Changing booking software feels risky because it touches every client, every pass and every membership at once. This page explains exactly what we migrate, what we do not, how the Stripe membership takeover works, how to handle the notice period with your current provider, and what to tell your clients. If anything about your setup is unusual, email support@kriya.com.au before you start and we will map it out with you.
Which systems can you switch from?
Any of them. If your current software can export a spreadsheet of clients, or you can build one yourself, we can import it. The only thing that changes between platforms is how memberships move across, and that depends on the payment processor behind your current system, not the software itself.
Jump to your platform:
- Mindbody
- Momence
- WellnessLiving
- Glofox
- Punchpass
- TeamUp
- Acuity / Squarespace
- Clubworx
- Vagaro / Zen Planner / Square
- Spreadsheets & paper
You own the Stripe account
Best case. Clients, passes and active memberships all carry over. Renewals continue unchanged.
- Punchpass
- TeamUp
- Momoyoga
- Ubindi
- OfferingTree
- Gymcatch
- Bookwhen
- Bookeo
- SimplyBook.me
- Setmore
- Acuity Scheduling
- Squarespace Scheduling
- Calendly
- Nabooki
- Cliniko
- Gymdesk
- Walla
- Mariana Tek
- Wix Bookings (Stripe)
Stripe, set up by the platform
Usually possible. We check your Stripe dashboard first and confirm in writing what will carry over.
- Momence
- Arketa
- Hapana
- bsport
- Zen Planner (PaySimple)
- Fitli
- Union.fit
Different payment processor
Clients and passes carry over. Memberships are rebuilt at the same price and clients save a card once.
- Mindbody
- WellnessLiving
- Glofox
- Vagaro
- Clubworx (Ezidebit)
- Square Appointments
- Fresha
- Timely
- Pike13
- GymMaster
- Virtuagym
- Xplor / Fitbox
- Spreadsheets & paper
Not sure which group you are in? Log in at dashboard.stripe.com. If you can see your clients under Customers and their memberships under Subscriptions, you own the Stripe account and the full takeover applies. If you have never had a Stripe login, or your platform paid you through its own merchant account, you are in the third group. If you are unsure, send us a screenshot and we will tell you.
Groupings are based on each platform's published payment documentation and may change. Some platforms offer more than one processor, and older accounts are sometimes set up differently, so we always check your actual account rather than assuming.
What we migrate, and what we do not
| Data | Your own Stripe account | Platform Stripe or other processor |
|---|---|---|
| Client profiles Name, email, phone, DOB, address, notes, emergency contact |
Imported | Imported |
| Active passes and remaining visits 10-class packs, intro offers, term passes, with expiry dates |
Imported | Imported |
| Recurring memberships Weekly, fortnightly or monthly auto-renewals |
Taken over. Same date, price and card | Rebuilt at the same price. Client saves a card once |
| Saved cards | Stay on your Stripe account and keep working | Cannot be transferred between processors. Card networks do not allow it |
| Payment history | Stays in your Stripe dashboard | Export reports from the old system before access ends |
| Timetable, teachers, rooms, pass catalogue | You create these in the dashboard. Most studios finish in an hour | You create these in the dashboard. Most studios finish in an hour |
| Upcoming bookings | Clients rebook on the new timetable. Talk to us about enrolled courses or terms | Clients rebook on the new timetable. Talk to us about enrolled courses or terms |
| Past attendance history | Not migrated. Keep an export | Not migrated. Keep an export |
| Signed waivers | Keep the old PDFs. Clients accept your waiver again on first booking | Keep the old PDFs. Clients accept your waiver again on first booking |
On mobile, each row is shown as a card with both scenarios labelled.
How the Stripe membership takeover works
This is the part studios worry about most, so here is the mechanism in plain terms. When your current software charges a membership, it does so by creating a customer, a saved card and a subscription inside your Stripe account. Those three objects belong to your Stripe account, not to the software. CoreBookings connects to the same account and picks them up.
- Connect the same Stripe account. In CoreBookings go to Settings → Payments → Connect Stripe Account and sign in with your existing Stripe login. Do not create a new account. Stripe allows more than one platform to be connected at once, so your old software keeps working during the overlap.
- Create your memberships in CoreBookings with the same names, prices and billing frequency you charge today. This is what the imported subscriptions attach to.
- We match and link. Using your client export, we match each imported client to their Stripe customer and link their active subscription to the matching CoreBookings membership. You get a summary to check before anything goes live.
- Go live. From that point CoreBookings manages the subscriptions. The next renewal charges on the date it always would have, for the amount it always has, to the card already on file. Payouts continue to the same bank account.
- Close the old platform. Only after we confirm the takeover, cancel your old subscription and revoke the old platform's access in Stripe under Settings → Authorized applications.
