Switching to TidyHQ
Switch without losing a renewal
Bring your member list across with every expiry date intact. Run TidyHQ free alongside your current system until the committee signs off.
Free plan, unlimited members, no credit card. Used by 10,000+ clubs and associations.
Five steps, in this order
The order matters. Fields and levels first, then contacts, then memberships. Do it that way and the import does the rest.
- 01
Export what you have
Download a CSV from your current system, or save your spreadsheet as CSV. Write years with four digits. Excel likes to shorten them, and a 2-digit year is the most common reason an import goes wrong.
Getting dates right - 02
Set up your fields and membership levels
Add a custom field for anything beyond name and email: playing number, Working with Children Check, emergency contact. Then create your membership levels to match the ones your members already hold.
- 03
Import your contacts
Upload the CSV, tag everyone with a group, and match each column to a field. For family memberships, import the adults first so the children link to the right parent.
Importing contacts - 04
Put members on their levels, dates intact
Bulk-import the group into each membership level with their existing start and end dates. Switch off expiry and renewal emails first, so nobody gets a renewal notice halfway through.
Importing members - 05
Check it, then switch on renewals
Spot-check a few members against your old list, run a test renewal on yourself, then turn renewal emails back on. Your members renew through TidyHQ from their next due date.
Nothing changes until you say so
Run both systems side by side
The Starter plan is free with unlimited members and no expiry. Keep your current system running until the committee has seen TidyHQ work with your own data.
Undo an import
If a column landed in the wrong field, roll back an import of new contacts within a week and run it again.
Rolling back an importNo surprise emails to members
Renewal and expiry messages stay off until you turn them on. Your members hear from TidyHQ when you decide, not when the import finishes.
Coming from another platform?
Each comparison says where the other platform is stronger, so you can decide with the full picture.
Questions secretaries ask before switching
How long does it take to switch to TidyHQ?
The import itself is self-serve, so it runs on your timetable rather than a migration queue. The time goes into tidying your spreadsheet and deciding on membership levels. If your data is already clean, you can have members on their levels the same day.
Do our members have to sign up again?
No. You import them with their existing membership dates. They get an email from TidyHQ only when you switch renewal messages on, and they renew through TidyHQ from their next due date.
What happens to members who pay by saved card?
Saved card details stay with your old payment provider and cannot be copied across. Members add a card the first time they pay through TidyHQ, usually at their next renewal. Tell them it is coming in your committee newsletter so it is not a surprise.
Do we have to cancel our current system first?
No. TidyHQ Starter is free, so you can import your members and test everything while your current system keeps running. Cancel the old one once the committee is happy, ideally lined up with the end of your current contract.
Can someone walk us through it?
Yes. Book a demo and we will look at your current setup with you, help you map your membership levels, and point out anything in your export that needs fixing before you import.
Your members, on TidyHQ, before the next renewal round
Start on the free plan, import your list, and show the committee their own club running in TidyHQ.
No credit card required. Set up in minutes.