Data Migration: Standard Import File Format & Mandatory Fields

Overview

This guide outlines the minimum data requirements and standard file format for migrating member data into Xoda.

Using the correct format ensures a smooth and successful migration process.

Download Template

You can use the standard template below for data migration:
📄 Xoda Standard Migration Template
Xoda_Standard_Migration_Template.xlsx

Mandatory Fields per Member

The following fields are required for each member:

• Email Address
  • Must be valid and unique per member.
  • Members without an email address will not be imported.
  • Email addresses cannot be shared between:
  • Members
  • Staff within the same gym

📝 Note:
If multiple members share one email, you can:

• Set up a family plan, or.
• Use email aliases (e.g., [e-mail])

---

• First Name
• Last Name

---

Optional Member Fields

The following fields are recommended but not required:

• Mobile Number
• Address (residential or postal)
• Date of Birth (DoB)
• Next of Kin (emergency contact)
• Gender
• Join Date

Recurring Plan Information

For members with active memberships, include:

• Plan Name
  (Must already be created in Xoda before migration)
• Plan Start Date
• Payment Frequency (e.g., weekly, fortnightly, monthly)
• Plan Fee
• Next Billing Date
• Plan Expiration Date (optional but recommended)

📝 Note:
Xoda will continue charging recurring plans until the membership is manually cancelled.

Pack Information

For members with session packs, include:

• Pack Name
  (Must already be created in Xoda before migration)
• Pack Start Date
• Pack Expiration Date
• Remaining Credits

Attendance Data

You can include previous attendance using one of the following methods:

Option 1: Total Attendance

• Enter total visits in the attendance column.

Option 2: Attendance Tab

• Use the “Attendance counts / member milestones” tab in the template

⚠️  IMPORTANT NOTES

---

	Imported attendance will be added to future attendance in Xoda.
	Pack imports will not include transaction history, as these were processed in the previous system.

🌿  BEST PRACTICES

---

	Ensure all emails are unique and valid.
	Pre-create plans and packs in Xoda.
	Double-check billing dates and fees.
	Validate file format before submission.

🔧  TROUBLESHOOTING

---

	Members Not Imported Check for missing or duplicate email addresses.
	Plan or Pack Not Recognized Ensure they are created in Xoda before migration.
	Incorrect Attendance Data Verify totals or correct tab usage.