الانتقال إلى Owelz

Moving to Owelz means bringing the lists you already keep into Import data, one list at a time. The lists can be an export from your old system or the spreadsheet your front desk keeps. Owelz reads each file and shows you what it found. It checks every row against your account, and only then writes anything.

You find Import data at the bottom of the dashboard's sidebar, and on Getting started under Already running on another system?

Importing sends nothing to anyone. Your customers and instructors hear about Owelz when you invite them, after you have checked everything. See inviting customers and instructors.

What comes across#

Afterwards Owelz reads as if you had used it all along. Past sales, payments, visits and expenses sit on their real dates, so Home, Analytics and the Wallet show your history from day one. Each customer keeps the classes they have left, and can book with them as soon as they sign in.

What does not come across#

• Instructor pay. Imported instructors start with pay not set. You set each one's pay plan on Staff → Instructors.
• Amounts customers still owe. Settle them with the customer directly.
• Freezes. A package that was frozen in your old system comes in running to its end date. Freeze or extend it by hand.
• Gender, notes and birthdays from your customer list.
• Usernames and passwords. Customers sign in with their own Owelz account.
• Your cash drawer. Old cash sales and expenses never move the cash box. You count the drawer once, at the end.
• Commission and instructor pay for the past. Imported sales never earn commission, and imported classes never reach a payslip.

The full list, with what to do about each, is in known limits.

Before you start#

1. Set your country and currency in Company details. Dates and times in your file are read in your studio's time zone, and a phone number with no country code is read as a number in your country.
2. Import before you start selling in Owelz. Your history then sits behind your first real sale, not on top of it.
3. Get the export from your old system, and the figures to check it against: see check your totals.

Importing needs the owner, or a role with Company details → Manage.

The order#

Each list finds the ones before it by name: a room names its branch, a package names its classes, a sale names its customer and package. Import them in this order:

1. Classes

   Everything else points at these.

2. Branches

   Just the names.

3. Rooms

   Needs your branches.

4. Instructors

   Needs your classes. Every instructor needs an email.

5. Packages

   Needs your classes.

6. Customers

   Usually the long one.

7. Customer packages

   Needs your customers and packages. The list that matters most: it holds the classes each customer has left.

8. Attendance history

   Needs your customers, classes and rooms. History only: it uses up no one's classes.

9. Expenses

   Needs nothing. Import it whenever you like.

10. Cash in the drawer

    Once, at the very end: count the cash and enter it.

If a step needs a list you have not imported yet, it says so before you upload: Import your classes first, with a button to that step.

How long it takes#

Each import takes minutes. We ran a realistic export through every step: about 400 customers, 640 sales, 3,250 visits and 90 expenses. The time goes into getting the file right and checking the totals, not into the import.

Plan for two days:

• Day 1. Set up Company details, prepare the file (prepare your file), then import classes, branches, rooms, instructors, packages and customers.
• Day 2. Import customer packages, attendance history and expenses. Check your totals against your old system, count the cash drawer, and only then invite your customers and instructors.

Next#

Prepare your file →