1. Agree on the scope and owners.
Choose the season or operating period you are preparing for, and name the people responsible for membership records, billing, forms and staff access. Document which workflows move first and which systems remain in use.
2. Prepare a reviewed source of records.
Export the data you are authorized to move from your current system. Keep an untouched copy, then review a working copy for duplicate households, missing identifiers and outdated contacts. Confirm which historical records and documents can be imported before assuming they will transfer.
3. Test a small, representative import.
Choose examples that include the exceptions your staff regularly handle: a large household, an outstanding balance, a guest visit and a membership with different eligibility. Compare the imported records against the reviewed source before moving the full set.
| Check | What the reviewer should confirm |
|---|---|
| Households | People, contacts and membership relationships are connected correctly. |
| Billing | Balances and credits reconcile to the agreed cutoff date. |
| Forms | Required documents are present or have a defined collection plan. |
| Access | Membership status and pass setup match the intended arrival rules. |
4. Rehearse the member and staff journeys.
Have the people who will work the first shift try the process. A successful administrator login is not enough: review the member’s experience and a realistic front desk exception too.
5. Approve launch and follow up.
Record who approves the final import, which system is authoritative after the cutoff and how staff should report an issue. Keep the first days’ questions in one place so corrections do not disappear into separate conversations.
Use your reviewed records and working scenarios as the launch evidence. An agreed scope and a rehearsed handoff matter more than an arbitrary switching deadline.