What your clients experience
- No new card entry and no new sign-up form
- No missed or duplicated charge, and no failed-payment emails
- Their membership shows in the CoreBookings app with the same price and next billing date
- One email from you with the new booking link and a login button
Three things not to do before we confirm
- Do not create a new Stripe account. Your saved cards and subscriptions cannot follow you to a new one. This is a Stripe and card-network rule, not a CoreBookings limitation. If your business details have changed, update them inside the existing account instead.
- Do not close your old software account first. Some platforms cancel every Stripe subscription they created when you cancel with them. Ask them in writing to leave subscriptions in place, or cancel only after our confirmation.
- Do not revoke the old platform's Stripe access yet. Revoking early can interrupt a renewal that falls during the overlap.
If your current platform does not use your Stripe account
Mindbody, WellnessLiving, Glofox, Vagaro, Clubworx and similar platforms bill through their own merchant arrangement. Saved cards cannot move between processors, so your members need to save a card once in CoreBookings. Here is how we keep that painless:
- We import each member with their membership recorded, so you can see who has and has not saved a card.
- We rebuild the membership at the same price and set the start date to their next billing date, so nobody pays twice.
- You send one email with the login link, and the app prompts members to save a card before their next renewal. A template is below.
- Anyone who has not saved a card by renewal can still book. Pay Later and cash or EFTPOS recording are on every plan, so nobody is turned away at the door while the switch settles.
- Most studios have the majority of members converted within two weeks by mentioning it at the start of class.
The switching timeline
A realistic plan for a studio that wants a clean cutover. Compress it if you are in a hurry; most steps are shorter than they look.
-
Day 1
Start the free trial and build your studio
Sign up for the four-week trial with no credit card. Add your business details, location, teachers, class types and timetable. Create passes and memberships with the same names and prices as your current system. The dashboard checklist tracks the four steps that make your studio bookable, and most owners finish in under an hour. See how long it takes to go live.
-
Day 1
Connect Stripe
Settings → Payments → Connect Stripe Account. Sign in with the account you already use if you have one. New to Stripe? Setup takes about ten minutes and you can take payments as soon as it shows connected. Setting up Stripe.
-
Day 1 to 2
Check your current contract and export your data
Find the renewal date and notice clause on your order form. Export clients with pass balances, plus any attendance, sales or tax reports you want to keep. Coming from Mindbody? The reports to use are listed in exporting from Mindbody Online.
-
Day 2
Email us the export
Send the spreadsheet to support@kriya.com.au with your studio name and the date you want it live, at least three working days ahead. Include first name, last name, email, pass name, visits remaining and expiry. Phone, date of birth, notes and emergency contact are welcome. If you cannot get the export into shape, send what you have and we will sort it.
-
Day 3 to 5
We import and you spot-check
We load clients and passes, and link Stripe subscriptions where they exist. You open Clients, check a handful of profiles and their Active Passes, and log in as a test client on your phone. Book a class, cancel it, buy a pass and refund it, and issue a private health receipt if your clients claim.
-
Go-live day
Switch the booking link
Change the Book Now button on your website, Instagram and Google Business Profile to your CoreBookings link or embed the widget. Send the client email. Put a sign at reception. Bookings made before today on the old system are honoured by you, so keep the old timetable visible to staff for a week.
-
After go-live
Close the old account
Once your first renewals have gone through in CoreBookings and you have your archive exports, cancel the old platform in writing and keep the confirmation. If it used your Stripe account, revoke its access in Stripe. Check your bank statement for the next two months to make sure the old fee stops.
Platform-by-platform notes
Your contract, not the vendor's website, is the source of truth. Pull out the order form and look for the term length, the renewal date, the notice period and any early-exit fee. Below are the specifics we see most often. Being inside a notice period is not a reason to wait: set CoreBookings up now, import clients and test during the trial, then go live the day your notice ends. If the notice period is longer than the trial, tell us and we will extend it so you are not paying two subscriptions.
Switching from Mindbody
Export: Mindbody has no single report with everything. Use Visits Remaining for pass balances, plus Mailing Lists and Last Visit for contact details and the last pass used. Full steps in exporting from Mindbody Online.
Payments: Mindbody Payments is a bundled merchant arrangement, not your Stripe account. Members save a card once in CoreBookings.
Contract: cancellation is generally unavailable in the first 90 days unless the order form says otherwise, fixed terms run to the end, and at least 30 days' notice is required. The comprehensive data export is a paid service for cancelling customers, so pull your reports while you still have access. More in CoreBookings vs Mindbody.
Switching from Momence
Export: export your customer list and membership report from the Momence dashboard, or ask Momence support for a client export with remaining credits.
