Complete contacts
Identity, contact details, address, language, date of birth, comments. Not just a name and an email address.
Migration
Change software without losing your data
What really holds clubs back from switching is almost never the price or the features: it is the fear of re-entering everything. Contacts, bookings, prepaid credit, memberships, levels — they come with you. We set up your club, we bring your database across, and you choose the day you switch over.
The transition at a glance
In practice, we are the ones who bring your database across — you follow every import from your back office, report included. And nothing is written to your database without approval.
The process
How a transition works
Six stages, only one of which takes up your time: the scoping meeting. We do the rest. The one real decision is yours — the day your bookings move to the new software.
- 2 hours to 2 days We set up your club Your courts, your opening hours, your membership plans, your quotas, your prices and the way you work are built into the software. That is our job, not yours — allow two hours to two days depending on how complex the club is.
- Optional Material to tell your players Slides, videos, visuals: everything you need to announce the change to your members. Some clubs have no need for it, others cannot do without — more on that below.
- Done by us Your data arrives Contacts, bookings, wallet balances, memberships, rankings and federation memberships are brought across from your export. We run the import; you follow its report from your back office. Most of your database arrives now — on cutover day, all that is left are the bookings taken in the meantime.
- Before the cutover Your players are invited They receive their invitation, set up their access and find their balance, their history and their level waiting for them.
- The day you choose The cutover We close bookings on your current software, bring across the ones taken in the meantime, and open on SportFinder. A quarter of an hour, and no double booking possible. It is the only moment you have to decide on — the diagram is just below.
- Done Transition complete Your club is running on SportFinder. Close support carries on for another thirty days.
These durations are those of the set-up and the cutover. The total duration depends on the size of your database and the platform you are coming from: we scope it in a demo, on your real export.
Cutover day
The two systems are never open at the same time
It is the question we are always asked: “what if a player books while you are switching over?” They cannot. We close one side before opening the other — and in between, we bring across whatever was booked in the meantime. Move the cutover day: the two windows never overlap.
On your current software, bookings stay open until cutover day, then they close. On SportFinder, they open at that moment, and not before. The two are never open at the same time.
Cutover day, in three moves
The order is not for show: it is what makes the operation short and safe.
01 We lock bookings close on your current software — from that point on, nothing moves behind us
02 We bring across the latest bookings your database has already been in place for days; all that is left is what has been booked since
03 We open bookings open on SportFinder, with your complete schedule, history included
A quarter of an hour, usually. And no double booking possible.
What makes it take longer, or not
The fifteen minutes are the time it takes to retrieve those last bookings and load them. What makes that vary comes down to one thing: how many bookings are already made for future dates at the moment we lock.
If your club already limits bookings to a few days ahead, there is that much less to bring across — and the cutover is even shorter. Conversely, a schedule open six months ahead takes a little longer. Nothing that gets in the way: it is something we look at together before setting the date.
Not sure of the right pace? That is exactly what we scope in a demo, on your real schedule. Ten days is our default, not a rule.
Stage 01, in detail
The full set-up plan
“We set up your club” means nothing until you unfold what lies behind it. Here it is in full — five stages, and what we ask of you at each one.
- The scoping meeting A video call to note down everything that makes your club what it is — the only stage where we really need you.
What we note down together
- Your courts — number, sport, indoor or outdoor, lighting.
- Your opening hours — opening, closing, seasons, annual closures.
- Your membership plans — what they give, to whom, and for how long.
- Your quotas — how many bookings, for whom, over what period.
- Your prices — off-peak and peak hours, weekends, bank holidays, members and visitors.
- The way you work — the house rules that are like no other club’s.
- The set-up We build the club in the software. Live with you, if you wish.
Why some clubs follow it live
Nothing obliges you to attend: it is data entry, and we do it on our side. The clubs that choose to follow it by video call get something else out of it — they see where each setting lives, and leave knowing how to change a price or a quota without calling us.
- The training Your team takes over the back office.
What the training covers
- The day-to-day schedule — creating, moving and blocking a slot.
- Payments — taking a payment, issuing a refund, finding a sale.
- Members and contact groups.
- Prices and quotas — changing them yourself.
- Statistics — where to read your occupancy and your revenue.
- The team — inviting a colleague with the right permissions.
- Opening your payment account The one that will receive your payouts. Everything is done online.
What to have ready
You fill in a guided form with Stripe, our payment provider: the club’s identity, bank details, supporting documents. No paperwork to post, no appointment to make. This is the account that receives your payouts — the commission and bank fees are set out on our pricing page, to the cent.
- Customisation The software takes on the club’s colours, not ours.
What can be customised
- Your logo and your cover image.
- Your colours.
