If you had memberships before moving to Punchpass, you will want to transition your current members into the new system. If you are currently using Stripe for payments, we can help connect your existing member payments! If you are not currently using Stripe, you will need to manually assign the memberships and direct members to update their credit card information.
First step: If you haven't already, prepare your customer information and current passes using our Preparing Your Data for Import guide. We import that data first, then set up your memberships as a second step.
Importing a Small Number of Memberships
For a small number of memberships, Punchpass supports manually assigning memberships; you might prefer this method. You'll create the membership and then address payment collection for individual customers.
Here's how to assign a membership and collect payment:
Create the membership in Punchpass (Manage > Passes)
Assign Memberships to existing members (details below).
Designate a payment method. You can convert the membership to Stripe payments after assigning them and direct customers to add their card information, or select their preferred alternative payment method.
Migrating Existing Memberships from Stripe
1. Make sure Stripe is ready
Before we can import your memberships, your customer payment data needs to be in the Stripe account that's connected to Punchpass. What this looks like depends on your setup:
If you haven't connected Stripe to Punchpass yet, follow our guide to adding Stripe to Punchpass.
If your customer payment data is in a different Stripe account (for example, one connected to your old software), you'll need to have Stripe copy that data to the Stripe account connected to Punchpass. This can take a few days, so it's worth getting started early. Here's Stripe's guide to data migration.
2. Create your membership offers in Punchpass
Set up membership offers that match your existing ones exactly: name, price, pass length, etc. Here's our guide to setting up memberships in Punchpass.
3. Send us your membership spreadsheet
This is a separate spreadsheet from your customer and pass data. If you also need us to import customers and active passes, make sure you've sent us that spreadsheet first using our data prep guide — we import customer information and passes before memberships.
For the membership spreadsheet, send the following to [email protected]:
Customer First Name and Last Name
Stripe Customer ID
Stripe Customer email address
Membership Name (should match what you created in Punchpass)
Next Membership Renewal Date (the date the current subscription will next invoice the customer)
Membership End Date (optional; leave blank if you wish the membership to renew until canceled)
Here's a Google Sheets template you can work with:
4. What happens next
We review your data (1–2 business days). Our team will check your spreadsheet and may reach out with questions before proceeding.
Once approved, we handle the import in two stages:
We import your customers and any current passes (1–2 business days).
We import the memberships (1–2 business days). For each customer, we'll create a converted pass for the current period, marked as paid, and a membership with a future start date ready for billing on their next renewal.
When the import is complete, disconnect your current billing platform so customers aren't double-charged. Customers will be billed through Punchpass + Stripe starting on their next renewal date.
If any customers are caught in the transition or need to be handled individually, you can always manually assign a membership; please see the details below.
Migrating Memberships from a Non-Stripe Platform
If your current provider doesn't use Stripe, you can still switch your memberships to Punchpass!
1. Create your membership offers in Punchpass
Set up membership offers that match your existing ones exactly: name, price, pass length, etc. Here's our guide to setting up memberships in Punchpass.
2. Set up Stripe (optional)
If you would like to accept online payments and automatically charge customers for membership payments moving forward, here's our guide to setting up Stripe with Punchpass.
3. Send us your membership spreadsheet
For a large number of memberships, provide the following information to [email protected] in a spreadsheet:
Customer First Name, Last Name, and Email Address
Membership Name (this should match what you've created in Punchpass)
Next Membership Renewal Date
Membership End Date (optional; leave blank if you wish the membership to renew until canceled)
When you send your spreadsheet, let us know if you'd like us to email your students to add a Stripe payment method to their membership. Otherwise, you can reach out to them yourself.
4. What happens next
We review your data (1–2 business days). Our team will check your spreadsheet and may reach out with questions before proceeding.
Once approved, we handle the import in two stages:
We import your customers and any current passes (1–2 business days).
We import the memberships (1–2 business days). For each customer, we'll create a converted pass for the current period, marked as paid, and a membership with a future start date ready for billing on their next renewal.
If any customers are caught in the transition or need to be handled individually, you can always manually assign a membership; please see the details below.
5. Have your customers add a payment method
Your customers will need to add a payment method to their memberships before their next renewal to have Punchpass charge them automatically via Stripe. We have tips for adding a payment method to memberships below.
If customers pay for their memberships outside Stripe, you'll want to review our guide to managing non-Stripe memberships to track payments.
Manually Assigning a Membership
1. Assigning the Membership to the Customer
From the customer account, assign the membership by pressing the Assign Membership button.
2. Select the Membership Payment Method
When assigning the membership, you'll select the payment method and the start date.
If the membership will be paid by something other than Stripe
How is the customer paying? Select the option for Cash, check, etc.
Have you received payment for the first pass issued by the membership? Select this checkbox if you have, otherwise the membership will be marked as unpaid and you can collect payment separately.
How have you collected payment? From the dropdown, select the payment method the customer will be using.
Email a receipt. If you have collected payment and/or would like to email a receipt when assigning the pass, select this option. You can email a receipt at a later time.
You'll want to regularly check your Memberships Report and mark these members as paid each time you receive payment. Click here for more info on non-Stripe memberships.
If the membership is going to be paid with Stripe
When assigning a membership that will be paid with Stripe, Punchpass will attempt to automatically collect payment each time the membership renews. You have a couple of options for entering the card information:
If the customer is in front of you, you can enter their payment information then and there, by selecting the option for Paying with Card.
If you're planning to invoice the customer or collect payment at a later time, please select the following options:
How is the customer paying? Select the option for Cash, check, etc.
Have you received payment for the first pass issued by the membership? As we're attaching payment later, this checkbox will not be selected.
Email a receipt. As the customer hasn't paid yet, this will not be selected.
3. Select the Membership Start Date
Select their most recent renewal date for the Start Date to keep their pay schedule the same! Then click Assign Membership.
Collecting Payment for Stripe Memberships
Once the membership is assigned, it's time to set up payment.
Adding a Payment Method in Person
From the customer account, you can click on the membership to open the details page and select Convert Membership to Credit Card Charge.
From here, you can either add the card information if you have it, or copy the link to share with the customer so they can add their payment information online:
When customers click the link to add their credit card information themselves, they will go to a page to add their card information.
Email Everyone in Bulk to Add a Payment Method
You can also use the Memberships Report to email everyone and ask them to enter their payment method.
When a customer signs into their account, they can add a payment method to their membership by clicking on the My Memberships button.
Their membership will have a prompt to add payment.
Make sure they add their information before the membership start date!
When the membership begins, their card will be charged for their first membership pass in Punchpass. You will receive an email notification when the customer has entered their payment information if you need to take additional steps. Check Reports > Memberships to keep an eye on the Payment Type, this will change to Stripe once they add their payment information.