Timing Your Transition: Block & Individual Sessions
When migrating your block and individual sessions to Pebble, one of the most important things to consider is when your next wave of payments is due.
For many providers, the smoothest transition happens when:
A new term is about to start
A new block of sessions is opening for bookings
Or the next billing cycle is approaching
Using these natural reset points means you can begin taking all new bookings through Pebble, without needing to disrupt sessions that are already underway on your previous system.
💡 Tip: Many providers choose to keep their current term running on their old platform, and launch Pebble from the next term or block onwards. This avoids double admin and confusion for parents.
You Don’t Have to Move Everything at Once
You don’t need every session, class, or location live on Pebble from day one.
A common and successful approach is to:
Start with one location or one offering
Launch your next block or upcoming sessions in Pebble
Gradually migrate the rest over time
This phased approach allows your team to build confidence on the platform while keeping operations running smoothly.
Already Taken Bookings? You Still Have Options
If you’d like to move everything onto Pebble immediately but have already taken bookings elsewhere, there are a couple of simple ways to manage this — specifically for block and individual sessions only.
Option 1: Manually Add Existing Attendees
You can manually add customers into your activities in Pebble so:
Your registers remain accurate
Attendance and reporting stays in one place
Your operational workflows are fully in Pebble
This works well when you have a manageable number of bookings already taken.
Option 2: Rebook via Pebble Using Unique Discount Codes
Some providers choose to:
Create unique discount codes in Pebble
Share these directly with parents
Ask them to rebook their sessions in Pebble using the code
This allows parents to complete the booking journey in Pebble without being charged again, while moving all bookings and attendance into one system.
⚠️ Please note: This approach is available for block and individual sessions only and is not suitable for subscriptions or other payment models.
In Summary
For the smoothest transition with block and individual sessions:
✔ Plan around your next payment or term cycle
✔ Launch Pebble with new bookings rather than mid-block where possible
✔ Migrate in stages — by location or offering
✔ Use manual adds or discount codes if bookings are already taken
This approach keeps parents informed, reduces admin, and ensures your transition to Pebble is simple, controlled, and stress-free.
Migration Checklist: Moving Block & Individual Sessions to Pebble
Use this checklist to plan and manage a smooth transition of your block and individual sessions from your current platform to Pebble.
🗂️ Step 1: Plan Your Migration Strategy
☐ Identify which sessions are currently running and which are upcoming
☐ Decide where to start — one location, one offering, or one term
☐ Confirm whether you’ll migrate:
One location at a time
One activity type first (block or individual)
Or everything together
☐ Decide whether you’ll:
Launch Pebble only for new bookings
Or move existing bookings across as well
💡 Tip: Many providers start with one location or offering to allow for a smoother transition.
📅 Step 2: Align With Your Next Payment Cycle
☐ Check when your next term, block, or wave of payments is due
☐ Decide if Pebble will go live:
At the start of a new term
For the next block of sessions
Or from a specific future date
☐ If possible, allow current sessions to finish on your previous system
💡 Tip: Launching Pebble at a natural payment reset point reduces disruption for parents and your team.
⚙️ Step 3: Build Your Activities in Pebble
☐ Create your block and/or individual session activities in Pebble
☐ Confirm:
Session dates and times
Locations
Capacities
Pricing
Age groups
☐ Save activities as drafts and review internally before publishing
☐ Publish only the sessions you’re ready to take bookings for
👨👩👧👦 Step 4: Manage Existing Bookings (Block & Individual Only)
If you already have bookings taken elsewhere and want everything in Pebble:
Option A: Manually Add Existing Attendees
☐ Add current customers directly into Pebble activities
☐ Confirm registers and attendance match your existing data
☐ Check reporting reflects the correct numbers
Option B: Rebook via Pebble Using Discount Codes
☐ Create unique discount codes in Pebble
☐ Share codes directly with parents
☐ Ask parents to rebook their sessions in Pebble using the code
☐ Confirm bookings appear correctly in Pebble
⚠️ Note: This approach works for block and individual sessions only and is not suitable for subscriptions or other payment models.
🏫 Step 5: Roll Out in Stages
☐ Start with:
One location, or
One offering, or
One term or block
☐ Confirm booking flows work as expected
☐ Review attendance, registers and payments
☐ Roll out remaining locations or sessions gradually
💡 Tip: A phased rollout helps your team gain confidence and avoids unnecessary admin.
📣 Step 6: Communicate With Parents
☐ Decide when and how you’ll inform parents about the change
☐ Share:
New booking links
Instructions for rebooking (if needed)
Any discount codes provided
☐ Confirm parents can access and book successfully
✅ Final Checks Before Going Fully Live
☐ All priority sessions are published in Pebble
☐ Registers and attendance look correct
☐ Payment flows are working as expected
☐ Staff know where to manage bookings and registers
☐ Parents can book easily through your website or links
In Summary
A successful migration to Pebble is all about timing and control:
✔ Align with your next payment cycle
✔ Start small — by location or offering
✔ Don’t rush to move everything at once
✔ Use manual adds or discount codes where needed
✔ Roll out gradually and confidently