Once you have decided to migrate from Optix to an easier-to-use and reliable platform, you can follow this simple guide on smooth migration.
Prerequisites
Have the subscription for your new app active. Schedule a quick demo to sign up.
Have access to the Optix Admin Portal to download all data on your users, such as names, emails, and plans.
Step 1. Export data from Optix
To seamlessly transfer all data to your new app, export your customers' list, plans, and other services.
To export this data from Optix, do the following:
Log in as an administrator to export data from Optix.
Export your customers: click Users from the left-hand menu > locate the user(s) for which you'd like to export data, and select the checkboxes next to their names (to select all, click the checkbox at the top left of the table) > click Export all from the blue bar that appears on the bottom of your screen.
Export your plans: click on Plans and All Plans on the left-hand menu > use the filter options at the top of your screen if necessary > select the checkboxes to the left of the account names you'd like to export > click the EXPORT button that appears on the top of your screen.
Export finalized invoice reports: click Invoices from the left-hand menu > select the checkboxes to the left of the invoices you'd like to export > click the 'ACTIONS' blue button that appears on the top of your screen > select which format you'd like (Generic, Zoho-compatible, or Xero-compatible) to start your .CSV file download.
Export other data such as booking, check-in data, and pending invoice item data via the Data Exporter App.
Step 2. Cancel memberships with Optix
To make sure that your customers are invoiced through your new app in the next month and are not double-charged through Optix, proceed in the following way:
One-two month before the future date of invoicing your customers, cancel memberships in Optix. For this, reach out to the Optix Support Team via email or by using the chat box in the Optix dashboard. Please, note that Optix requires 30 days notice to cancel an Optix account.
Notify your customers that the next invoice cycle will be done through the new system.
Step 3. Set up your web app
With your new app's intuitive interface, you can easily tailor your workspace to your requirements.
To continue, follow our simple "Get Started" guide (1-3 hours to add all data). Once you are ready, mass invite your members (up to 1 hour to upload everyone).
Remember that you can also set up your custom domain while customizing your web app. To proceed seamlessly with it, please remove the previous record created for Optix first, and then add a new one.
Get inspired with other incredible spaces and explore what content they add to the app 🔥
Step 4. Sync bookings
To make sure that your members and nonmembers book through a single app, transfer all future room bookings from Optix to your new app.
If all your room bookings were synced to Google Calendar with Optix earlier, enable two-way sync with a Google Calendar integration in your new app, and all room bookings will instantly appear in your app, which will help to move all bookings history into your app.
Step 5. Accept first bookings & payments through your new app
With everything set up, your members invited, and users' subscriptions created, your customers can explore the app:
Members receive their first invoices for the created subscriptions and make the first payment manually with their desired payment method.
Users with active subscriptions can book with expiring credits and use their plan's benefits.
All users can book by paying online via the connected payment gateway at any time.
To set up automatic invoice payments in the app while migrating from OfficeRnD, your members must manually make only the first payment for the invoice in the new app; therefore, they'll be set on auto-pay. After paying the first invoice online, all further payments will be fully automated by default.
Throughout the entire process, a dedicated happiness manager will be available to support you and answer any questions.
Step 6. Order branded mobile apps
Get fully white-labeled mobile apps for your space to improve user engagement and manage your workspace on the go. To proceed, do the following:
Submit a simple order form.
Wait for our team to inform you about your apps ready 🚀.
If you have any questions on the migration process, contact our support.