Switch from Calendly to Who's In
Calendly is built for 1:1 appointments, not group classes. Studios using Calendly for class signups hit walls fast: no class capacity, no packages, no family plans, no member portal. Move to Who's In Studio at $15.83/mo billed annually flat — purpose-built for fitness studios.
Everything included in one simple plan. No credit card required to start.
Why organizers switch from Calendly
Calendly is 1:1 — group classes hit walls
Calendly is excellent for booking 1:1 calls. For group fitness classes, the model breaks: no per-class capacity caps, no waitlist promotion, no booking-window logic for 24h-before reminders, no instructor-vs-class separation.
Who's In Studio is class-first: per-class capacity, automatic waitlist promotion when spots open, multi-instructor allocations, booking windows, late-cancel fees. Designed for the group-class workflow from the start.
No packages, memberships, or family plans
Calendly has paid plans for the host (per-seat pricing), but no concept of attendee packages (5-class, 10-class), recurring memberships, drop-ins, or family plans. Studios end up tracking these in Excel + processing payments outside Calendly.
Who's In Studio bundles multi-class packages, recurring memberships, drop-ins, family plans, and trial offers. Stripe Connect handles payments natively. One platform for booking + payments + member management.
No branded member portal or community
Calendly is a scheduling tool, not a member experience. Members book via a Calendly link, then disappear. No portal to see their package balance, upcoming classes, or studio updates. No CRM, no member feed, no community.
Who's In Studio's branded PWA gives members a portal — book classes, manage packages, see upcoming sessions, message the instructor, see studio updates. Your brand, your domain, your members.
Step 1: Export from Calendly
Get your data out
Export upcoming bookings
In Calendly admin, navigate to Scheduled Events > Export > CSV. Captures booked sessions with attendee name, email, phone, time slot.
Document recurring class patterns
If you set up recurring slots in Calendly, document the pattern (which days, which times, instructor assignments) for replication.
Export contact list
Calendly doesn't have a built-in CRM, but you can extract contacts from the Scheduled Events export. De-duplicate by email for a clean import.
Document pricing + payment flow
If you used Calendly's Stripe / PayPal integration, note the pricing tiers + which sessions had payment requirements. Calendly doesn't track packages, so you're starting fresh on package logic.
Cancel Calendly subscription on cutover
Once Who's In Studio is live and members are migrated, cancel Calendly at the end of your billing cycle.
Step 2: Set up on Who's In
Get running in minutes
Create your Who's In Studio
Sign up at whos-in.app/studio. Add studio name, branding, custom domain.
Build class schedule + capacity
Drag-and-drop weekly schedule. Set per-class capacity, instructor assignments, booking windows, late-cancel fees. Conflict detection.
Import contact list
Members > Import. Upload Calendly CSV. Map name, email, phone. Members get a one-time email with their Wallet pass.
Configure packages + memberships
Multi-class packages (5-pack, 10-pack), recurring monthly memberships, drop-ins, family plans, intro offers. Stripe Connect Standard for payments.
Set up branded member portal
Members get a branded portal to book classes, manage packages, see schedule. Wallet pass for one-tap check-in.
Configure waitlist + reminders
Automatic waitlist promotion when spots open. Class reminders 24h + 1h before. Late-cancel fees + no-show tracking.
Feature Mapping: Calendly to Who's In
| Calendly Feature | Who's In Equivalent |
|---|---|
| 1:1 appointment booking | Group class booking with capacity |
| Per-host pricing | Flat $190/yr unlimited staff |
| No class capacity caps | Per-class capacity + waitlist |
| No packages or memberships | Packages + memberships + drop-ins |
| No family plans | Family plans included |
| No member portal | Branded member portal + PWA |
| Stripe / PayPal integrations | Stripe Connect Standard |
| Booking page | Branded studio platform |
| Calendar sync | Calendar sync + Wallet pass |
| No member CRM | Built-in member CRM |
| Email reminders | Email reminders + WhatsApp via Sent.dm (members with WhatsApp opt-in) |
| Limited integrations | Zapier (REST API + OAuth) |
Total migration time: ~3 hours
Most organizers complete their migration in a single sitting. No technical skills required.
Migration FAQ
Ready to switch from Calendly?
Create your free account and start migrating in under ~3 hours. All features included.
No credit card required to get started.