Phases of Migration

1. Pre-Migration

1. Conduct initial discussions with you to define your goals, targeted timelines, and set expectations.
   
2. Ask you to complete a Club & Loyalty Setup form to provide details of your structure.
3. Ask you to provide access to your origin system to ensure data readiness (or submit the CSVs below).
   
4. Confirm any required changes to your club structure or settings.

2. Migration Setup

Token migration lead times vary: Request payment tokens at least 2–4 weeks before your planned go-live. Some platforms (like Commerce7) may take 4–6 weeks to process. Please note that Winehub has no influence over the response times of external providers (like payment gateways and Stripe).

3. Data Preparation & Validation

4. Production Migration

1. Import the prepared data into your live Winehub environment.
   
2. Review, test, and integrate contracts to ensure they function correctly with Winehub.
3. Verify sending email address and DNS settings to ensure successful delivery of Winehub automated emails.
4. Configure Stripe as the secondary payment gateway and activate contracts in Shopify.
   
5. Work through any migration failures or anomalies with you.

5. Post-Migration

1. Conduct a follow-up session to address any remaining issues or migration failures.
2. Confirm the migration's success and ensure you’re ready to thrive with Winehub.
   
3. Get you scheduled for an 'onboarding' call with our Customer team.
   
   

About Payment Tokens

If your existing system stores saved credit cards (referred to as 'tokens') outside Shopify or Stripe, you’ll need to migrate them to Stripe in order to activate subscriptions in Winehub. Stripe is currently the only way we support for migrated payment details to be added to Shopify. It's important to highlight that you are responsible for initiating this token migration request, as only the legal account holder can authorise it. Here’s how it works:

Token Migration Workflow

1. Request payment tokens from your current gateway or provider. Clarify that the tokens are to be migrated to your new Stripe account.

2. Set up your Stripe account, then complete the Stripe Data Migration Form.

3. Invite support@winehub.io to your Stripe account so we can monitor progress and configure billing.

4. Once Stripe confirms token import, we handle the rest - including mapping cards to Shopify customers and activating contracts.
   

Due to the sensitivity of payment data, Winehub cannot request or access the token files before they arrive in Stripe. Your current gateway will work together with Stripe to transport the data. Please note that Winehub has no influence over the response times of these external providers.

What to Expect During Migration

Migrating from one system to another is a complex and highly detailed process - and we want to be upfront about what that means. No matter how advanced the tools or how experienced the team (and we’ve handled hundreds of these), data migration is never a simple copy-paste job. In reality, the data you're moving is often inconsistent, incomplete, or formatted differently across systems. Customer details might not match, addresses may be incorrect or poorly formatted, or payment methods missing. This is normal - and exactly what you’ve hired us to navigate.

Our goal is always to make this transition as smooth and seamless for you as possible. Here’s how we do that - and what to expect:

1. Migration Is a Process, Not a Push-Button Fix

We aim to migrate the bulk of your club contracts accurately and efficiently. However, it's rare that 100% of contracts will be perfectly migrated on day one. Post-migration, our team will work through any inconsistencies or anomalies - sometimes individually, one by one - to ensure every valid contract is up and running. We prioritise these according to each customer's next scheduled club run, so there’s no disruption to your operations.

2. Data Quality Matters (and It’s Often Outside Your Control)

We have no idea about the integrity of your source data until migration begins. Even when moving from the same platform, every winery’s data quality is different. Inconsistencies, formatting mismatches, and legacy errors are very common. While we’ll manage and correct as much as possible along the way, we rely solely on the source data that you and/or your current platform provides.

3. You’ll Need to Be Involved

As the primary account holder, you are responsible for liaising with your current provider(s) to access and supply the source data. If there are missing fields or discrepancies, we’ll flag these and provide clear guidance on what’s needed from you or your current provider(s). Your timely responses and assistance will help to keep things on track.

4. Stripe Is Required for Payment Migrations

The only supported method for migrating saved payment methods into Shopify is via Stripe. If you're not currently using Stripe, you’ll need to setup a new account and coordinate with their migration team and your existing payment provider to securely transfer your payment tokens to Stripe before we can transfer your club orders and setup your membership contracts in Shopify and Winehub. You’ll find more details here.

5. Our Migration Scope

We migrate active and paused club memberships only - this means only those customers with saved payment methods and an active or paused subscription. Any historic order, product or customer data you wish to retain should be migrated into Shopify separately, using a tool like Matrixify. You need to have your Shopify store setup and all club products loaded before we can commence phase 4 of the migration. If you would like cancelled club members migrated you will need to inform us of this prior to migration commencement. We cannot guarantee that cancelled memberships will be migrated accurately, especially if the data is older than 2 years. Note that including cancelled memberships in your migration will likely impact your costs. 

