# A studio platform with a cutover built to move live members safely

Entry B06. Sector: Boutique fitness franchise. Status: in production. Delivered: 2026-07.
Source: https://ai.prospicience.in/work/studio-management-platform

For a boutique fitness franchise, we built a multi studio platform replacing legacy studio software: scheduling, memberships with e-signature, billing, point of sale, reporting and a member app. Its cutover tooling moves members with active subscriptions onto the new system anchored to their real next bill date, so nobody is charged twice.

## The challenge

Studios were locked into legacy software. Moving off it meant migrating members mid billing cycle, where one mistake charges a member twice for a period they already paid.

## Why it mattered

Members are the business. A double charge during a migration is the fastest way to lose one, and fear of that risk is what keeps studios on software that no longer serves them.

## What we built

- Built a staff system covering scheduling, memberships, billing, point of sale and reporting.
- Built a member app for self booking and check in.
- Built a repeatable importer with duplicate resolution, plus a reconciliation pass that compares agreements and balances.
- Added a staged cutover: a parallel run, go live gated on staff training, and a 60 day fallback window.

## The result

- One system for the whole studio day, from booking to billing to reporting.
- A member app for booking and check in, with streaks and badges that make attendance visible.
- A cutover runbook with a training gate enforced in the database and a 60 day read only fallback on the old system.
- In-flight subscriptions anchored to each member's real next bill date, rehearsed against a test billing provider before any live account.

## Built for trust

Subscriptions are migrated anchored to each member's real next bill date, not the cutover date, and balances are reconciled against a snapshot of the old system before go live. Go live itself is refused at the database level until staff training is confirmed.

## Automation at work

At every cutover, the importer and reconciliation pass take on the checking staff would otherwise do row by row: matching members, resolving duplicates and flagging every membership or balance where the old and new systems disagree. Staff decide on each flag before anyone goes live.

What it produces: duplicate flagged import rows, match, mismatch and unmatched reports, subscriptions anchored to each member's real next bill date, a go live gate tied to staff training.

- Re-running the import with a fresh export is safe, so each delta import starts from the last one instead of from scratch.
- The same runbook and tooling apply to the next studio, so every cutover reuses the rules the previous one proved.
- Mismatches surface before go live, when a fix is a correction rather than a refund.

How it works day to day: Staff upload an export from the old system. The tooling imports it, recognises records it has already seen and flags anything that does not match. Staff investigate each flag, and go live stays locked until training is confirmed.

## Figures from the delivered system

- applications: staff system and member app
- migration anchor: each member's real next bill date
- pre-cutover check: agreements and balances reconciled
- fallback window after go live: 60 days

## The technology

- One system for scheduling, memberships and billing
- A member app for booking and check in
- A cutover plan that moves members across without double charging them

### Technical notes

- Multi tenant data model across studios
- Idempotent importer with an identity map, so a re-run does not duplicate records
- Snapshot reconciliation reporting matched, mismatched and unmatched records before go live

## Questions

### How do you migrate members without double charging them?

Each in-flight subscription is recreated anchored to the member's real next bill date from the old system, so the new system does not bill until the period the old system already collected has run out.

### What happens if something is missed during cutover?

Reconciliation flags every mismatch in agreements or balances before go live, and the old system stays available read only for a 60 day fallback window afterwards.

### What does the platform cover?

Scheduling, memberships with e-signature, billing, point of sale, member communications and reporting for staff, plus a member app for booking and check in.

Capabilities: lead-generation-and-crm-automation, platform-migration.