ
How long does it take?
It depends on the size of your box and the quality of your exports. After the kick-off call we agree a go-live date that fits you — usually the start of a month or billing cycle.
Do my members have to do anything?
Only accept the invitation email and log in to the app. Their contracts and mandates are already there.
Can I keep my old system running during the migration?
Yes, and you should. Your box keeps running on the old system until go-live; members only see BoxPlanner from the go-live date.
Is my data safe?
Your exports are only used for the import. BoxPlanner is hosted in the EU, and as the box you stay the controller of your member data (GDPR).
My system isn't listed — can you still help?
Almost certainly. Anything that exports to CSV or Excel works. Write to us and tell us what you use.
Get started
Write to support@box-planner.com with the name of your box and your current software, and we'll schedule the kick-off call.