Most gyms complete full implementation of VERVE Pulse — including data migration, billing setup, staff training, and member communication — within two weeks. This guide walks through every step.
Two weeks. Nine steps. Your gym running on a platform that actually works.
The foundation. Get your account, data, and billing configured before you involve your members.
Your VERVE Pulse account is created and your onboarding manager is assigned. You'll configure your business profile — gym name, address, ABN, contact details — and invite your staff members with appropriate role permissions (owner, manager, reception, trainer).
Your plan configuration is set up at this stage: which Pulse plan you're on (Starter, Growth, or Pro), and which add-ons are active.
Your existing member data is imported into Pulse. The VERVE team handles the heavy lifting — you export from your current system and we clean, map, and import the data. Most migrations take 2–3 business days.
What migrates: member profiles, contact details, billing schedules, active memberships, class booking history, waiver status, and marketing consent records.
Membership types and pricing are configured — weekly, fortnightly, and monthly direct debit plans, casual passes, class packs, and PT sessions. Your payment gateway is connected: Stripe, Square, or Tyro. Test transactions are run to confirm end-to-end billing works correctly.
GST settings, invoice templates, and failed payment retry logic are all configured at this stage.
Your class timetable is built — recurring classes, instructor assignments, room/location allocation, capacity limits, and waitlist rules. Booking window settings are configured (how far in advance members can book, cancellation windows, late cancel penalties).
On Day 7, you have a 1–2 hour guided staff training session with your VERVE onboarding manager. This covers the key workflows: checking in members, processing walk-in sign-ups, managing billing queries, running class reports, and using the daily dashboard.
Staff Training Checklist
Verify everything works. Prepare your members. Go live.
Before members are involved, your team tests every key workflow end-to-end using real (or test) accounts. This is where configuration issues are caught and fixed — not on launch day.
Workflow Testing Checklist
Your members are notified about the new system. VERVE Pulse provides a ready-to-send email template — adapt it with your gym name and send date, and it's done. The email explains what's changing, why it's better for them, and how to download the new app.
Member Announcement Email Template
Subject: Big news — we're upgrading your gym experience
Hi [First Name],
We're upgrading to a new gym management system — VERVE Pulse — and we think you're going to love it.
From [Go-Live Date], you'll be able to:
• Book classes directly in the VERVE Pulse app
• See your attendance history and progress
• Manage your membership and billing from your phone
Download the VERVE Pulse app now: [App Link]
Your membership details transfer automatically — you don't need to do anything except download the app and log in with your email address.
Any questions? Reply to this email or speak to us at the front desk.
[Gym Name] Team
Staff begin using the live system for all gym operations. Front desk check-ins, class management, and sales all run through Pulse from this point. This gives your team 2 days of live practice before members are fully onboarded.
Members are booking classes, checking in, and paying via VERVE Pulse. Your old system is retired. Your onboarding manager checks in on Day 14 to confirm everything is running smoothly and answer any questions that have come up since go-live.
The platform gets smarter as your data builds. Here's what happens after go-live.
Handle member questions about the new app. Monitor billing run completion rates. Fine-tune class booking settings based on real usage. Your onboarding manager is available for check-in calls during this period.
With 30 days of member behaviour data, VERVE Pulse's AI begins generating churn risk scores for your members. You'll see your first "at-risk member" alerts in the dashboard — members who are likely to cancel in the next 30 days, with suggested intervention actions.
Churn prediction accuracy improves significantly as more member behaviour patterns are established. The AI business coach starts generating weekly recommendations — pricing adjustments, class schedule changes, member segments to target for upsell.
With two full billing cycles of data, revenue forecasting becomes reliable. You'll see a 12-month revenue projection based on current member count, churn rate, pricing, and new member acquisition rate. Review your automation settings and optimise your retention sequences.
We've migrated data from every major gym platform. Here's how it works.
Use Mindbody's built-in data export to generate your CSV files. The VERVE import tool maps Mindbody's field format to Pulse automatically. Members, schedules, and history all come across. Timeline: 2–3 business days.
The VERVE team handles Glofox migrations directly — no manual export required from you. We work with Glofox's standard data format and manage the full import process. Timeline: 3–5 business days.
If your member data lives in spreadsheets or another unsupported system, VERVE provides a standard CSV import template. Fill in the template and the VERVE team imports it. Timeline: 1–2 business days once template is complete.
Going straight from setup to live without testing billing end-to-end. Billing errors on launch day cause member trust issues that take weeks to recover from. Always run a full billing test before go-live.
Surprising members with a new app on the day you switch causes friction and complaints. Send the announcement email at least 3–5 days before go-live. Give members time to download the app and ask questions.
Migrating outdated, duplicate, or incomplete member records creates ongoing admin burden. Take the time before migration to clean your data — remove duplicates, update expired contacts, and standardise phone and email formats.
If only one staff member knows how to use the system and they're off sick on launch day, you have a problem. Train at least two staff members — ideally a manager and a senior receptionist — so there's always cover.
The temptation to keep the old system running "just in case" creates confusion and duplicate data. Set a hard switch-off date for your old system. A clean cut on Day 14 is better than a messy transition over six weeks.
Most gyms are fully live on VERVE Pulse within 14 days. This includes data migration, billing configuration, staff training, and member communication. Larger multi-site operations may take 21–28 days depending on the complexity of the data migration.
Yes. VERVE Pulse has a dedicated Mindbody import tool. Export your data from Mindbody in their standard CSV format and the VERVE team handles the import. Members, billing schedules, class history, and marketing lists all migrate. The process typically takes 2–3 business days.
Yes, and we make it easy. VERVE Pulse provides a member communication email template — customise with your gym name and go-live date, and send it 3–5 days before launch. Most gyms send this on Day 10–12, with full go-live on Day 14.
VERVE Pulse's AI features begin activating at around Day 30 when there is enough member behavioural data to generate meaningful predictions. Churn prediction accuracy improves significantly by Day 45–60, and revenue forecasting becomes reliable from Day 60 onwards.