What to expect when switching to Zen Planner: A step-by-step guide for gym owners
Switching gym management software can be a big decision. It’s not just about choosing a better platform; it’s about making sure the transition doesn’t interrupt your business, cause payment disruptions, or create confusion for your staff and members.
At Zen Planner, we’ve worked with thousands of gyms, studios, and martial arts schools to help them migrate from platforms like Mindbody, PushPress, Wodify, and WellnessLiving without losing essential data or revenue along the way.
If you’re considering making the move, here’s what you can expect when you switch to Zen Planner.
1. Preparation: Setting the Stage for a Smooth Migration
Switching software is easier when you know what’s coming. Before your official onboarding begins, our team collects the essentials:
- Your membership types and current offerings
- Class schedules and appointment structures
- Basic business workflows
This prep work allows your Implementation Specialist to build your account before you ever log in—so you can skip the blank-slate setup most software requires.
Pro tip: If you’re evaluating multiple platforms, ask each provider what’s included in setup. Many require far more manual work on your end.
2. Secure Data Migration: No Lost Member or Payment Info
One of the most common concerns gym owners have is: “Will I lose my member or payment data when I switch?”
With Zen Planner, the answer is no. We securely migrate:
- Client profiles and contact details
- Current memberships
- Attendance history
- Payment information (credit card & ACH)
Because we follow strict PCI-compliant standards and industry-leading encryption protocols, your billing continues securely without disruption, and your members don’t have to re-enter their information.
3. Guided Training: Learn the System in One Session
Once your data is in place, we guide you through running your day-to-day operations in Zen Planner:
- Checking in members
- Booking classes
- Managing memberships and payments
- Sending communications
We cover all of this in a single two-hour training session so you and your staff can start confidently right away.
(If you’d like to see how Zen Planner’s tools compare to your current system, check out our features overview.)
4. Personalized Onboarding: Your First 90 Days
Your first three months in Zen Planner aren’t just about learning the platform—they’re about using it to grow your business.
First 30 Days – Foundation
Your onboarding journey begins with establishing a strong foundation for success. In your first month, your Customer Success Manager will work closely with you to align on business goals, set priorities, and ensure your core operations are fully functional in Zen Planner.
You’ll focus on quick wins—like streamlining member check-ins, optimizing your class schedule, and making sure billing runs smoothly from day one. We’ll help your team feel confident navigating the platform, while setting clear benchmarks for your first 90 days.
Day 60 – Optimization
By your second month, you’ll be ready to move beyond the basics. This phase is where we refine your workflows, introduce time-saving automations, and help you fully leverage Zen Planner’s reporting tools to make smarter business decisions.
Your Customer Success Manager will work with you to streamline processes like new member sign-ups, payment collection, and communication campaigns—freeing up your time so you can focus on your members. You’ll also explore ways to enhance the member experience, from improved online booking to targeted marketing automations that keep members engaged and coming back.
Day 90 – Growth Planning
By the 90-day mark, you and your team will be confident using Zen Planner’s core features and daily workflows—making it the perfect time to focus on long-term growth.
Your Customer Success Manager will work with you to create a tailored plan for scaling your business, improving member retention, and expanding your services. Together, you’ll analyze key performance metrics, identify new revenue opportunities, and fine-tune your member experience.
5. Beyond Onboarding: Long-Term Support
Even after your first 90 days, we check in at key milestones:
Day 120 – Optimization
At the 120-day milestone, we’ll meet to ensure you’re getting the most from Zen Planner’s advanced capabilities. Your Customer Success Manager will help you explore tools like marketing automation, in-depth reporting, and revenue forecasting to improve efficiency and decision-making. We’ll also review your current workflows to save time, enhance member engagement strategies, and position your business for the next phase of growth.
6 Months – Strategic Growth Planning
Meet with your Customer Success Manager for a strategic session on your long-term growth. This milestone isn’t just a check-in—it’s a strategy session to ensure your business is positioned to thrive well into the future. This could include planning for multi-location expansion, launching new membership models, creating retention-focused campaigns, or integrating additional Zen Planner features to streamline operations.
Ongoing – Continuous Support for Your Success
Your partnership with Zen Planner doesn’t stop after your first 90 days or even your first year—we’re here for the long haul. Our team is always available to offer expert support, share fresh ideas, and provide proactive check-ins to help you adapt and grow in a changing fitness industry. Whether you’re launching a new program, troubleshooting a workflow, or looking for ways to boost retention, you’ll have a trusted resource ready to guide you.
Our goal isn’t just to get you switched—it’s to keep your business thriving.
6. Communicating the Switch to Staff & Members
A smooth software transition isn’t just about technology—it’s about people. We provide templates and best practices for:
- Introducing Zen Planner to your staff
- Letting members know about the new system
- Highlighting benefits like easier booking and improved communication
This keeps everyone informed and reduces resistance to change.
Why choose Zen Planner over other gym software?
Beyond migration support, Zen Planner is an all-in-one gym management software that integrates with your favorite tools like:
- ClassPass
- SugarWOD
- Mailchimp
- Google Calendar
That means you can manage memberships, schedule classes, process payments, and market your business—all in one place.
Ready to switch without the stress?
If you’re ready to move from Mindbody, PushPress, Wodify, WellnessLiving, or any other platform, our team is ready to help you switch gym management software easily, without losing data, disrupting payments, or slowing down your business.
Learn more about how we make switching to Zen Planner simple.
About the Author: Aldor H. Delp
