Cutover day

Before the day

All members imported and spot-checked
Plans mapped and verified — especially grandfathered rates
Payment methods migrated, or the grace-period plan agreed
Waivers imported
Class schedule built for the coming weeks
Staff invited and trained
Stripe connected with charges and payouts enabled
You have personally signed up, booked, checked in, and refunded yourself

What happens

Cutover activates member accounts, starts subscriptions on the mapped plans, and finalizes documents. Billing notifications stay suppressed during the window so nobody gets a spurious payment alert.

Communicating with members

Send the announcement before cutover, not after.

What to include:

The date you’re switching
That their membership, rate, and history carry over
Whether they need to do anything (add a card, re-sign)
How to get the app
Who to contact if something looks wrong

The first week

Watch failed payments closely. Post-migration is when card issues surface.
Expect questions about the app. Most are login questions — members using a different email than you imported.
Check attendance is recording. Confirm check-ins are landing on the right classes.
Spot-check a few members against your old system: right plan, right price, right next billing date.

If something’s wrong

Contact your Avex contact before making bulk corrections. Migration state is recoverable, and a well-intentioned manual fix can make a clean rollback harder.