Switching
You don't switch. You overlap.
Moving your bookings is the real cost of new software. So we carry it: we load your data, you run both systems for as long as you like, and you pay nothing until the day you switch over. After a few weeks of overlap, our first center was ready to leave its old system behind.
Five steps from first conversation to switching over
A conversation
YouTell us about your center, your current system, and what you'd like to make easier.
WeShow you how Retreat Keeper handles work like yours, and plan the move with you.
Your data
YouWe work together to figure out how to export your data.
WeLoad your bookings, contacts, rooms and rates, and set up your meal types and templates.
A walkthrough
YouWalk through your own bookings and daily tasks with us on a video call.
WeShow you where everything lives and adjust the setup with you.
Overlap
YouKeep recording bookings, changes and payments in your current system. Your staff practice in Retreat Keeper for as long as you like.
WeReload Retreat Keeper from a fresh export of your current system whenever you want it up to date. Help your staff along the way.
Switch over
YouChoose your switching day and review the final figures with us.
WeLoad a final fresh export, check open invoices, deposits and credits against your old system with you, turn on guest emails and online payments, and start your subscription that day.
How the overlap actually works
Your current system stays in charge
Until your switching day, staff keep entering every new booking, change, cancellation and payment there, exactly as they do now.
Fresh reloads, not syncing
We don't copy changes across one by one. Whenever you want Retreat Keeper brought up to date, we reload it from a fresh export of your current system, and once more on your switching day. Anything entered while practicing is simply replaced.
Everything is a training copy
Every Retreat Keeper screen, kitchen sheet and housekeeping board is current as of the last reload. The kitchen and the housekeepers keep working from your current system's sheets until you switch over.
The outside world is switched off
No emails go to guests, no invoices are sent, and online payments are disabled, so nobody receives a duplicate confirmation or a second charge. We turn those on when you switch over.
Money is moved line by line
Before you switch over, the office signs off a checklist. Nothing is netted into a single opening figure.
- Every open invoice exists in Retreat Keeper with the same reference and balance.
- Every deposit held is recorded as a deposit against its event.
- Every credit or overpayment is recorded as credit, with its origin.
- The totals match your current system to the cent.
- An aged-receivables report from each system is filed side by side.
We have moved a working retreat center this way.
Tell us what you run today and we will tell you what moving it involves. hello@semkosoftware.com