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A Bulk Transfer (also known as a Bulk Change) is the process of moving active Direct Debits from one provider to another so that you can continue to collect payments from your customers, without any disruption or need to re-request approval to do so. 

Although we refer to this process as moving from one provider to another, the bulk transfer process actually involves cancelling your customers’ existing mandate (a mandate is an authorisation to collect payment) through your current payments provider and then re-setting them up with your new provider on the same day

At ClubRight, we regularly speak to gym owners that are looking to switch Direct Debit providers. When we discuss the idea of a bulk transfer, it can understandably feel overwhelming. How are you supposed to organise a bulk transfer of hundreds of Direct Debit mandates? As well as taking care of all the other tasks gym owners are responsible for?

Sometimes this concern prevents gym owners from moving away from a service they’re not happy with, simply because they don’t need the stress. We get it. 

Switching software and payments providers doesn’t have to be a headache. We’re going to talk you through everything you need to know before you set the Bulk Transfer wheels in motion so that you can confidently go into the process with a clear understanding of what’s in store. In this context, we’ll be explaining the process of switching to one of our integrated partners, GoCardless.

What is a Direct Debit Mandate?

GoCardless has processed hundreds of bulk transfers and will work with you to manage the whole transition without causing any disturbance to your customers. Whilst your customers will need to be notified of the change in provider (as required by the Direct Debit scheme), they won’t need to do anything themselves. 

If you’re switching from another member management system and Direct Debit provider to ClubRight and GoCardless, we’ll connect the bulk transfer information to the member data that you provide us. The unique identifier (usually an email address and/or a membership number) is what links the mandate information to the member record, which will include information such as how much is being collected each month; when the last collection was made; future collection dates and the name of the membership plan your customer is on. 

It’s super important that the member data you give us is accurate and includes the unique identifier because the member record is not moved over as part of the bulk transfer process. You can obtain your members’ data from your current provider, which you will then format and upload into GoCardless. Note that email addresses are mandatory for all your Direct Debit customers.

The bulk change process usually takes between 4-6 weeks. Once the transfer has been completed on your agreed bulk change date, you can then set up your customers’ payment schedules again using GoCardless. Remember, you don’t need to wait until the bulk transfer has been completed to sign up new customers. Bulk transfers only affect those that have a membership direct debit in place with a previous payment provider.

This can sound like a stressful process, but it doesn’t have to be. When switching from a previous gym software provider and Direct Debit provider, GoCardless is offering an enhanced onboarding package for gym owners switching to GoCardless from another Direct Debit provider/member management software using their Bulk Change process. That means you’ll have your customers’ existing Direct Debits moved to GoCardless without disturbing your members and dedicated customer support on hand to help you through the process.

If you’re looking to move away from your current Direct Debit provider and Member Management Software, we can help. Our integration with GoCardless is simple, fast and seamless. You’ll have complete control over your memberships from day one, and any necessary bulk transfers can be completed using GoCardless’ VIP Onboarding Package, which is exclusive to gym owners that use ClubRight. 

For more information on how you can get started, speak to one of our product experts today by giving us a call on +44 (0)203 884 9777 or by booking a chat with us. You can also learn more about our integration with GoCardless here.

ClubRight & GoCardless