Start Here: Transitioning to Clubworx
Transitioning to Clubworx involves a few clear steps — setting up your account, connecting your payment processor, and getting your members set up with the right memberships. This guide walks you through each one, so your members' payment schedules continue without disruption, and you can focus on growing your business while Clubworx takes care of the rest.
How long will this take?
The migration process typically takes 10 business days. We'll work to your preferred timeline where we can, but every business is different — how long it takes also depends on how quickly you can complete each step.
How does Clubworx support your onboarding?
You'll be matched with an onboarding expert who guides you through the whole process.
Your free onboarding package includes a 30-minute onboarding consultation, where we get to know your business and requirements and put together a plan so you feel confident getting started.
You'll also get a free 1-hour training session covering the Clubworx basics. Already comfortable using Clubworx? Use this session to ask questions instead, or go deeper into more advanced features.
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?
Our 5-hour and 10-hour Onboarding Packages take care of the setup for you — we handle your data and set up your Clubworx account the way you need it. Getting started with Clubworx is straightforward, but if you'd rather spend that time with your members instead of your software, these packages do the setup on your behalf.
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 automates your client payments and 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 automate payments, track attendance and manage member access.
Option 1: Send your members a waiver to collect their contact details, membership information and payment information
The Clubworx Waiver feature collects up-to-date contact, payment and membership details in one step, saving time for both you and your members. It automatically creates or updates member profiles with that 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.
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.
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 2: Bulk upload your contacts and their membership plans
If you'd rather not 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 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. Correct any errors and start the import, and you'll see a confirmation message with 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 helps you assign memberships to each member. This step generates the payment schedules for your paying members.
To make this easy, your onboarding consultant provides a spreadsheet where you list which membership applies to each member, and adjust payment amounts for any discounted memberships. Once you return the completed spreadsheet, your consultant takes care of uploading it.
Your onboarding consultant provides you with our membership upload CSV, which includes the names of your active members. For each member, you'll enter the membership name, start date, payment amount and the date their next payment is due.
You can also include details such as payment frequency, length of membership and number of classes remaining, if applicable.
Filling out a spreadsheet isn't always straightforward, so reach out to your onboarding consultant any time you have questions. They're there to help you get it right.
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. See our step-by-step instructions for creating a Payment Authority Waiver for more detail.
You can send this waiver as a prefilled form, so your members' contact information is already filled in and they only need to add their payment details. We recommend sending prefilled waivers to adult contacts only.
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.
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, approve and merge them so they're 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.
Further questions? Contact our team at support@clubworx.com.