Switch from Vagaro to Who's In
Vagaro is salon/spa-first with fitness as a secondary use case. Per-staff pricing escalates as you hire instructors. Move to Who's In Studio at $15.83/mo billed annually flat — fitness-class-first design, unlimited staff, modern member experience.
Everything included in one simple plan. No credit card required to start.
Why organizers switch from Vagaro
Per-staff pricing escalates with team
Vagaro's pricing is per staff member. As you hire more instructors, the bill grows. A 6-instructor studio runs $150-$200+/mo before add-ons.
Who's In Studio is $15.83/mo billed annually flat — unlimited staff and instructors. Hire freely without bill escalation.
Salon/spa-first means fitness UX is secondary
Vagaro's UI is built for salon/spa workflows: appointments, hair colour notes, room bookings. Fitness-class workflows (waitlists, multi-class packages, drop-ins, family plans) feel bolted on.
Who's In Studio is fitness-class-first: drag-and-drop class scheduling, multi-class packages, drop-ins, automatic waitlist promotion, family plans included.
Salon-style add-ons create complexity
Vagaro's marketplace booking, online store, payroll, and inventory features inflate the surface area for fitness studios that don't need them.
Who's In Studio focuses on the fitness operational toolkit: class schedule, member portal, packages, drop-ins, check-in. Pair with QuickBooks / Xero for accounting; no marketplace upsell.
Step 1: Export from Vagaro
Get your data out
Export client list
In Vagaro admin, navigate to Customers > Export > CSV. Captures client name, email, phone, membership status, package balance.
Document class schedule + instructors
Calendar > Export. Capture recurring class schedule with instructor assignments + room allocations.
Export package + membership data
Memberships > Export. Captures package types, member balances, expiration dates, auto-renewal status.
Export revenue + ticketing data
Reports > Revenue. Export as CSV for accountant + studio financials.
Cancel Vagaro subscription on cutover
Once Who's In Studio is live, cancel Vagaro at the end of your billing cycle to avoid double-billing.
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 + instructor assignments
Drag-and-drop weekly schedule. Recurring classes with instructor + room allocations. Conflict detection.
Import client list
Members > Import. Upload Vagaro CSV. Map name, email, phone, package balance.
Configure packages + drop-ins + family plans
Multi-class packages, drop-ins, recurring memberships, family plans included. Stripe Connect Standard for payments.
Set up member portal + branded PWA
Members get a branded portal to book classes, manage packages, see schedule. Wallet pass for one-tap check-in.
Configure auto-waitlist + class reminders
Automatic waitlist promotion when spots open. Class reminders 24h + 1h before. SMS available via Zapier integration.
Feature Mapping: Vagaro to Who's In
| Vagaro Feature | Who's In Equivalent |
|---|---|
| Per-staff pricing | Flat $190/yr unlimited staff |
| Salon/spa-first UI | Fitness-class-first UI |
| Class scheduling | Drag-and-drop class scheduling |
| Multi-class packages | Multi-class packages + family plans |
| Drop-ins | Drop-ins + waitlist promotion |
| Member portal | Branded member portal + PWA |
| Stripe / square / Vagaro Pay | Stripe Connect Standard |
| Marketplace booking | Direct member relationship |
| Inventory / POS / online store | Pair with Shopify / Square POS |
| Payroll add-on | Pair with Gusto / QuickBooks |
| SMS reminders (paid) | 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 Vagaro?
Create your free account and start migrating in under ~3 hours. All features included.
No credit card required to get started.