How to Import GoCardless Mandates/subscriptions

Coacha allows you to seamlessly import your existing GoCardless mandates and subscriptions, making the transition to Coacha smooth for both you and your members. This is especially useful if you are moving over from another membership platform.

Your members won't need to do anything during this process, as the live Direct Debit mandate they already have in place with you will be transferred into Coacha automatically.

As part of this process, GoCardless subscriptions will be automatically cancelled and re-created during import. This ensures that going forward, Coacha is able to fully manage your subscriptions, including pricing and billing schedule. 

Using this feature, you can:

• Import your existing GoCardless customers' Direct Debit mandates
• Link active subscriptions to Coacha plans
• Notify members with an update email

Before you start

Make sure the following are in place before beginning the import:

• You are signed in as the club owner or an account with Club Admin permissions. 
• Your GoCardless account is connected to your Coacha Club
• The member has already been added to Coacha through import or by adding them manually
• You have set up your subscription plans in Coacha
• You know which member each mandate should be linked to
• You know which Coacha plan each subscription should be linked to

Importing mandates

Once everything is set up, you are ready to begin. We have made the transfer and import process simple and seamless.

1. Go to Money > Settings
2. Click Import Mandates and Subscriptions

You will now see a list of active GoCardless mandates that are not yet linked to members in Coacha. Where possible, Coacha will automatically match mandates to members using their email address.

3. Review each mandate
4. Select the linked member
5. Confirm or select the correct subscription plan, select "do not import" to not link the member to a subscription plan

Notifying members

You can choose to notify members once their mandate has been imported. 

This is important because members may receive emails from GoCardless about their subscription(s) being cancelled and re-created and this may cause confusion.

• Tick Email members after import to enable notifications
• Use the default system email or customise the message to match your club’s tone

Click 'Import' once you are happy with the selected imports and the email. You will be given the chance to review the following warning before being allowed to click import again. 

'GoCardless subscriptions imported into Coacha will retain existing payment schedule and pricing and may not match your Coacha plan settings.'

Important: This means the billing amount, frequency (e.g. weekly or monthly), and payment dates will remain exactly as set in GoCardless. These details will not update to match the settings of the Coacha plan you link them to. If there are any differences, the GoCardless subscription will take priority.

If you need to change any of these details, you should cancel the existing mandate in GoCardless and set up a new subscription for the member directly within Coacha.

Select Import to complete the process. You will then be shown your import history and the status of each import batch. 

If any items fail, use the error messages shown in Coacha to correct the data and try again. 

Understanding statuses

Batch statuses (whole import )
•    Queued: Waiting to start.
•    Processing: Currently running.
•    Completed: All done successfully.
•    Completed with Errors: Some items were completed, some had issues.
•    Failed: Batch could not be completed.

Mandate/subscription statuses (individual items)
•    Queued: Waiting to be processed.
•    Processing: Currently being processed.
•    Completed: Linked successfully.
•    Failed: Could not be linked.
•    Member Already Subscribed: No action needed; member already has that plan.
•    Retry: Coacha will try this item again later automatically.
 

Need Help?

If you need help importing your mandates please contact the support team at [e-mail]

Thank you!  

Coacha Team