Migrating to Optix from another platform? This guide walks you through every step — from exporting your data to launching your new Optix-powered space. Follow the steps in order to ensure a smooth transition for both you and your members.
With this guide, you can:
Migrate with confidence: follow a proven, step-by-step migration path
Minimize disruption: keep members informed and avoid gaps in service during the transition
Preserve your data: bring over users, plans, bookings, and payment methods
Launch smoothly: complete a pre-launch checklist so your community is ready from day one
Step By Step Checklist
Step By Step Checklist
1. Chat with Felix, your AI-Agent
Click the chat bubble in the bottom-right corner of your dashboard and select "Send us a message." Felix gives you instant answers, setup guidance, and support — right when you need it.
2. Download the Optix App
Optix is a mobile-first solution, and exploring your app as a user is key to understanding your members' experience. Download the Optix app from the Apple App Store or Google Play Store and sign in with your Optix credentials. If you've purchased — or plan to purchase — a White Labeled App, this is where your brand truly comes to life. Learn more about White Label Apps
3. Export Your Data
Before beginning to set up your Optix dashboard, ensure you export all key data from your current system. This should include:
Users
Teams
Plans or memberships
Remaining allowances or passes
Future bookings or reservations
Keeping a full export ensures you can reference historical bookings, verify member details, and cross-check invoices if questions arise after the migration.
4. Delete Demo Data
Your dashboard includes demo data to help you explore features. When you're ready to make it your own, delete the demo data before adding your information. Learn how to delete demo data
5. Stay in Silent Mode
Keep Optix in Silent Mode while completing your migration to prevent members from receiving notifications before everything is ready. Silent Mode pauses all user emails, allowing you to import users, configure plans, and test workflows without triggering messages to your community.
Important: Do not turn off Silent Mode until you have completed all migration steps and are ready to launch.
6. Prepare Your Custom Properties
When migrating, you can bring your existing member data into Optix using Custom Properties — fields that capture structured data such as industry, interests, or other attributes. Ensure all the data points you plan to migrate exist as Custom Properties, and that field types match the data format. Learn more about User Properties
Note: Available on the Optix Pro Tier and above.
7. Migrate Your Users and Teams
Navigate to the Users tab and click Add User. Download the template CSV file and bulk upload your user list. For Teams, include the Team Name and whether the User is a Team Admin. Learn how to bulk import users
Note: Active Users directly impact your Optix subscription. Learn about what defines an Active User
8. Migrate Your User Properties
After importing Users, send your Customer Success Manager a CSV file with each Custom Property mapped to its own column. Must be CSV format with an Email column.
Important: Make sure the column names clearly match the Custom Properties you've created in your dashboard to ensure a smooth import.
9. Integrate a Payment Gateway
Connect your preferred Payment Gateway under Apps & Integrations. If connecting Stripe, you can also import existing saved payment methods so members don't need to re-enter card details. Explore available payment gateways
10. Enable Your Features and Review Their Settings
Select which Features to enable and disable any you're not using. Carefully review your Feature Settings. Quick Guide to Settings
Pro Tip: Use Felix as a thought partner to clarify any questions you may have.
11. Customize Organization & Location Details
Update your business information under Settings > Organization Details and Locations. Some details appear in-app for your users.
12. Connect Your Email
Connect your email account so automated emails are sent from your own address. Learn how to connect your email
13. Create Resource Types and Resources
Create Resource Types, then add Resources via the All Resources tab. Learn how to create Resource Types
Pro Tip: Include clear details to minimize user questions.
14. Understand Allowance
Allowances let Users and Teams make bookings, purchases, or check-ins without being charged each time. Learn more about Allowance
15. Create Plan Templates
Create your Plans as Plan Templates — customizable and reusable templates. Learn how to create Plan Templates
16. Bulk Import Plans
Optix can help migrate your membership Plans. Reach out to your Customer Success Manager for an import file. Learn about bulk Plan migration
17. Create Passes
Passes are one-time purchases of Allowance — ideal for day passes, punch cards, or top-ups. Learn how to create Passes
18. Add Remaining Allowances (Optional)
If members have remaining passes or limited allowances in your previous system, add those balances to their accounts in Optix.
19. Add Assignments
If you rent private offices, dedicated desks, or long-term spaces, use Assignments to track utilization. Learn how to create Assignments
Pro Tip: To bundle private office access with a Plan, create a free Assignment and charge through the Plan.
20. Recreate Future Bookings
Recreate any upcoming bookings from your previous system. If already paid for, set price to $0 to avoid double-charging. If unpaid, keep pricing as-is.
21. Enable Forms
Embed Optix on your website with Forms for inquiries, tour bookings, drop-in bookings, or plan sign-ups. Quick Guide to Forms
Pro Tip: Include Custom Properties on your Forms as required or optional fields.
22. Enable Automations
Explore Automation Templates to reduce manual tasks, grow your business, and engage members. Learn about Automations
23. Confirm User Onboarding Settings
Configure how users go from leads to signing up. This starts with Inquiry, Tour, or Sign-up Forms or directly in-app.
24. Prepare Member Communication
Before turning Silent Mode off, prepare communications so your community knows what to expect. Posting QR codes, offering early access to the app, and hosting an app-launch party or office hours can significantly increase adoption.
25. Turn Off Silent Mode and Launch
When you're ready, turn off silent mode. Before launching, double-check:
You've turned off all features that will not be utilized
Your payment gateway is connected, and you've processed a test payment
You've downloaded your app and understand the in-app experience
Your Automations are configured and turned on
You're now ready to launch your Optix-powered space!
FAQs
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 re-enter their credit card information?
If you are currently using Stripe, we can import users and payment methods so they don't need to re-enter card info. If not using Stripe, users will need to add payment details.
Can Optix help with bulk data imports?
Yes! Optix supports bulk imports for Users, Plans, and Allowance balances. Reach out to your Customer Success Manager.
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.
Troubleshooting
Troubleshooting
Members received emails before I was ready
Ensure Silent Mode is enabled before importing users. Contact Optix Support if emails were sent prematurely.
My imported users are missing Custom Property data
Verify CSV column names match Custom Property names exactly. Contact your CSM to re-run the import.
Plans were not assigned to the correct users
Double-check the import file mapping. Contact your CSM for a re-import if needed.