Import gym members from Excel or CSV, and export your data

GymFlow imports gym members from an Excel or CSV file and exports your data back to Excel whenever you like. Already have your members in a spreadsheet? Upload the file and GymFlow matches your columns, plans and phone numbers. You see a preview first, and nothing is saved until you confirm.

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How the import works

1. Upload your file. Choose a CSV, XLSX or XLS file. The first row should hold the column headings.
2. Map fields. GymFlow guesses which of your columns is the name, phone, plan, start date and so on. Correct any it got wrong.
3. Map plans. If your file calls plans something GymFlow does not recognise, link each one to Monthly, Quarterly or Annual.
4. Assign member IDs. GymFlow numbers the members for you, or keeps the member numbers from your file where it can, and flags any clashes.
5. Preview and confirm. Review every row, fix mistakes, and see how many rows will be skipped. Only when you confirm are the members saved.

What it understands

• Columns: name, phone, member number, plan, category, start date, fee, payment mode, gender, age, date of birth and area. Name and phone are the essentials. A missing plan is treated as monthly and a missing start date as today.
• Phone numbers: numbers written with spaces, +91 or a leading 0 are tidied into 10-digit Indian mobile numbers. A number that cannot be fixed is flagged, and that member receives no WhatsApp messages.
• Dates and values: common date formats and Excel date cells are read correctly, and gender and payment mode are matched from the words you used.
• Plan prices: if a row has no fee, GymFlow can fill it in from the prices you have set for each plan.

Good to know

• One import saves up to 500 members. For a longer list, split the file and import it in parts.
• Imported members whose plan is ending soon, or ended in the last two months, are reminded on WhatsApp straight away. Nobody gets a welcome message from an import. See WhatsApp reminders.
• The file can be up to 10 MB. A spreadsheet that is too large is refused, so remove unused sheets and rows first.
• An imported plan records the plan dates only. No payment is created, so it is not counted as money collected, and imported members are left out of the new members chart in reports.
• A phone number that cannot be fixed is flagged in the preview, and that member receives no WhatsApp messages until you correct it.

Exporting your data

Your data stays yours. You can download it to Excel (.xlsx) whenever you like:

• Members: member ID, name, phone, status, gender, age, area, pending dues, plan, category, join date and plan start and end dates. Filter by status and joining date first.
• Payments: membership payments, inventory sales and due payments, for the period and payment mode you choose.
• Attendance: the full log with sessions, check-in and check-out times and duration.
• Reports: a PDF summary of members, collection, dues and expiries.

You can also delete your gym's data from Account settings.

Common questions

What file types can I import?

CSV, XLSX and XLS files, up to 10 MB, with the column headings in the first row. If your workbook has several sheets or many unused rows, trim it first, because a spreadsheet that is too large is refused with a message asking you to remove them.

What if my columns are named differently?

GymFlow guesses which column is the name, phone, plan and start date, and you can correct any guess on the mapping step. Only name and phone are essential. A missing plan is treated as monthly, and a missing start date as today.

Will importing send WhatsApp messages to my members?

Nobody gets a welcome message from an import. Members whose plan ends soon, or ended in the last two months, are reminded on WhatsApp straight away, so check the dates in the preview before you confirm. Nothing is saved, and so nothing is sent, until you confirm the import.

Can I move to GymFlow in stages?

Yes. One import saves up to 500 members, so split a longer list into parts. Member numbers from your file are kept where they can be, and any clash is flagged and given a new number, so no two members share an ID.

Who it is for

Owners switching from a register, an Excel sheet or another app who do not want to type hundreds of members again. Once imported, your members appear in member management, ready for renewals, dues and reminders.

Related features

• Member management: Member records, plans, expiry dates, search and filters, renewals and one-tap WhatsApp.
• WhatsApp reminders: Automatic welcome, renewal, expiry, due and birthday messages. No per-message charge.
• Reports and analytics: Five plain-English reports on members, money, dues, expiries and attendance, plus PDF.

See all GymFlow features or go back to the home page.