Implementation · two ways onto BJJ Track
Two ways in.
Both run by an agent.
Switching from other gym software, or starting fresh? Either way an agent does the heavy lifting and you just approve. Pick your path.
Path A · the migration agent
Switching from other software
The migration agent already knows your old software's format. It maps every member, family, belt, and card on file; a QA agent checks each row; a verifier confirms it landed — before you go live. Members never see the seam.
- Step 1
You send your export
Tell us what you’re on. Drop the file. That’s your part.
- Step 2
Migration agent maps it
It already knows your old software’s format — members, families, belts, attendance, plans, payment methods.
- Step 3
QA agent checks every row
Required fields, foreign keys, date + money sanity — before a single row is written.
- Step 4
Verifier confirms it landed
Reads the database back and reconciles against the plan. No “we processed it” unless it’s actually there.
- Step 5
You go live
PINs, belt history, cards on file — all intact. Members never see the seam.
0
members found
0
mapped + checked
0
verified in DB
Honest about the messy ones: members with no email get deduped by phone, and you see exactly what carried over before you go live.
- 1Send your member export
- 2Agent maps → QA checks → verifier confirms
- 3Go live — members keep PINs, belts, cards
Path B · the setup agent
New gym, or off paper & spreadsheets
No old software? The setup agent builds your academy from a conversation — plans, weekly schedule, kids program, and your first journeys — and asks you only about the things it isn't sure of.
“What’s your academy called, and which programs do you run?”
Apex BJJ — adults + kids, gi & no-gi 🥋
No spreadsheets, no blank screens. Answer a few questions — the agent builds the rest.
- 1Answer a few questions
- 2Agent drafts plans, schedule & journeys
- 3Approve — your academy is live
No charge until your first billing cycle runs on BJJ Track. The first month's recovered failed cards usually pays for the switch.
What carries over
Six things every gym owner is worried about — and we move all of them.
The reason gym owners delay switching is fear of losing the things that actually matter to their members. Belt history. Attendance baseline. Family links. Cards on file. We handle every one of them.
Members + families
Every active member, their contact info, their family links, their kids — same accounts the day after switch.
Belt history + stripes
Every belt earned, every stripe, every promotion date. The student opens their portal and sees what they earned, exactly where they earned it.
Attendance history
Every check-in, every class. Your retention metrics keep their baseline so you can see what changed after the switch.
Active membership plans + Stripe
We rebuild your plan list and reconnect Stripe (or set up Stripe Connect if you don't have it). Cards on file stay on file.
Waivers + agreements
Signed waivers carry over. Pending waivers route to the right guardian inbox. No re-signing for active members.
Tax + compliance records
Past invoices, past tax filings, past communications consent records — all preserved for your bookkeeper and the regulators.
How the switch actually runs
Four steps. One afternoon. Your members never get an email.
Step 01
You send us your export
Most platforms have a "download member data" button. Some need a support ticket. We will tell you exactly what to ask for and we walk you through it.
Step 02
We bring it in
Members, families, belts, attendance, plans, waivers — all loaded into your new BJJ Track tenant within an afternoon. We send you a side-by-side reconciliation report so you can spot-check.
Step 03
Stripe reconnects
Your Stripe account links to BJJ Track. Cards on file keep their tokens. Subscriptions get rebuilt on your new plan list. Your members' billing cycles don't shift unless you want them to.
Step 04
You go live
Pick a Sunday. Your front desk learns the new screens in one afternoon. Your members never see a "we're switching" email — the lights just stay on.
The three questions every owner asks
What you're actually worried about.
Will my members notice?
Only if you tell them. Their member portal moves to your new BJJ Track subdomain (or your own custom domain if you have one). Their PIN stays. Their belt and stripes stay. Their next billing date stays. If you want, we send a friendly "we upgraded the back office" email; most gyms don't bother.
What about my Stripe account?
If you already process on Stripe, we connect your existing account — same cards, same tokens, same payout bank. If you process somewhere else, we set up Stripe Connect and walk you through it. New subscriptions match your old billing cycles so nobody gets double-charged or missed.
What does this cost?
Nothing until your first billing cycle runs on BJJ Track. Then it's the regular plan price ($99/$199/$349, your pick). The first month of recovered failed payments usually covers the switch and then some.
Ready to move
Send us your export.
We'll do the rest.
Email what you have, or jump on a call. We'll look at your member count, your plan list, and your Stripe situation, and give you a fixed timeline before you sign anything.