Transitioning to Clubworx is designed to be simple and seamless, so you can start managing memberships and payments with confidence as quickly as possible. This guide will walk you through the process of getting started with your Clubworx account, ensuring your members’ payment schedules continue without disruption. With just a few straightforward steps, you’ll have everything set up and ready to go—so you can focus on growing your business w
How long will this take?
The migration process typically takes 10 business days. We endeavour to work to your preferred timeline when possible. However, each business is different and this process can take less or more time depending on your commitment to the onboarding journey.
How does Clubworx support your onboarding journey?
The Clubworx team is here to guide you every step of the way. As part of your onboarding journey, you will be matched with an onboarding expert who will guide you through the process.
As part of your free onboarding package, you will start with a 30 minutes Onboarding Consultation. In this meeting, we get to know your business and requirements. We'll put together an onboarding plan with you so you feel confident getting started.
In addition to your onboarding consultation you get a free 1 hour Training Session. In this training session we help you to get to know the Clubworx basics. Already comfortable using Clubworx? This session can also be used to answer any questions you might have, or give you information on more advanced features if you're interested.
Get in touch with the support team through chat, or email support@clubworx.com to arrange your Onboarding consultation or Training session.
Want a completely hands off approach to your onboarding?
Getting started with Clubworx is simple, but we also appreciate that our clients want to be focussing on the important things - like making meaningful connections with their members. Our 5-hour and 10-hour Onboarding Packages make the process even easier by taking care of the setup for you. We’ll handle your data and set up your Clubworx account just the way you need it, so you can hit the ground runnin
Let's Get Started!
Step 1 - Activate Your Clubworx Account
Activate your Clubworx account by adding your credit card and selecting the plan you need on the subscription page. To do this, click on the menu at the top right of your Clubworx page and select the option for My Subscription.
Step 2 - Connect your Payment Processor
Connecting a payment processor to your Clubworx account allows you to automate client payments and streamline your billing. If you’d like to set up a payment processor, our support team is here to help.
Contact us at support@clubworx.com or reach out via live chat through your Clubworx account, and we’ll guide you through the process.
Step 3 - Create your Membership plans from Settings> Membership plans.
In Clubworx, membership plans let you create structured offerings for your clients, including flexible billing options such as upfront, recurring, or casual payments. These plans help automate payments, track attendance, and manage member access seamlessly.
Option 1: Send your Members a waiver to collect their Contact Details, Membership information and Payment information and add it to your Clubworx account.
The Clubworx Waiver feature makes it easy to collect up-to-date contact, payment, and membership details all in one step, saving time for both you and your members. It streamlines onboarding by automatically creating or updating member profiles with their information
Using our Waiver feature to create a Membership Sign-Up Form is a simple way to collect up-to-date contact and payment details while allowing members to select their membership option.
Here’s how it works:
Create a sign-up waiver and include your membership options.
From the Waivers page, click the three dots next to your waiver and copy the link.
Share the link with your members by email or SMS.
When a member submits their waiver and it’s approved, they’ll automatically appear in Clubworx with their contact details, family relationships, wallet information, and membership already set up.
And for families, it’s even easier—parents or guardians can add multiple children on a single waiver, so there’s no need to fill out separate forms.
Option Two: Bulk Upload your contacts and their membership plans
If you'd prefer not to collect your members contact and membership information via a waiver, this option might be for you! Upload your members contact information and attach their memberships in bulk.
Step 1 - Import your contacts into your Clubworx account.
The Clubworx bulk import feature lets you quickly add up to 1,000 new contacts at a time using a CSV template. After uploading your file, you’ll be prompted to review and map each column to the correct Clubworx field before confirming. Finally, you can review, correct any errors, and start the import, after which you’ll see a confirmation message and your new contacts in the system.
Step 2 - Assign Memberships to your members.
Once your membership plans are created and your contacts are imported, your Clubworx consultant will help you assign memberships to each member. This step generates the payment schedules for your paying members. To make the process easy, your Onboarding Consultant will provide a spreadsheet where you can indicate which memberships should be attributed to each member, as well as adjust payment amounts for any discounted memberships. After you return the completed spreadsheet, your consultant will take care of uploading it for you.
Your Onboarding Consultant Provides you with our Membership Upload CSV. This spreadsheet will include the names of your active members. For each member, you will enter the membership name, start date, payment amount, and the date that their next payment is due. You are also able to include details such as payment frequency, length of membership and number of classes remaining on their membership if applicable.
We understand that sometimes filling out a spreadsheet, or knowing what information is required can be difficult so please remember you are welcome to reach out to your Onboarding Consultant at any time with questions or concerns. We're here to support you every step of the way!
Step 3 - Use a Payment Authority Waiver to collect card or bank account details from your members.
A Payment Authority Waiver is designed to securely collect your members’ credit card or bank account details. [Click here] for step-by-step instructions on creating a payment authority waiver.
You can send this waiver as a prefilled form, so your members’ contact information is already completed—making it quick and easy for them to just add their payment details. We recommend only sending prefilled waivers to adult contacts.
If your contacts are children, you can share a blank waiver link instead. To copy the waiver link:
Go to the Waivers page.
Click the three dots next to the waiver.
Copy the link and include it in a bulk email to your members.
Once members submit their waivers, simply approve and merge them so they are saved to the existing contact profiles. After this step, your members’ wallet details will be updated, and payments will process automatically according to their membership’s payment schedule.