6. We’ll Keep You in the Loop

If anything doesn’t migrate correctly - due to data corruption, technical issues or platform incompatibility - we’ll give you a full report, and work with you on the best course of action. You’ll never be left guessing.

Handling Unresolved Migration Issues

Despite our best efforts, there are rare cases where we’re unable to resolve mismatches due to issues in the original data. A common example is a discrepancy between a customer’s email address in the eCommerce system and the one linked to their payment gateway.

In these cases - when all our automated and manual matching attempts have been exhausted - a winery staff member may need to manually validate the customer’s details. This involves confirming the correct information (e.g. the customer’s current email) and updating the relevant fields so the contract can be activated in Winehub. This process is simple and typically only affects a small handful of customers.

We will always provide clear instructions and guidance for any manual steps required - and we remain on hand to support you with any manual activity required.

Migration Checklist

This section only applies if you are providing the data via CSV instead of providing access to the current system.

When you are migrating your subscriptions from a 3rd party platform, please make sure you have as much of the below information as possible. Fields marked as optional help to lower complexity of migration and can reduce time. 
For any migration there are essentially two sets of data required.

1. Who is subscribed 
2. What they are subscribed to
   

This information can be provided in either a single flattened CSV file (if using fixed case options) or two separate CSV files (custom bottle options). If two separate files are provided, then there needs to be an ID column in both files that can be used to link the two together, we call this the legacy ID. 

In the "who is subscribed" file, the required columns are:

1. Legacy ID
   
1. Unique subscription ID to identity the subscription, can use auto incremented value if source system has none.
   
2. Cannot use customer ID as this is not unique to the subscription only the customer.
2. First Name
3. Last Name
4. Company (optional)
5. Email
6. Shipping Address 1
7. Shipping Address 2
8. Shipping City
9. Shipping Province/State
10. Shipping Country
11. Shipping Zip/Postcode
12. Phone (formatted with country code +614.... or 614...) (required if store requires phone)
13. Club Name
    
1. Preferably an exact match of the Club name in Winehub if set up, or the name you intend to use.
14. Club Frequency Name
    
1. Preferably an exact match of the Delivery Frequency name in Winehub if the clubs are set up, or the name you intend to use.
15. Club Billing Frequency Number (optional) (eg. 3 months or specific dates)
16. Club Billing Frequency Type (optional) (eg. Month)
    
17. Initial Created/Subscription Date (useful for tenure calculations) (ISO FORMAT YYYY-MM-DD)
18. Last Billing Date (optional)
19. Next Billing Date (ISO FORMAT YYYY-MM-DD)
20. Subscription Status (eg. ACTIVE, PAUSED, CANCELLED)
21. Current Total Product Cost (optional)
22. Current Total Delivery Cost (optional)
    
23. Delivery Currency Code (USD, AUD, GBP, EUR etc)
24. Current Total Overall Cost (optional)
    
25. Product SKU (if using one flattened CSV)
    
26. Product Quantity (if using one flattened CSV)
27. Product Currency Code (USD, AUD, GBP, EUR etc) (if using one flattened CSV)
28. Pickup (eg. YES, NO) (is the subscription for pickup?)
    
29. Date of birth (optional) (ISO FORMAT YYYY-MM-DD)
    
30. Delivery Instructions (optional)
    
31. Stripe Customer ID (optional) (cus_12345)

In the "what they are subscribed to" file, the requirements are:

1. Legacy ID
   
1. Links the subscription contract to the selected subscription product
   
2. If a customer is subscribed to three products and their subscription legacy ID was 1, the product csv would contain three rows with legacy ID 1 linking the products to the customer
2. Product Title (optional) (required if SKU AND Shopify Variant ID unavailable)
3. Product SKU
4. Product Shopify Variant ID (optional but helpful, SKU used if unavailable) (required if SKU unavailable)
5. Product Quantity
6. Subscription Price (optional, with or without discount applied. Can base off current Shopify product price if unavailable)
1. If not provided will default to retail price and club discounts will be applied during phase 4.
7. Currency Code (optional, store currency used if unavailable)

File naming example:

winehub-migration-customer.csv (who is subscribed)

winehub-migration-product.csv (what they are subscribed to)

See attached files below for example data

Please provide as much of the above information as possible to support@winehub.io along with your exported files.