Going Live Checklist - Migrating to Capitan
Going Live Checklist - Migrating to Capitan
For our gyms that are making the switch to Capitan, we have compiled this checklist of tasks to help you stay organized before going live.
For more detailed instructions for the more complex items on the list, check out the related articles for step-by-step instructions.
- If you will be transferring your customer's tokenized payment information to Capitan for recurring members, reach out to your payment processor as soon as possible. Some payment processors can take up to four weeks to get you the tokenized information so initiate this process to avoid any delays with going live with Capitan.
- Try to setup everything under Admin before your initial onboarding. Onboarding calls are more productive when you have already tried using Capitan yourself as this is typically when more questions come up. On the onboarding, we will go through what you did to make sure everything is setup the way you intended.
- Schedule your initial migration call. Depending on your current CRM, this process will vary slightly. We will discuss on your onboarding in more depth.
- Pick which payment processor and POS you will be using with Capitan. You can find the list of currently available options here and we can go over pros/cons of the options as well on your onboarding.
- Migrate any existing inventory gift cards to your POS. Each POS has different ways to migrate your retail and gift cards directly to the platform.
- Setup your Accounting Integrations before accepting any payments. Currently, Capitan can automatically sync with Quickbooks Online and Xero. If using Quickbooks Desktop or another platform, Capitan can be configured to generate a report that downloads as an iff file for easy import into your accounting platform. Setting this up before you begin processing payments in Capitan ensures you will not need to manually reconcile any information into your accounting platform at a later date.
- A week before going live, allocate some time for staff training. Gyms typically find staff members are comfortable using Capitan within a single shift, but it's good to allocate some time with your team to show them what's to come.
- A week before going live, announce to your customers that you are switching to Capitan. We recommend announcing the customers on your website, social media and email that you are switching to Capitan. Once the announcements have gone out, Capitan will send the invite to join your gym on Capitan to all existing customers so they can log in to see manage their accounts.
- The night before, run the final migration. This will vary slightly depending on your current CRM so will be discussed in advance. This ensures all your customer information is current before going live.