Thinking about switching to Optix? You’re not alone. Many coworking operators switch to Optix to automate operations, boost member experience, and grow confidently.
Migrating to Optix can be a smooth and efficient process with proper preparation. This guide provides a step-by-step overview to help you migrate your data, set up your users, and ensure a successful transition.
Preparing for Migration
Follow the steps below to start preparing for your migration.
1. Export the following data from your existing system:
Your list of Users, including any remaining Allowances on your User's account (i.e. 5 hours of meeting room allowance)
Your list of Plans assigned to Users and Teams
Your list of future bookings
Migrating to Optix
Follow the steps below to migrate over to Optix:
1. Add Your Users: Reach out to support@optixapp.com or your Customer Success Manager to support you with bulk importing your users into Optix
Ensure you are still in Silent Mode to avoid sending early notifications.
2. Add Plans to User and Team Accounts: Bulk add Plans to Users' accounts based on groups of Users that have the same billing date and membership. Note: If your members' plans bill on different dates, you will need to manually add Plans to your Users' accounts.
3. Add Allowances to User Accounts: Add allowance to User Accounts for any Users your current system who may have a limited allowance for certain items remaining in their account (i.e. 5 hours of meeting room allowance).
4. Migrate Existing Bookings: Add any existing bookings already made in your existing system by creating new bookings. If the booking has already been paid for previously, you can customize the booking to be $0 to avoid double-charging. If a booking is unpaid, leave the price as is to ensure it is billed in the next invoice.
5. Prepare for Your App for Launch: A successful introduction of Optix to your community will improve the adoption rate and enhance your members' overall perception of your brand. Read this article on how to introduce Optix to your community!
6. Launch: Once ready, disable Silent Mode, and send a welcome email to all users!
Tips for a Successful Migration
Back up all data from your existing system before losing access
Start communication with your members about the upcoming changes early
Share the benefits of your new software with members – use it as an opportunity to celebrate!
Create an FAQ for your members to explain any new processes
Offer a sneak peek of the new software before the official launch
Host ‘Office Hours’ where members can drop by and ask questions
Set up automations to check in with members and collect feedback after launching
FAQs
How long does the migration take?
Plan for 1–2 months for a comfortable transition, including setup, testing, and member onboarding.
Will my members need to add their credit card information into Optix?
If you are currently using Stripe as your payment gateway, we can import your users and their payment methods in Optix so users don't need to add their credit card information again. If you aren't currently using Stripe, your users will need to add their payment details into Optix.
What if I have limited time or staff?
We offer white-glove support to help lighten the load. Reach out to our team to learn more.
Additional Resources