Migrating from another platform

Updated 2026-08-19

Every migration into MatPilot is one of two moves, and which one you are on is decided by a single fact: whether the platform you are leaving billed your members through a Stripe account that belongs to you. Find that out first. It is the difference between an import that takes five minutes and a cutover that takes a week.

Find out in two minutes

Open your old platform's billing or payments settings and look for the processor. Then try to sign in to Stripe with your own email at dashboard.stripe.com.

You can sign in, and your members are listed there as customers with live subscriptions. That account is yours, and it is the whole migration. Connect it to MatPilot and import.
You cannot, or the account is empty. Your old platform collected through its own merchant account or another processor. Billing has to start fresh in MatPilot.

If your old platform bills you a percentage of member payments and you have never seen a Stripe payout in your bank statements, assume the second case.

Path one: your members are already in your Stripe account

Connect that same account, run the import, and your members come across with their subscriptions untouched: same amount, same billing date, same saved card or direct-debit mandate. Nobody re-enters anything and no payment is created, moved or missed.

Full walkthrough: Bring your members across from Stripe.

Path two: they are billed somewhere else

Card details and direct-debit mandates are held by the processor that collected them, and no platform can hand them to another. So each member authorises once in MatPilot, and you cancel the old subscriptions. Done in the right order nobody is charged twice, and the whole thing takes about a week because your members set the pace.

Full walkthrough: Moving members who are billed somewhere else.

What to export before you cancel anything

Whichever path you are on, pull these out of your old system while you still have an account. Once it is closed, it is gone:

Members: name and email at minimum, phone and join date if offered
Payment history: your accountant will want it regardless of which system you use next
Attendance history
Signed waivers and documents: they stay valid as your record
Belt ranks and grading dates, which are usually the only place they exist

Most platforms export a CSV from the member or contacts section.

What comes across, and what does not

Comes across on the Stripe path: customers, their live subscriptions and status, your prices as membership plans, and the billing relationship itself.

Comes across on either path from a list: first name, last name and email, pasted into MatPilot. See Bulk importing members via CSV.

Does not come across, from anywhere: date of birth, belt rank and grading history, attendance history, emergency contacts and medical notes, and waivers signed in your old system. None of it lives in a billing processor, and no export format carries it between platforms.

That list is shorter in practice than it looks. Rank is the one worth doing deliberately, because it drives class eligibility and grading: see Setting a member's belt rank. Your old signed waivers remain your record for the past; members sign yours in MatPilot when they join.

Then follow the map

Bringing members in is step 6 of six. The five before it (account, Stripe, waiver, a plan, your timetable) take an afternoon, and the whole sequence is laid out in Moving your academy to MatPilot.

And you do not have to do it yourself. Send us the export, or just the name of the platform you are leaving, and we will do the move with you.