Switching platforms with packages on the go means two things to bring across: the packages you sell, and the sessions your customers have already paid for and not yet used. Each has its own door, and neither records any money here: the sale happened on the old system, and stays there.
The packages you sell
They ride the same import as your price list. Open Catalogue → Services → Import your price list and give it your menu, your booking link on the old platform, or a file. Any package on it is read too: the name, the price, how long it lasts, and the services it covers with the number of sessions of each.
You see them under the services, in a list of their own. Tick or untick each one, fix the name, the price or the expiry, and press Add. A package whose service we couldn't find is left unticked and says so, so add that service first or in the same run. Undo takes the packages back out with the services, unless someone already holds one.
If the old platform doesn't show packages on its booking page, add them by hand under Catalogue → Packages. It takes a minute each.
The sessions your customers still hold
Open Catalogue → Packages → Bring sessions across. It takes a CSV file or pasted rows: one row per package a customer holds, with the customer, the package, how many sessions are left, and the use-by date if you have it.
Two things need to be in place first: the customers in your list (see Import your customers), and the packages on your shelf under the same names as the old system used.
We match each row to a customer by email, then mobile, then name, and to a package by name. Anything we can't match is listed with the reason, so you can fix the file or add what's missing and try again. Nothing is guessed. When a package covers more than one service, the row needs a Service column so we know which sessions are left.
Press Bring across and each package lands on the customer's record as brought across, with the sessions and the use-by date from the row. A row with no date follows the package's own rule from today. Tick Email each customer their package link and they get an email with what's left and the button that books with it. Undo stays open for a week, for any package nobody has used yet.
Getting the list out of your old system
- Timely: Reports → Client packages, then export as CSV. It lists the client, the package, what's remaining and the expiry.
- Fresha: Reports, then the report that lists clients' packages, exported as CSV or XLSX. Save an XLSX as CSV before importing it.
- Phorest: the courses or series report from Reports, exported as CSV.
- Square Appointments: the customer directory export shows package balances for customers who hold one; ask Square support for a packages export if yours doesn't.
- Paper or a spreadsheet: type three columns, customer, package and sessions left, and paste them in. A header row helps.
The customer paid on the old system. Where does that money show here?
Nowhere, on purpose. The sale happened there and belongs in that system's books. Here the package is worth $0 and the sessions are the promise; the Packages report counts them as owed, valued at $0.
A customer holds two of the same package.
Put them on two rows. Each becomes its own package on their record, with its own sessions and use-by date.
The old system only had one number per customer, not per package.
Then it's a single package: set one up on your shelf that covers that service, and bring the rows across against it.