Thinking about migrating plans into Optix? With the right setup, bulk plan imports can help you move users and teams into Optix seamlessly and launch with accurate billing from day one.
Bulk plan imports are designed to help coworking operators create plans for existing users and teams in Optix using a structured import process. This guide explains how bulk plan imports work, what information is required, and what to prepare before submitting your import.
A structured bulk plan import helps you:
Create plans for existing users and teams with less manual setup
Launch with accurate billing cycle alignment
Reduce billing and setup errors during migration
Support trial, prorated, and aligned billing scenarios
Important: Plan imports are one-time imports and cannot be automatically reversed.
Re-importing the same plan data again creates a new plan and does not update or overwrite an existing plan.
Before you import your plans
Before you import your plans
There are a few important considerations before importing your plans into Optix. You'll need to:
Choose your Optix launch date first. This will determine the correct plan start dates in Optix and when those plans should end in your previous software
Ensure that your users or teams already exist in Optix. The bulk plan importer does not create users or teams as part of the import
Determine which users and teams will need to have Plans added and which Plan Template you will add
Ensure that all of your Plan Templates have already been created in Optix. These will be needed in order to map Plans to your users and teams
Export the users and teams from Optix that you are planning to import Plans for. You will need the user emails and team name to paste into the Plan Import CSV file account field
How bulk plan imports work
How bulk plan imports work
The Optix team will provide a Plan Import CSV file that includes the following fields:
Required fields
Important: Make sure these fields are completed correctly to reflect how you want the imported plans to be billed.
account: The user email or team name
template_id: The plan template ID (you will receive a pre-populated list of your Template IDs by Optix)
name: The corresponding plan template names (you will receive a pre-populated list of your template names by Optix)
start_date: When the plan becomes active for the user or team
billing_cycle_start_date: When the first billing cycle begins
has_trial: Whether the time between these two dates is a free trial (yes) or billed and prorated (no)
Optional fields
end_date: When the plan ends for the user or team
plan_price_override: The price you'd like to charge for the plan which will override the template price
tax_rate_override: The tax rate you'd like to apply for the plan which will override the template tax rate
terms_override: The terms you'd like to apply for the plan which will override the template terms
deposit_override: The deposit you'd like to apply for the plan which will override the template deposit
set_up_fee_override: The set up fee you'd like to apply for the plan which will override the template set up fee
Plan import fields
The Plan Import CSV includes fields that control when a plan starts, when billing begins, and whether the period before billing starts is treated as a free trial or as a billed prorated period.
Notes: The Optix team will provide a Plan Import Template that includes your organization’s plan template information.
Do not change the spreadsheet structure unless the Optix team has instructed you to do so.
All dates must be entered in YYYY-MM-DD format.
Please make sure the template is completed and reviewed correctly before submitting it.
FAQs
FAQs
Do users need to exist before plans can be imported?
Yes. The bulk plan importer creates plans for existing users or teams and does not create users as part of the import.
What happens if I import the same plans more than once?
Importing the same plan data again creates a new plan. It does not overwrite an existing plan.
Can I control when the plan starts and when billing begins?
Yes. The importer includes fields that let you control when the plan starts, when the billing cycle begins, and whether the period between those dates is treated as a trial or a billed prorated period.
What is the difference between start_date and billing_cycle_start_date?
start_date controls when the plan becomes active. billing_cycle_start_date controls when the first billing cycle begins.
What does has_trial do?
has_trial controls whether the time between start_date and billing_cycle_start_date is treated as:
a free trial, if yes
a billed and prorated period, if no
Can plan imports be reversed?
No. Plan imports are one-time imports and cannot be automatically reversed.
Troubleshooting
Troubleshooting
A plan imported with the wrong billing behaviour
Check that:
The correct start_date was entered
The correct billing_cycle_start_date was entered
The has_trial field was completed correctly
Individual plans were matched using the correct user email
Team plans were matched using the correct team name
The value entered exactly matched the existing record in Optix