- Your photo gallery.
- Your sponsors.
- Your content and descriptions — the club’s public page.
- Your services — what you sell beyond the court.
What comes with you
Your database comes with you
A successful migration is not a list of names: it is the history and the value you have built up that leave with you.
Booking history
Your history comes with you — and refunded bookings are set aside so they do not clutter it.
Wallet balances
Your players’ prepaid credit is transferred as a traceable transaction, with a duplicate guard so it is never counted twice.
Memberships
Current plans and their renewal dates, so your members are still members on cutover day.
Levels and affiliations
Padel and tennis levels to repopulate the internal ranking, membership numbers and rankings for the Belgian federations.
Controlled de-duplication
When a family shares an email address or a phone number, the tool asks you to decide rather than overwrite a record. Never a silent merge.
How much comes across depends on what your export contains: wallet balances and levels are brought across natively from a Playtomic export, and through the mapping wherever the export includes them. Bringing balances across requires a virtual wallet enabled on the club side.
The transfer, in practice
Five imports, and we are the ones who run them
Each area has its own wizard, and we run them one by one. You have nothing to prepare beyond your export — and you see everything: every import leaves a report you can read from your back office, showing what went through, what was set aside and what is awaiting a decision.
If these wizards are in your back office rather than in a tool reserved for our team, it is not to leave you the work: it is because they are simple enough for that. You can run one yourself, and start again as many times as you like — re-importing the same file duplicates nothing, it updates.
Works with every platform Preset imports Generic mode Support
Wherever you are coming from
Our import is built on column matching — a mapping — that adapts to the structure of any export. That is what makes it compatible with the main platforms on the market, with no custom development.
Ready for the common formats
Matchings are already wired in for Playtomic, iClub and TennisLibre: the tool recognises the source from your file’s headers and pre-fills the mapping. All you have to do is check.
And any other
For any platform without a preset — Doinsport, Gestion Sports and the rest — a generic mode lets each column of your export be matched to the right field. If the export contains a piece of data, the mapping can bring it across.
We do the heavy lifting for you
By default, we run the transfer, whatever the source — and some, such as Balle Jaune, go through an internal process in any case. The migration is supported from start to finish.
The platform names mentioned here describe how our import tool works with their export formats: it is a fact about our software, not a judgement on theirs. A plain UTF-8 CSV file, up to 20 MB, is all it takes to get started.
In detail
Nothing is written to your database blind
Here is what our team runs for you, area by area — and what you will find exactly the same on the day you want to do it yourself. Four steps, and one rule that does not depend on anyone’s goodwill: analysis and writing are two separate operations.
01 The file is uploaded a CSV export taken from your current platform
02 The columns are matched preset for known sources, column by column for the rest
03 The tool analyses, without writing anything duplicates detected, refunded bookings set aside, decisions flagged — everything stays on hold
04 Applying it, with full knowledge and only then is the transfer written to your database — the report keeps a record of it, which you can read on your side
Want to see it run on your real data? That is exactly what we do in a demo — on your export, not on a demo dataset.
After the cutover
Go-live day is not the day we leave you to it
The month after a cutover is when everything shows: the price someone forgot, the quota set too tight, the question nobody had asked. That is when we stay close.
Thirty days of close support
During the first month, we keep a close eye on your club: we review your settings, fix what is not working, and adjust whatever real use reveals.
Support by ticket
After that, every question goes in as a ticket from your back office. It is tracked, it has a thread, and it does not get lost at the bottom of an inbox.
A video call with an expert
When an issue will not fit in a ticket, you book an appointment and talk it through, screen shared.
Optional
And your players — who explains it to them?
Your database is across, your schedule is running. That leaves the question people rarely ask before signing: who explains the new tool to your members? In most clubs, nobody needs to — booking takes three screens and it all happens on its own.
But not every club is the same. If your members are not used to apps, two or three short videos do more than a notice pinned up at the desk. We can produce them in your club’s colours: your logo, your courts, your prices, your real schedule on screen. You send them to your members, post them on your social media or play them on the club’s screens — and a good share of the questions at the desk never come up. It is an option, not a must: we look together in a demo at whether your club needs it.
The three videos made for CTC La Calamine, a client club — in French, as they were filmed. They load from YouTube when you play them, not before.
Before you leave
The questions to ask any vendor
The best protection against a painful migration is to prepare for it on the way in and on the way out. Ask these questions of every tool on your list, ours included — our answers are written under each one. And to put amounts against them: work out what your software costs you today.
01 The day I leave, what do I get back, and in what format? SportFinder: a complete export of your data from your back office — contacts, bookings, transactions, statistics tables included; a large volume is prepared in the background and handed over in full. Reversibility is checked before you sign — ask us about it, contract in hand.
