Data Migration

Platform & Operations

What it does

Data Migration is the carefully planned move of your data out of your previous system and into Memvera — members, contracts, add-ons, transactions, wallet balances, PT session histories, biometric hashes, and documents. The aim is a clean cutover where nothing is lost or double-counted: financial totals reconcile to the penny, every contract lands in the right state, and the business carries on without disruption. It's a one-time project run by the vendor with your sign-off at each gate, but the principles below explain what "good" looks like.

Key concepts

• Scope matrix — a dataset-by-dataset list (members, prospects, contracts, transactions, PT ledger, wallets, documents, and more) with source-to-target field mapping and a decision to migrate full history or archive older records.
• Transformation rules — documented, repeatable mappings that translate old data into Memvera's structure (e.g. old plan IDs to the new catalogue, old freeze/cancel states to the new state machine).
• Reconciliation — comparing the two systems after migration: row counts, financial totals (deferred revenue, wallet liability, outstanding dues), contract-state distribution, and random spot checks.
• Continuity items — balances and schedules that must carry over exactly: the deferred-revenue schedule, wallet balances, outstanding dues, and the PT consumption ledger with its expiry ladder.
• Cutover, parallel run & rollback — the switch-over window, an optional period where both systems run side by side, and a pre-agreed plan to revert if anomalies exceed tolerance.

Main tasks

Agree the migration plan

1. The vendor presents the scope matrix, sequence, parallel-run window, cutover window, and rollback criteria.
2. Your IT and Operations review per dataset — migrate full history or truncate to a look-back window, with archived data kept readable for audit.
3. Both sides sign off the plan and the go-live gates before work begins.

Migrate, transform, and reconcile

1. Data is extracted from your previous system via its supported export channels (with manual CSV fallback where APIs aren't available).
2. Transformation rules map every field into Memvera's schema; the run is testable and repeatable.
3. After loading, reconciliation checks counts and financial totals against the source.
4. You sign off the reconciliation — go-live is gated on hitting the agreed tolerance (e.g. 99.99% financial parity).

Protect sensitive and financial data

1. Deferred revenue, wallet balances, and outstanding dues are migrated at their exact as-of-cutover state.
2. The PT ledger carries each member's purchased/scheduled/conducted/available sessions with expiry preserved.
3. Female biometric hashes migrate under the zero-storage rule; documents (agreements, PAR-Q, IDs, IBAN certificates) move with their provenance and stay encrypted.

Tips

INFO

Migration must complete before your existing system's contract expires. A parallel-run window lets both systems operate together so operations can be validated before the old system is retired.

TIP

Reconciliation is the gate, not a formality — cutover only proceeds once financial totals match within the agreed tolerance, and a documented rollback plan stands ready if post-cutover checks reveal anomalies.

Related modules

Integrations · Performance & Security · Finance & Payments · Commercial & Support