Prepare for a white-glove migration

A white-glove migration is a hands-on switch where the Revively team moves your data and configures your workspace with you. Gather the items below before your migration call so go-live stays on schedule.

For self-serve options (AI website import, CSV, vertical seed packs), see Import from another booking system.

What we migrate

Subject to export quality from your old system and the scope you approve:

1. Customers - profiles, contact details, and key notes where exportable.
2. Resources - rooms, beds, and equipment mapped to Revively resources.
3. Staff details - names, which people are bookable vs ops-only (front desk, management), and basic contact (logins are invited separately).
4. Services, classes, and packages - catalog structure, pricing, and durations.
5. Bookings - usually future appointments; history by agreement.
6. Gift cards - outstanding balances when the old system can export them.

We do not invent missing fields. If something is not in the export, we ask whether to skip it, set a default, or re-enter it with you.

What we set up

These are configured in Revively as part of the engagement (not always imported from the old product):

1. Business configuration - logos, brand colour, addresses, and legal entity details.
2. Email and SMS templates - confirmations, reminders, and key transactional copy.
3. Online portal - public booking experience, policies, and bookable catalog.
4. Online and offline payments - Stripe Connect, pay-now, deposits, and terminals (needs full legal details including ABN, ACN, and directors).
5. Dedicated SMS number - provisioned after business verification (ABN and ACN required).
6. Display boards - staff and front-desk screens for the day view.
7. Tags, private lists, and categories - desk workflows and segmentation.

Before you start - access and credentials

Gather working access for every system involved. Prefer a temporary shared account or a screen-share during the session rather than emailing passwords. Revoke access after go-live.

Current booking or POS system

Have ready:

• Admin login URL
• Username (or email) and password with export / reports rights
• Any 2FA device or backup codes for that account
• Provider name (for example Mindbody, GetTimely, Momence, Fresha, Cliniko, GymMaster)

Useful exports to pull ahead of the call (CSV or Excel where possible):

• Customer / client list
• Staff list
• Services / products / class schedule
• Upcoming (and optionally recent) appointments
• Packages / memberships / pricing options
• Open gift cards or credit balances

If your system has no export, we will need a valid admin username and password for the migration session.

Stripe (payments)

If you already use Stripe and want to keep that account:

• Stripe Dashboard login (email and password)
• Access to the email inbox used for Stripe verification
• Confirmation of whether terminals are Stripe Terminal or another provider
• Which Stripe account (test vs live) is used in production today

If Stripe is new, prepare digital copies of company documents for identity and business verification:

• Company extract / certificate of registration
• ABN and ACN details
• Registered and trading addresses
• Director / beneficial owner ID (passport or driver licence) as required by Stripe
• Bank account details for payouts (BSB and account number)

See Connect Stripe for payments.

Card terminals and payment providers

List every in-venue payment device:

• Provider (Stripe Terminal, SmartPay, Tyro, Square, and so on)
• Model and serial number
• Location (front desk, treatment room)
• How it connects (Wi-Fi, ethernet, Bluetooth)
• Which bank or Stripe account receives settlement

Bring photos of device labels if serial numbers are hard to read. Note any terminals you want retired vs kept after go-live.

Xero (accounting)

If you want Xero linked for invoices or reconciliation:

• Xero organisation login (email and password)
• Access to approve the Xero connection (owner or advisor with app permissions)
• Which organisation to connect if you have more than one

See Connect Xero.

Other useful access

When relevant, also have:

• Existing SMS or WhatsApp provider portal (if numbers or templates must be replaced)
• Google Workspace or Microsoft 365 for shared brand assets and calendars
• Website CMS or hosting (logo files, brand colours, booking widget pages)

Legal and business details

Online payments, in-person card payments, and a dedicated SMS number all need complete business identity. Have these ready in one place (PDF or clear photos):

• Legal entity name (as on ASIC / company documents)
• Trading name (if different)
• ABN
• ACN (companies)
• Business structure (sole trader, company, partnership, trust)
• Registered address and primary trading address
• Phone and public email for customers
• Directors / owners: full legal names, dates of birth, and residential addresses (as required for Stripe and SMS provider KYC)
• Bank account for Stripe payouts

Missing or mismatched names (legal vs trading) are the most common cause of delayed payment or SMS approval. Check spelling against your company extract before the call.

Entities and processes to verify

Walk through what you actually use today so we migrate the right things and skip unused clutter.

Catalog and operations

• Service menu (names, durations, prices, buffers, online bookable vs desk-only)
• Classes and recurring schedules
• Packages, class packs, memberships, or terms you still sell
• Resources / rooms / equipment and which services need them
• Staff roster roles (bookable practitioners vs non-bookable ops / front desk / management)
• Locations (single site vs multi-site)
• Business hours, holidays, and blackout days

Customers and CRM

• Customer fields you care about (phone, email, DOB, notes, alerts)
• Tags, segments, or private lists you rely on at the desk
• Categories or customer types (for example member, new, corporate)
• Intake forms, waivers, or health questionnaires still in use
• Marketing opt-in / opt-out preferences you must preserve

Money and credits

• Gift cards outstanding (codes, balances, expiry)
• Account credit or prepaid balances
• Open invoices or unpaid balances (migrate vs leave in the old system)
• Health fund / claiming workflows if you use them

Bookings and go-live cutover

• How far ahead the calendar is booked
• Whether historical bookings must move, or only future bookings
• Waitlists in flight
• Preferred cutover date and quiet period (for example Monday morning)
• Staff who will accept the new calendar before go-live

Channels and front desk

• Online booking portal pages and policies to mirror
• Email / SMS confirmation and reminder wording you want kept
• Display boards or TV screens at reception
• Printers, QR codes, or check-in flows at the door

Suggested prep timeline

1. 1-2 weeks before - confirm cutover date; gather legal docs and Stripe / Xero access; list terminals.
2. 3-5 days before - export CSVs from the old system; freeze major catalog changes.
3. Migration session - share access (or screen-share); review mapping of services and staff.
4. After import - spot-check customers, a week of bookings, gift card samples, and a test payment.
5. Go-live day - point staff to Revively; stop taking new bookings in the old system.
6. Week after - keep the old system read-only for reference; revoke temporary passwords.

How to request white-glove help

During onboarding, request a migration and upload an export if you have one. A specialist will confirm scope, credentials needed, and your target go-live date. You can also contact support from your workspace if you are already on Revively and switching systems later.

Security notes

• Prefer temporary passwords or a scheduled screen-share over sending credentials in email or chat.
• Rotate passwords after migration for any shared admin accounts.
• Revively does not need ongoing login to your old booking system once the agreed data is migrated.
• Payment card data stays with Stripe (or your terminal provider); we never ask for full card numbers from customers during migration.

Related help: Online booking portal, Set up SMS messaging, Set up a display board, Tags and My Lists, Sell and redeem gift cards.