Free checklist

Sports software migration checklist

Use this before you move your organization to new software, whichever software you choose. Tick items as you go, then print the ones left.

Updated October 2, 2026. Nothing you type is saved or sent.

How to use it

Tick each item, add your organization's name for the print header if you want it, and use "Print what is left" for the items still open.

0 of 29 done

Ticks stay only while this page is open.

Organization name (optional)

Printed at the top of the checklist. It stays on this page.

Decide first0 of 5
- List every tool you use and what each one holds.
- Name one person responsible for the switch.
- Choose a switch date in your quietest weeks.
- Decide your booking rules: how far ahead people can book, training days, holidays and closures, whether a membership is needed to book, whether members can book while unpaid, and whether you want a waitlist.
- Define your membership plans: price, how often they are billed, and sessions per period.
Members and families0 of 4
- Export your member list from your current tool.
- Check each athlete has contact details, date of birth, focus or sport, goals, past injuries, current limitations, guardians, an emergency contact and a plan.
- Mark the children who should get their own login.
- Remove duplicates and outdated contacts.
Staff0 of 4
- List your staff and the role each one needs (for example owner, admin, coach or intern).
- Note anyone under 18.
- Gather certifications, background check dates and their files.
- Decide what coaches and interns should be able to see.
Training0 of 3
- List the programs and templates to rebuild.
- List your exercises and any demo video links.
- List your groups and teams, with their leaders.
Schedule0 of 2
- Write down your recurring sessions: day, time, capacity, location or online link, and coaches.
- List holidays and closures for the season.
Billing0 of 4
- List open balances to carry over as invoices.
- Note your tax rate and registration number.
- Record who pays for each athlete (a parent, or one payer for a group).
- Decide when recurring invoices should go out.
Tell families0 of 3
- Explain what is changing and when.
- Show them what the invitation email will look like.
- Explain how to add the app to their phone's home screen.
Go live0 of 3
- Invite staff first, then families.
- Check each invitation before it is sent.
- Check the first week's bookings and invoices.
After the switch0 of 1
- Keep old records according to your own retention policy before you close old tools.

How it works

The items mirror what any club software needs to run a club: member and family details, booking rules, plan details, staff roles, programs, the schedule and billing. There are no time estimates and no statistics.

Limits

This is not legal advice on data retention or consent. Keep records as your own policies and local law require. The steps apply to any switch, not only to POWA.

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Sports software migration checklist

How to use it

How it works

Limits

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