Switch from Calendly to Who's In
Calendly is built for booking time with a person, not for selling places in a group class. Move to Who's In Studio from $19/mo: class capacity, waitlists, memberships, class packs, waivers and check-in.
Starter and Growth plans, each with a 14-day free trial.
Why studio owners switch from Calendly
Built for 1-on-1 meetings
Calendly schedules time with a host.
Class-first: per-class capacity, automatic waitlist promotion and booking windows.
No memberships or class packs
Selling packs and memberships means another tool alongside Calendly.
Memberships, class packs, promo codes and member trials, paid through your own Stripe account.
Payments and check-in elsewhere
Taking attendance means spreadsheets or another app.
QR check-in with an offline queue and Apple & Google Wallet membership passes.
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, pick Starter or Growth (14-day free trial) and add your studio name, logo and colours. Your public booking page is live at whos-in.app/s/your-studio straight away.
Connect Stripe
Onboard with Stripe Express in a few minutes, or link an existing Stripe account. Member payments are charged on your own Stripe account with a 0% Who's In fee.
Build your weekly timetable
Add rooms with capacity, then drag classes onto the weekly schedule with instructors and capacity. Classes repeat weekly or run once, and room and instructor clashes are flagged.
Set a minimum headcount if you want under-booked classes to cancel themselves before start.
Create memberships and class packs
Memberships billed weekly, monthly or annually, class packs (a 1-class pack lets a casual visitor pay for one class online), promo codes and optional free member trials of up to 90 days.
Import your members
Upload a CSV with each member's name and email. Then set any remaining class-pack balance on the member's profile.
Upload your waiver and invite instructors
Add your waiver as text or a PDF; members accept it before their first booking. Invite instructors with their own staff login and set how they are paid.
Tell your members
Send an announcement email with your booking link and share it on WhatsApp or Instagram. Members on recurring billing re-subscribe to your new plan through your Stripe account.
Time each recurring member's switch to their next billing date, and cancel the old subscription, so nobody is charged twice.
Feature Mapping: Calendly to Who's In
| Calendly Feature | Who's In Equivalent |
|---|---|
| 1:1 appointment booking | Not included (run privates as capacity-1 classes) |
| Class scheduling | Weekly timetable with rooms, capacity and clash checks |
| Client list | Member CRM with CSV import (name and email), notes, tags |
| Memberships | Memberships billed weekly, monthly or annually |
| Class packs | Class packs, including single-class passes |
| Drop-in payments | Recorded at the front desk (sell a 1-class pack online) |
| Waitlists | Automatic waitlist promotion |
| Reminders | One email reminder about 24 hours before class |
| Waivers | Versioned waivers enforced at booking |
| Check-in | QR check-in with an offline queue, Apple & Google Wallet membership passes |
| Staff | Instructor logins, public pages and pay calculation |
| Reports | Attendance, no-show, MRR/ARR and retention analytics |
| Branded app | Installable booking page (no app store) |
| Retail / POS | Not included |
Total migration time: ~3 hours
Most studio owners complete their migration in a single sitting. No technical skills required.
Migration FAQ
Ready to switch from Calendly?
Start your 14-day free trial and migrate in under ~3 hours.
14-day free trial on every paid plan.