This guide outlines what to expect when importing data from previous systems to ROLLER. It covers different types of data, including waivers, guest details, bookings, memberships, gift cards, stock or add ons and company information.
Understanding the specifics of what can be imported helps ensure a smooth transition during the migration process. It also helps you decide the best way to get the data you want in ROLLER.
Data imports are completed by ROLLER's migration team — venues cannot perform imports themselves. The Import button in ROLLER is restricted to ROLLER staff and is not available to venues. If you have any questions about data imports, please email our data migration team at datamigrations@rollersoftware.com along with the name of your venue.
Waiver data
You can import essential guest details, including first name, last name, email, date of birth (DOB), and phone number. It’s important that your previous system clearly identifies parents/guardians and minors to correctly link these waivers in ROLLER.
Booking data
Booking imports allow you to transfer all ticket-related items that are part of a booking. Non-ticket items like stock, gift cards, wallets, add-ons and party packages that include non-ticket items, can't be imported.
Time-restricted session passes can be imported if they have a valid schedule and time. Each product must be mapped correctly to the availability in ROLLER within the import sheet.
When importing membership passes, you can include up to 50 membership items per booking, while other ticket items allow for up to 2000 tickets per booking.
What you can import | What you can't import |
|---|---|
Ticket-type products within bookings | Non-ticket-type products within bookings |
A maximum of 50 membership passes per booking | Session pass products without a valid and matching schedule setup in ROLLER |
A maximum of 2000 tickets within a single booking | More than 50 memberships per booking |
Ticket and fixed membership data
Ticket and fixed membership passes follow similar guidelines to booking imports. The key is to ensure that each TicketID has a unique ID, particularly for memberships, to avoid issues during the import.
This import is limited to 50 tickets/fixed membership passes per booking.
Each TicketID must have a unique ID to avoid issues, especially for memberships. If the customer cannot provide these, we generate them, typically as TID000#.
What you can import | What you can’t import |
|---|---|
Fixed memberships and tickets already assigned to an individual | More than 50 tickets or memberships for any individual bookings |
Shared TicketID’s among multiple tickets and memberships |
Gift card data
Gift card imports are straightforward and require a remaining balance. Setting the "creation" dates to previous fiscal years is recommended for accurate revenue reporting.
What you can import | What you can't import |
|---|---|
Gift cards with a remaining balance | $0 gift cards |
Wallets (or reloadable gift cards) |
Recurring membership data
Recurring memberships can be imported, with or without tokens.
Tokens are secure substitutes for sensitive payment information, allowing recurring payments without storing actual card details.
Token migration, though involving extra steps and often a fee charged by your current payments provider, allows for secure recurring payments without storing sensitive information. Typically, this involves contacting your provider, providing them with the tokens to be migrated, and the process can take a few weeks.
Manual tokenization is a simpler alternative, requiring guests to update their payment details during their next visit.
Importing recurring memberships with tokens is recommended only if you have more than approximately 300 recurring memberships.
$0 recurring memberships, which are sometimes used for friends and family of owners and employees, can't be imported. To offer a similar benefit, you can use fixed memberships instead with a 0$ cost.
What you can import | What you can't import |
|---|---|
Recurring memberships without a token easily | Recurring membership tokens directly. Must be migrated through current merchant who charges a fee for this service. |
Recurring memberships with a token (less easily, additional steps required) | $0 recurring membership costs (use a fixed membership instead) |
Stock data
Stock imports are limited to stock and add-on product types. Other product types are not supported.
Reporting categories cannot be imported along with stock and add-on products.
What you can import | What you can't import |
|---|---|
Stock and add-on product types | Any non-stock or add-on product types |
Company data
Company data, including names, tax codes, and contact information, can be imported as well as who the contact for the company is if that guest record exists.
What you can import | What you can't import |
|---|---|
Company name, tax code, and contact information | NA |