How long does it take to migrate from a spreadsheet to ForEach Pilates?

Initial setup — including member data import and package configuration — typically takes 1–2 hours. We guide you through it via WhatsApp until everything is running.

Can active member packages with remaining sessions be transferred?

Yes. After importing member records, you enter the remaining session count for each member's active package manually, so no sessions are lost in the switch.

Do members need to sign up or create a new account?

No. The admin imports member data into ForEach. Members just need to be told the link to the new self-booking page — no account creation needed on their end.

What if I run into problems during migration?

We're available via WhatsApp throughout the setup process. Contact us and we'll walk you through every step until the first booking goes through.

ForEach › Blog

Moving from Spreadsheet to Studio Software: A Step-by-Step Guide

August 17, 2026 · Qoyyima Fias Salam

migrationspreadsheetstudio managementpilatesguide

You’ve decided the spreadsheet isn’t working anymore. The question now is: how do you actually make the switch?

This guide walks through the concrete steps to migrate from a spreadsheet (and WhatsApp) to ForEach Pilates — from preparing your data to announcing the new system to your members.

If you’re still not sure whether it’s time to switch, read the honest comparison of ForEach Pilates vs Spreadsheet first.

Before You Start: What to Gather

A smooth migration starts with organized data. Before opening the new system, collect the following from your spreadsheet:

Member data:

Full name
WhatsApp number (this is the primary member identifier in ForEach)
Email address (optional, but useful for communication)

Active packages per member:

Package name (e.g., “10 Reformer Sessions”)
Remaining sessions not yet used
Package expiry date (if applicable)

Class schedule:

Class name, day, time
Instructor per slot
Maximum capacity per class

It doesn’t need to be perfect — whatever you have is enough to start. You can fill in the details once the system is running.

Step 1: Export Your Data to CSV

ForEach accepts member data imports in CSV or Excel format. Prepare a file with at minimum:

Name
WhatsApp number
Email (optional)

If your spreadsheet is already organized, just export to CSV from Google Sheets (File → Download → CSV) or from Excel (Save As → CSV).

One thing to watch: make sure WhatsApp numbers are in a consistent format with no spaces or brackets — for example 628112345678 or 08112345678. Mixed formats in the same file will slow down the import.

Step 2: Import Members into ForEach Pilates

Once the CSV is ready, run the import from the Customer page in your ForEach dashboard. Select “Import from CSV”, upload the file, map the columns, and confirm.

A full technical walkthrough is in the member import documentation (this page is being finalized — contact us via WhatsApp for a step-by-step walkthrough in the meantime).

For 50–100 members, the import typically takes under 5 minutes. Spot-check a few entries afterward to confirm names and WhatsApp numbers read correctly.

Step 3: Enter Active Packages

The member import brings in contact records only. Any active packages with remaining sessions need to be recorded separately.

The most practical approach: after all members are in, open each member profile and add their active package with the correct remaining session count. For a studio with 30–50 members, this takes about 30–60 minutes.

On the Package page, you also set up all the package types your studio sells — name, price, session count, validity period. These are what you select whenever a member buys a new package.

Step 4: Set Up the Class Schedule

Enter your current class schedule. On the Session page, create recurring weekly slots for each class: class name, instructor, day, time, and capacity.

Once the schedule is saved, members can view and book from the self-booking page.

Step 5: Run a Test Before Going Live

Before announcing to all members, do a quick test:

Ask one or two trusted members to try booking from the self-booking link
Confirm the session shows up correctly in your dashboard
Try recording a payment for one transaction — upload a transfer proof as practice

If everything works, you’re ready to go live.

Step 6: Tell Members About the New Booking System

This is the most important step of the entire migration. Members need to know that from a certain date, booking is done through a new link — not by messaging the studio on WhatsApp.

A WhatsApp message template to send your members:

“Hi [Name], starting [date], you can book your [studio name] classes directly at this link: [booking page link]. Just pick a slot and confirm. Your package and remaining sessions are already in the system. Message us if you have any questions.”

Send it to your member WhatsApp group (if you have one) and individually to active members. Expect some questions on the first day or two — that’s normal.

Week One: What to Monitor

During the first week, spend a few minutes each day checking:

Incoming bookings: are all slots filling correctly?
Remaining sessions: are they decreasing automatically after classes?
Member questions: anyone confused by the new system? Help them via WhatsApp

After two or three weeks, most members will be comfortable with the new process and booking questions will drop significantly.

What You Can Stop Doing After Migration

Once the system is running, a few old tasks can go:

Answering every booking message one by one on WhatsApp
Updating a spreadsheet capacity column after each booking
Manually counting remaining sessions per member
Compiling month-end payments from multiple sources

Everything lives in one place, updated automatically with each transaction.

Need help during the migration? Contact us via WhatsApp — we guide you from the first import through the first successful booking. There’s no extra charge for setup assistance.