Totality for gym owners

File formats and columns

Which files the import accepts, the columns each import type needs, how dates and statuses are read, and how to export from PTminder, ABC Trainerize and Mindbody.

This page is the reference for the Import wizard: what to put in your spreadsheet so everything comes across cleanly.

File types#

CSV (comma separated values), the most common export format
XLS and XLSX (Excel workbooks)
Exports that come out of a button called "Export" but are really a web table or tab separated text. Mindbody does this. The wizard reads these as they are.

The first row must be your column headings. Each row after that is one record. Up to 2,000 rows per run.

Columns for each import type#

Bold fields are required. Column names in your file do not have to match exactly: the wizard guesses, and you can fix any match on the Map Columns step.

Clients#

Field	Notes
Full Name	One column with the whole name
Email	Must be a real email address. Used as the login
Phone
Date of Birth	See dates below
Membership Status	active, inactive, lead or cancelled (see statuses below)
Member Since Date	Their start date
Emergency Contact Name
Emergency Contact Phone
Assigned Trainer	The trainer's full name or email, exactly as it is in Totality

Trainers / Staff#

Field	Notes
Full Name
Email	Used as their login
Phone
Role	Optional. Everyone is imported as a trainer. See the note below
Hire Date
Certifications	Comma separated, for example First Aid, Cert IV

Payment History#

Field	Notes
Client Email	Matched to the member with that email
Date
Amount	Dollars, for example 29.00
Description
Payment Method	cash, card, bank transfer or other
Status	paid, pending, failed or refunded

Membership Types#

Field	Notes
Name	For example Unlimited
Price	Dollars. Blank imports as $0
Billing Cycle	Use weekly, fortnightly, monthly, quarterly or yearly
Session Count	Optional number

Attendance / Sessions#

Field	Notes
Client Email
Date
Session Name	For example Strength Circuit
Status	attended, no-show, cancelled or late-cancel

Documents / Waivers#

Field	Notes
Client Email
Document Type	waiver, health-questionnaire, contract or other
Signed Date
Expiry Date
Notes

Dates#

Dates are read the Australian way, day first:

03/04/2025, 3/4/2025 and 3/4/25 are all 3 April 2025. You can use / - or . between the numbers.
2025-04-03 (YYYY-MM-DD) works too.
A date with the month written out, like 3 April 2025, is read as written.
Two digit years up to this year are 2000s, later ones are 1900s, so a birthday of 15/6/90 is 1990.
Real date cells in an Excel file come through correctly whatever format they show in.

If a date cannot be a real date (for example 31/02/2025) it is left empty.

How statuses are read#

The wizard looks for words in your status columns, so most systems' wording works:

Your file says something like	Saved as
cancelled, cancel	Cancelled
inactive, suspended, frozen	Inactive
lead, prospect, trial	Lead
anything else, or blank	Active

For payments: fail or declined is Failed, refund is Refunded, pending is Pending, anything else is Paid. Payment methods: cash; bank, EFT or transfer; card, credit, debit or Stripe; anything else is Other. For attendance: no or absent is No-show, late or cancel is Late cancel, anything else is Attended.

Exporting from other systems#

PTminder#

Log in to your PTminder account.
Go to Reports in the left sidebar.
Select Client List and download it as CSV.
Go to Reports, then Payments, and download as CSV.
Go to Reports, then Attendance, and download as CSV.
Upload each file separately, one import run per file. Use the PTminder type for the client list, Payment History for payments and Attendance / Sessions for attendance.

ABC Trainerize#

Log in to ABC Trainerize on the web (not the mobile app).
Open the Clients tab in the left-hand menu.
Select all clients, or tick just the ones you want to bring over.
Click the Export icon to download a CSV.
In Totality, open the ABC Trainerize guide on the Import screen and tap Start Client Import, then upload that CSV.

This export only includes first name, last name, email, phone and trainer name. It has no workout history, programmes or weight logs, and Trainerize does not offer a self-serve export of those. Keep your Trainerize account active, or ask their support for a manual export, if you need that history.

Mindbody: members#

Log in to Mindbody and open Insights, then Reports, from the left navigation.
Click the Clients category tile, then open Mailing Lists.
Change the report type dropdown to Email List. Do not use "Mailing List": it looks like the obvious choice but has no email addresses.
Click Generate, then the small XLS icon above the results to download it.
In Totality, tap Start Client Import in the Mindbody guide and upload the file as it is.

The Email List covers name, phone and email. It does not include membership status or start date. Those are optional, so the import still works. Fill them in per member afterwards, or ask Mindbody support about their paid export if you need them in bulk.

Mindbody: payment history#

In Mindbody, go to Reports, then Sales.
Filter by date range or location if you only want part of it.
Click Export to download the sales CSV.
In Totality, tap Start Payment Import in the Mindbody guide and upload the file. Mindbody's column names are not recognised automatically for this report, so match client email, date, amount and the rest yourself on the Map Columns step.

Any other system#

Most gym software can export a client list to CSV or Excel. Use the Clients type and match the columns. If your system only gives you a PDF or you are stuck, email the export to admintotality@gmail.com and we will help.

Questions#

My file has a column the wizard does not know. Will it break?

No. Columns you do not match are ignored.

Can I import a file with first and last names in separate columns?

Join them into one Full Name column first. See the tip above.

Do I need the Membership Status column?

No. Without it, members come in as active.