Migrating Member Payment Information to Gymdesk

Your member payment information (credit card or bank details) can be migrated between payment processors and then synced into your Gymdesk member profiles. If you're new to Gymdesk, this can save you the trouble of collecting payment information again. That said, Gymdesk does make it easy to send out instructions to members on how to add their payment method to their member profile, as well as send out automated payment reminders for those that need to add their payment details.

The first step to migrating your member payment information will be to select and contact your new Gymdesk integrated processor. You can find the list of options within Gymdesk here. Once you've set up your processing account, you'll find the steps below to initiate the migration process, depending on your processor. Please note that some processors do charge fees in order to transfer the information to your new processor.

You'll always want to be sure that your current processor sends over contact information (name & email), along with the payment information to your new processor.

Stripe

As a first step, the customer / merchant (Stripe Connected Account) needs to arrange to have their customers/cards migrated from their current payment provider over to Stripe. Stripe has a dedicated Data Migrations team which will assist with completing the data transfer. The first step in the process is to complete a data migration request here.

You can leverage the following answers on the form:

• Preferred file format (JSON)

• Payments representation (for both Card & ACH) - Payment Methods (pm_)

Next, the customer / merchant (Stripe Connected Account) will need to reach out to their current payment provider and request an extract of their cards. From here, the Stripe team will engage with your current processor to complete the migration.

An example message (you can copy Stripe's team support-migrations@stripe.com):

Hello <current payment provider>,

We are making some changes to our internal systems and how we process payments. Please perform an extract of our customer (please be sure to include name & email address) and card details and encrypt the file using Stripe’s PGP key, which can be found here: https://stripe.com/docs/account/data-migrations/pan-import#migration-pgp-key 

Once encrypted, please upload the file to Stripe’s SFTP server. To securely share the SFTP account credentials, Stripe will need your publicly hosted PGP key or a preferred mobile phone number. Please provide a link to the PGP key or mobile phone number here, for me to pass along to Stripe.

Square

As a Gymdesk customer migrating to Square, start by reaching out to Square (card-import-requests@squareup.com) to receive a contact at Square. They will then help you send a request to your current processor with the guidelines below. It is critical that your current processor includes contact information (name & email address), along with the payment information in the migration to Square.

Once Square confirms receipt of your request, you will reach out to your current processor and copy Square's team on the email (card-import-requests@squareup.com). 

Here's an example of a request email to your current processor:

Hi X Support,

We are migrating our payments to Square. Please prepare a copy of our payment information, along with contact information (email & name). We need an encrypted export of our customer and card data to Square’s PGP key.

Copied on this email is Square (card-import-requests@squareup.com) for any questions you have.

Can you please provide next steps and a timeline as soon as possible?

Thank you!

Authorize.net

The process involves your current provider exporting and encrypting a .CSV file containing the customer info (name & email) & including credit card info and emailing that file to Authorize.net (migrations@authorize.net). Typically, we see this process take around 10 - 14 days but every provider is a little different. Some providers do charge a fee for this service. 

When you initiate this data migration with your current provider, they may have some requests of their own (like what platform they're sending to, etc.). We recommend copying your resource from your Authorize.net approved reseller. For example, if you're using Friendly Payments, you should include nfarelas@friendlypayments.com.

Here's an example of an email you can send to your current processor:

Hi X Support Team,

We are migrating our payments to Authorize.net. Please assist us in providing an encrypted .CSV file containing the customer info (name & email) & including credit card info and emailing that file to Authorize.net (migrations@authorize.net). More details below:

• Put file in .CSV format

• Please encrypt file with Authorize.net PGP public key: https://developer.authorize.net/support/data_migration.html

• Please create a sample file with dummy info so Auth.net can map the file

  • Once files are ready, please send to migrations@authorize.net and please CC nfarelas@friendlypayments.com

  • Note: Please send files as separate attachments (not a zipped file)

  • In email to Auth.net, please include business name & Gateway ID

  • Lastly, please include how many records are in the file

Syncing Payment Information to Gymdesk

Should you have any issues with your payment migration, don't hesitate to reach out to support@gymdesk.com. Once your processor has completed the payment data migration, you can sync your member payment details with the steps below.

Note that any outstanding or immediately scheduled payments with a payment type of Payment Card or Bank Debit will pull once you sync these payment methods. If you are not ready to process these payments, you can disable payment processing by going to Settings -> Billing -> Billing Settings -> Enable Payment Processing and turn this off until you are ready.

First, go to Settings → Billing → Payment Processor. 

Stripe is shown as the payment provider in the example below. Once you’ve connected your Stripe account, you can sync customer billing data, adding payment methods for your members.