Migrating from Gymdesk or MyStudio

Gymdesk and MyStudio are common for gymnastics, ninja, and dance studios. The migration plan is similar to other systems, but with a few specifics for verticals that use levels or stages instead of belts.

What carries over

• Students, families, contacts.
• Active memberships and pricing.
• Current level or stage.
• Class enrollments.
• Waivers (downloadable as PDFs, re-uploaded into Rosterra).

What does not:

• Card on file (re-collected).
• Payment history (left in the old system).
• Photos uploaded to the old system (downloadable if you want to keep them).

Map your level system

Gymdesk and MyStudio often use "Level 1, Level 2..." while Rosterra calls it "rank" in the database (the user-visible label is configurable). Before importing:

1. Set the vertical to gymnastics or dance at /settings/vertical. This changes the visible terminology from "belt" to "level" or "stage."
2. Build the ladder at /settings/ranks to match what Gymdesk calls them. Same names, same order, same colors if you use colors.

Import

1. Export the student roster from Gymdesk/MyStudio as CSV.
2. Clean the CSV: parent email present, birthdays consistent, levels match.
3. Import at /memberships/import.
4. Spot-check.

What is different from a martial arts migration

• Class-based pricing. Gymdesk often prices per class (e.g., "Tumbling Tuesday 5pm: 80/month"), while Rosterra prices per program. Group multiple class types into one program before importing.
• Open gym sessions. If you sell open gym passes or punch cards, set them up as programs with a per-visit punch count. Each punch is logged on attendance.
• Multi-discipline students. Common in gymnastics (tumbling + cheer + parkour). Each discipline is a separate enrollment in Rosterra. You can group them under the parent dashboard.

After cutover

Most issues during the first 30 days are about:

• Family confusion over the new portal URL. Send the welcome email again.
• Cards not updated. Pause memberships for non-updaters after 14 days, with a final email.
• Instructor confusion over the new attendance UI. Walk through it once with your team before cutover.

Open-gym pass migration

If families bought a 10-class punch card in Gymdesk and have, say, 4 punches left, you can recreate the remaining punches in Rosterra. From the family's profile, click Add credit and add a credit equal to the value of the remaining punches. The credit applies to their next purchase automatically.

This avoids the awkward "we have to track your remaining punches in two systems" problem.