What This Screen Does

This is where you import data into your gym from an external system. Think of it like moving house — you are bringing your existing members, memberships, and payment methods from your old system into this one. You can also send a welcome email to all imported members who have an active membership, so they know how to get started.

Important: This screen is designed for initial setup. If your gym is already up and running with live data, do not use the import feature — it will overwrite what you already have.

How to Get There

Open the dashboard.
In the left-hand menu, click Gyms.
Click on the gym you want to set up.
Click the Setup button (or navigate to the setup URL for that gym).
You are now on the Gym Setup screen.

Step-by-Step Guide

At the very top of the page you will see an orange warning banner.
It says: “If you already have a functioning system do not use this as it will overwrite existing data.”
Take this seriously. Only proceed if you are setting up a gym for the first time or intentionally replacing data.

2. Import Members

In the Import section, find the Members upload area.
Drag and drop one or more CSV files onto the upload area, or click it to browse your computer.
Only CSV files (.csv) are accepted.
Each file must be within the maximum file-size limit.
To remove a file you have added, click the delete button next to it.

Field	Required	What to Enter
Members (file upload)	No	One or more CSV files containing member data from your previous system.

3. Import Memberships

Find the Memberships upload area below the Members section.
Drag and drop one or more CSV files, or click to browse.
The same rules apply: CSV format only, within the file-size limit.

Field	Required	What to Enter
Memberships (file upload)	No	One or more CSV files containing membership data.

4. Import Payment Methods

Find the Payment methods upload area below the Memberships section.
Drag and drop one or more CSV files, or click to browse.

Field	Required	What to Enter
Payment methods (file upload)	No	One or more CSV files containing payment method data.

5. Submit the Import

Click the Import button at the bottom-right of the Import card.
You do not have to upload files for all three categories. You can upload just members, just memberships, just payment methods, or any combination.
If you leave all three empty and click Import, nothing will be sent.
The system will:
1. Upload your member file(s) (if any).
2. Upload your membership file(s) (if any).
3. Upload your payment method file(s) (if any).
4. Show a green “Import started!” notification.
5. Navigate you back to the previous page.

6. Send a Welcome Email (Optional)

After importing members, you can send them a welcome email. This section is below the Import section.

The system only sends the email to members who have an active membership, so make sure memberships are imported first if you plan to use this feature.

Available Placeholders

Before writing your email, review the placeholder table shown on screen. You can insert these into the subject or body and the system will replace them with real values for each member:

Placeholder	What It Becomes
`##{{FULL_NAME}}`	The member’s full name.
`##{{FIRST_NAME}}`	The member’s first name.
`##{{LAST_NAME}}`	The member’s last name.
`##{{CHAIN_NAME}}`	The name of your gym chain.
`##{{PLAY_STORE_LINK}}`	A link to the app on Google Play Store.
`##{{APP_STORE_LINK}}`	A link to the app on Apple App Store.
`##{{PASSWORD}}`	A new password generated for the member’s account.

Compose the Email

Field	Required	What to Enter
Subject	Yes	The subject line of the welcome email (e.g. “Welcome to Our Gym!”).
Body	Yes	The email content. Use the rich-text editor to format text, add links, and insert placeholders from the table above.

Type your subject in the Subject field.
Write the email body in the rich-text editor below the subject.
You can use bold, italic, lists, links, and other formatting options from the editor toolbar.
Insert placeholders like ##{{FIRST_NAME}} directly into the text — the system will swap them for real data when sending.

7. Send the Welcome Email

Click the Send button at the bottom-right of the Welcome Email card.
The system will:
1. Validate that both the subject and body are filled in.
2. Send the email to all imported members with active memberships.
3. Show a green “Email sent!” notification.
4. Clear the subject and body fields so you can compose another if needed.

What Happens Behind the Scenes

Import Flow

You click "Import"
        |
        v
Form validates the file fields (Yup schema)
        |
        v
(If member files were added)
API call: ImportService.importMembers({ gymId, memberFiles })
        |
        v
(If membership files were added)
API call: ImportService.importMemberships({ gymId, membershipFiles })
        |
        v
(If payment method files were added)
API call: ImportService.importPaymentMethods({ gymId, paymentMethodFiles })
        |
        v
Form resets to empty state
        |
        v
Success notification: "Import started!"
        |
        v
You are navigated back to the previous page

Welcome Email Flow

You click "Send"
        |
        v
Form validates subject and body (both required)
        |
        v
API call: GymsService.sendWelcomeEmail({ id: gymId, body: { subject, body } })
        |
        v
Email is sent to all members with an active membership
        |
        v
Form resets (subject and body cleared)
        |
        v
Success notification: "Email sent!"

Troubleshooting

“I uploaded files and clicked Import but nothing happened”

Make sure you actually dropped files into the upload areas. If the upload zones are empty, the system has nothing to import.
Check that your files are in CSV format (.csv). Other formats like Excel (.xlsx) are not accepted.

“The Import button is greyed out or shows a spinner that never stops”

The button shows a loading spinner while the import is in progress. Large files may take time.
If it spins for a very long time, check your internet connection. Try refreshing the page and uploading again.
If the error persists, the import API may be experiencing issues — contact support.

“I see a warning about overwriting existing data — what does that mean?”

The import process replaces data in the system with whatever is in your CSV files.
If your gym already has members, memberships, or payment methods set up, importing new files could overwrite or duplicate that data.
Only use this feature during initial setup or when you intentionally want to replace data.

“My CSV file is rejected or nothing imports from it”

Make sure the file is a proper CSV (comma-separated values) file, not a renamed Excel file.
Check that the file does not exceed the maximum file-size limit.
Verify that the CSV columns match the format the system expects. If you are unsure of the format, contact your administrator or check the import documentation for the required column headers.

“I clicked Send for the welcome email but got an error”

Both the Subject and Body fields are required. Make sure neither is empty.
If both fields are filled and you still get an error, the email service may be temporarily unavailable. Wait a moment and try again.
Check that the gym has imported members with active memberships — the system only sends to those members.

“Members say they did not receive the welcome email”

The welcome email is only sent to members with an active membership. If a member’s membership is expired or inactive, they will not receive it.
Ask the member to check their spam or junk folder.
Verify that the member has a valid email address in the system.

“The placeholders show up as raw text in the email (e.g. ##{{FIRST_NAME}})”

Make sure you typed the placeholder exactly as shown in the table, including the double curly braces.
Placeholders are case-sensitive. Use ##{{FIRST_NAME}}, not ##{{first_name}} or ##{{First_Name}}.
The placeholders are replaced when the email is sent, not in the editor preview. If the recipient sees raw placeholders, contact support.

“I want to go back to the gym page but cannot find the button”

Click the Back button in the top-left corner of the screen (it has a left-arrow icon).
This takes you back to the gym’s detail page.

“The page is blank or the gym data is not loading”

The screen needs a valid gym ID in the URL. If the URL is incorrect or the gym does not exist, the page may appear empty.
Try navigating to the gym from the Gyms list instead of typing the URL manually.
Refresh the page. If the problem continues, check your internet connection or contact support.

Create a New Email Template