# Switch to Session from another platform

> A start-to-finish plan for moving your venue from Acuity, Periode or another booking system - what to set up first, what to do on switch day, and what to tell customers.

Who can do this: admins only.

Most of a switch happens **before** switch day, whenever you have time. Switch day itself is short and runs in a set order. The [Acuity](#from-acuity) and [Periode](#from-periode) sections cover what differs; the import wizard is in [importing data](/docs/import).

<Screenshot
  shot="public-booking-page"
  alt="A venue's public Session booking page, showing the calendar customers use to book"
  caption="This is where your customers land the moment you switch your links over."
  mat="peach"
/>

## Before switch day

<Steps>
<Step title="Schedule your sessions to match">
Use the **same days, times, durations, capacity and locations** as your old platform, with [repeating schedules](/docs/repeat-schedules) and [one-off dates](/docs/one-off-schedules). The import matches bookings to existing sessions by date and time and never creates sessions, so a mismatch loses bookings. With more than one site, set up [locations](/docs/locations) first.
</Step>
<Step title="Connect Stripe">
Start early, as verification can take a day or two - see [connect Stripe](/docs/connect-stripe).
</Step>
<Step title="Set your prices and offers">
Mirror your current [price options](/docs/price-options) (imported bookings keep their own price and amount paid), and create the [bundles](/docs/bundles) and [membership](/docs/membership) tiers your import maps onto - see [what to create first](/docs/import#before-you-start).
</Step>
<Step title="Carry over policies, waivers and emails">
Set your [cancellation policy](/docs/cancellation-policy), [waiver](/docs/waivers) and any reminders on [Email → Automated](/go/admin/email/automated). The full checklist is in [going live](/docs/going-live).
</Step>
<Step title="Plan your members and switch day">
Decide which tiers match your old plans and whether you or your members cancel old subscriptions; we [move member lists](/docs/import#members) for you. There's no downtime, so pick a morning your team can focus.
</Step>
</Steps>

## On switch day

<Steps>
<Step title="Stop your old platform selling anything">
Stop new bookings **and** new pack, gift voucher and subscription sales. Existing bookings and your old account stay viewable.
</Step>
<Step title="Point your links at Session">
Update your website, social bios and other booking links to `bookasession.org/your-slug` - see [booking links](/docs/booking-links).
</Step>
<Step title="Run your final export and import it">
Export fresh, after step 1 ([why](/docs/import#before-you-start)). A "dry" export a day or two before lets you check the file.
</Step>
<Step title="Press Go live">
Once your data is across, select **Go live** on your [Setup checklist](/go/admin/setup) to make your page findable in Google.
</Step>
</Steps>

## Tell your customers

Email anyone with an upcoming booking, membership or credit. A draft to adapt:

> **Subject: We've moved our booking system**
>
> Hi `[first name]`,
>
> We've switched to a new booking system called Session. Your upcoming booking, any gift card balance or session credits, and your membership have all moved across, tied to this email address.
>
> To pick up where you left off:
>
> 1. Go to **bookasession.org/your-slug/welcome**
> 2. Set up your login using this same email address
> 3. You'll see your booking and credit waiting for you
>
> Any questions, just reply to this email.

<Callout variant="tip">
For about a fortnight after you go live, your [Setup checklist](/go/admin/setup) shows this draft and the addresses of customers with a booking, membership or credit. Send it from your own address with them in **BCC, never To or Cc**, in batches if your provider caps daily sends (Gmail at a few hundred).
</Callout>

<Callout variant="warning">
**Session's [email marketing](/docs/email-marketing) only mails opted-in customers**, and a bookings import records no consent. Mail your wider list from your old tool, or import a consented list as **Customers**.
</Callout>

## From Acuity

If you gave Session your Acuity link at signup, your sessions are already built - [check them](/docs/account-setup#if-we-read-your-schedule). Acuity calendars usually map onto Session locations.

### Stop Acuity selling

<Steps>
<Step>**Stop new appointments** with **Block off time → Block multiple days**, from today for several years ahead, on every calendar. It's reversible.</Step>
<Step>**Stop package, gift certificate and subscription sales** by turning off "Public" on each product under **Packages, Gifts & Subscriptions**. Existing balances aren't affected.</Step>
</Steps>

### Export and import

Follow [exporting from Acuity](/docs/import#exporting-from-acuity), or send us the export if you have real booking history, several locations or private hire. Gift certificates and packages [need gathering by hand](/docs/import#gift-certificates-and-packages-fill-these-by-hand):

- **Acuity's "Package" is Session's "Bundle"**, and a "Gift Certificate" is a "gift voucher".
- **A certificate for a number of sessions** imports as a [count voucher](/docs/gift-vouchers) and a cash one as an amount voucher. Restrict a **private hire** certificate to that session, since private hire is priced as one block.
- **Check Acuity's balance screen, not the name** - a product called "10 sessions" can track its balance in pounds.

**Discount codes** don't export either. Copy each active code's setup from Acuity's edit screen (percentage or flat, limits, expiry) into [Offers → Discounts](/go/admin/shop/discounts) - `SUMMER10` can turn out to be a flat £5 off.

## From Periode

Send us your exports and we'll run the import, asking about anything ambiguous. What comes across:

- **Bookings and customers**, past and upcoming.
- **Gift cards** as [gift vouchers](/docs/gift-vouchers), keeping the original Periode code so cards your customers hold still work.
- **Punch passes** as credit towards a [bundle](/docs/bundles), including a member's unused monthly allowance.
- **Your mailing list**, with marketing consent where your export records it.

<Callout variant="warning">
**Turn off gift card sales as well as bookings** - they're separate switches in Periode, and a card bought there after the switch is invalid on Session. Sell through [Offers → Gift vouchers](/go/admin/shop/gift-vouchers) instead.
</Callout>

### Pull your exports

From Periode's **Reporting** page, export:

- **Bookings**, history plus everything upcoming.
- **Gift cards** (the per-card list, with codes) **and gift card balances** (a separate per-customer export).
- **Punch passes**, with remaining-punches and expiry columns.
- **Subscriptions**, with each member's next renewal date.
- **Customers or sales contacts**, with the marketing consent column (or tell us how they agreed to hear from you).

<Callout variant="warning">
**You need both gift card exports** - the per-card list has no balances, so part-spent cards come across wrong without the second one.
</Callout>

Include cards marked **Redeemed**; they usually still have money on them.

### Members

Periode's Vipps and card agreements can't move into Stripe, so each member re-subscribes on Session.

<Callout variant="warning">
**Periode keeps billing until each agreement is cancelled** - importing doesn't stop it, so cancel them yourself.
</Callout>

### Costs

Periode charges one all-in rate; Session is Stripe's fee plus a [platform fee](/docs/connect-stripe#what-it-costs). To compare, take a recent Periode statement's deductions as a percentage of takings.

## Common questions

1. **A customer can't see their booking after claiming their account.** See [import troubleshooting](/docs/import#troubleshooting) - usually they signed up with a different email address.

2. **What if I find a code that didn't come across?** Add it by hand - see [discount codes](/docs/vouchers) and [gift vouchers](/docs/gift-vouchers).

3. **A customer says their Periode gift card doesn't work.** If it was bought after your switch, Periode was still selling - switch that off. Either way, send us the code and the customer's email.

4. **How long should I keep my old account?** A month is plenty.