02 Does the transfer overwrite what I have already entered? SportFinder: no, never blind. You choose whether to complete existing records or update them, and an ambiguous duplicate triggers a decision instead of an overwrite.
03 Who runs the migration, and what do I stay in control of? SportFinder: we do, in practice — you have nothing to do beyond giving us your export. And you stay in control of what matters: every transfer leaves a report you can read from your back office, and the tool remains available there if you would rather run it yourself.
04 Does the value come across too, not just the names? SportFinder: yes — wallet balances, levels and affiliations are part of the transfer, depending on what your export contains. We check together on yours.
No commitment. You stay if it suits you; if not, we help you export your data.
Real clubs
Clubs that run their business with us today
Atomic Padel, Padel du Plateau and Padel Smash Gembloutois are among the padel clubs that run their business on SportFinder — in Belgium and in France. These clubs changed tools: their history and their player base came with them, through the import process described on this page.
Frequently asked questions
What we are asked before migrating
Will I lose my data when I change software?
No. SportFinder brings across your contacts and their details, booking history, wallet balances, padel and tennis levels and federation memberships. The transfer happens in controlled steps, your club stays in control, and nothing is written to your database without explicit approval: you do not start from scratch, and you do not replace anything blind.
Which platforms can I import my data from?
Our import module reads a simple CSV export. Imports are preset for Playtomic, iClub and TennisLibre — the source is even detected automatically from your file’s headers. For any other platform (Doinsport, Gestion Sports…), a generic mode matches each column of your export to the right field. And in some cases, such as Balle Jaune, our team takes the transfer in hand.
Is the migration automatic?
Neither magic nor one-click — and that is deliberate. The process takes four steps: the file is uploaded, the columns are matched, the tool analyses, then the transfer is applied. De-duplication is controlled: when two people share an email address or a number, the tool stops and asks you to decide rather than overwrite a record. In practice, we run this process for you; the tool remains available in your back office, with the report of each transfer.
Do my players’ prepaid credit and levels come across?
From a Playtomic export, yes: each player’s wallet balance is transferred as a traceable transaction (with a duplicate guard), and padel and tennis levels are brought across to feed the club’s internal ranking. From another platform, this data comes across through the generic mapping when your export contains it. Bringing balances across requires a virtual wallet enabled on the club side.
How long does a migration take?
Setting up your club takes our team two hours to two days, depending on its complexity. The cutover itself happens at your pace: you choose the day bookings move to the new software — ten days later by default, the same day if you are in a hurry. The operation itself takes a quarter of an hour: we close on one side, bring across what was booked in the meantime, and open on the other. The total duration, on the other hand, depends on the size of your database and the platform you are coming from — the most honest approach is to scope it together in a demo, on your real export.
I am still under contract with my current software: should I wait until it ends to prepare the switch?
No. The day your bookings change software is yours to choose: it can fall at the end of your current contract, even months from now. Your club’s setup and the transfer of your database are prepared beforehand; on switchover day, the operation takes a quarter of an hour, and the two systems are never open for bookings at the same time — no double booking is possible. The timeline that fits your contract end, we work out together in the demo.
And once the club is up and running, what if something goes wrong?
The thirty days after the cutover come with close support: that is the period when the last adjustments show up. After that, every question goes in as a ticket from your back office, where it is tracked and followed up; and when an issue will not fit in a ticket, you book a video call with an expert, screen shared.
How do I explain the change to my players?
Most of the time there is nothing to explain: booking takes three screens and your members find their way on their own. For clubs whose members are not used to apps, we can produce, as an option, short videos in the club’s colours — your logo, your courts, your prices, your real schedule on screen — to send to your members, post on your social media or show on the club’s screens. It is not a must: we look in a demo at whether your club would use it.
Am I tied in for a set period, and what if I leave one day?
There is no commitment: you stay because the software suits you, not because a contract holds you. The day you leave, your data remains yours — you export all of it from your back office, contacts, bookings, transactions, right down to the statistics tables, and a large export is prepared in the background before being handed over in full. It is also the question to ask any vendor, us included, before signing: the day you leave, what do you get back, and in what format? Reversibility is checked before committing, not after.
Coming from Playtomic? Our dedicated comparison sets out what changes for your players and your commission.
Let’s look at your migration on your real data
30 minutes to run the import on your export, ask your reversibility questions and see what your club gets back — before you commit to anything.
The trademarks mentioned (Playtomic, iClub, TennisLibre, Doinsport, Gestion Sports, Balle Jaune) belong to their respective owners and are cited for information only, to describe how our import module works with their export formats. SportFinder is not affiliated with, a partner of, or endorsed by these companies.