Payments: Momence has you create a Stripe account from its own Get Paid page. You can usually log in to that account at dashboard.stripe.com. Send us a screenshot of your Customers and Subscriptions pages and we will confirm whether a full membership takeover is possible before you commit.
Contract: month to month, but owners on Reddit report being charged after cancelling. Get the cancellation confirmed in writing and watch your card statement for two months. More in CoreBookings vs Momence.
Switching from WellnessLiving
Export: export clients, active passes and memberships, and any attendance or sales reports you want to keep, before your access ends.
Payments: in Australia WellnessLiving processes through QuickPay (PayChoice), not your Stripe account. Members save a card once in CoreBookings.
Contract: business terms auto-renew for 12 months unless you give 30 days' written notice before the renewal date. Month-to-month plans also need 30 days' written notice, and leaving a discounted term early can trigger a fee. More in CoreBookings vs WellnessLiving.
Switching from Glofox
Export: export your member list and membership or credit reports from Glofox's reporting area.
Payments: Glofox Payments is bundled processing through ABC Fitness, so saved cards do not move. Members save a card once in CoreBookings.
Contract: check your order form for the term length and notice period, and give notice in writing.
Switching from Punchpass
Export: export your customers with pass balances from Manage → Customers.
Payments: Punchpass connects to a Stripe account you own, and its own help centre notes that memberships reactivate when the same Stripe account is reconnected. That is exactly the setup our full takeover relies on: same account, same subscriptions, no change for members.
Contract: month to month. Cancel after we confirm the takeover.
Switching from TeamUp
Export: export customers and membership reports from the TeamUp dashboard.
Payments: TeamUp card payments run through your own Stripe account, so memberships billed by card carry over in full. Members billed by direct debit rather than card save a card once in CoreBookings.
Contract: month to month. Cancel after we confirm the takeover.
Switching from Acuity or Squarespace Scheduling
Export: export your client list and any packages or gift certificates with remaining sessions. We convert packages to passes.
Payments: if you chose Stripe as your processor, it is your own account and subscriptions carry over. If you chose Square or PayPal, clients save a card once.
Contract: month to month. Acuity is appointment-focused, so expect to rebuild your timetable as classes rather than appointment types.
Switching from Clubworx
Export: export members with membership status and any class credits.
Payments: in Australia Clubworx bills through Ezidebit direct debit and card. Ezidebit mandates cannot move to another system, so members save a card once in CoreBookings. Plan the switch for the start of a billing cycle so nobody is debited twice, and tell Ezidebit in writing to stop the old schedule.
Contract: check your plan terms and cancel in writing after go-live.
Switching from Vagaro, Zen Planner or Square Appointments
Export: export clients and membership or package reports from each platform's reporting area.
Payments: Vagaro Pay, Zen Planner's Daxko or PaySimple processing, and Square are all separate from your Stripe account. Members save a card once in CoreBookings. Square terminals still work for walk-ins alongside CoreBookings; see using Square with CoreBookings.
Contract: check your order form for the term and notice period.
Switching from spreadsheets, paper or messages
Export: make one sheet with first name, last name, email, pass name, visits remaining and expiry for everyone who currently holds a pass. That is the whole import.
Payments: connect a new Stripe account in about ten minutes. Members who pay you by bank transfer today can keep doing so; record it as a manual payment, or move them to an auto-renewing membership when they are ready.
Contract: none to worry about.
What to tell your clients
Clients care about three things: does my pass still work, do I have to pay again, and where do I book now. Answer all three in one email and repeat it in class for a fortnight. Copy and adapt this template:
Subject: New booking system from [date], your pass comes with you
Hi [first name],
From [date] we are moving our class bookings to CoreBookings. Your remaining classes and expiry date have already been transferred, so there is nothing to buy again.
To book, tap the button below and choose "Forgot password" the first time to set your own. You can also download the CoreBookings app for iPhone or Android and search for [studio name].
Members: your membership continues at the same price on the same billing date. [If your old system used your Stripe account: There is nothing you need to do.] [Otherwise: Please save a card in the app before [next billing date] so your membership keeps rolling. It takes one minute.]
Any bookings you already made for after [date] are still honoured. If anything looks wrong with your pass, reply to this email and we will fix it the same day.
[Book now button: your CoreBookings link]
See you on the mat,
[Your name]
Go-live day checklist
- Website Book Now button, Instagram link, Facebook button and Google Business Profile booking link all point to CoreBookings
- Schedule widget embedded on your website, or your public studio URL shared if you have no website (Settings → Add to Website)
- Waiver text and registration questions set so new clients are covered from the first booking
- Cancellation window, booking-ahead window and waitlist settings match your current policy
- Teachers have their logins and know how to check clients in on a tablet or phone
- Client email sent, and a printed note at reception
- Old system still visible to staff for a week to honour existing bookings
- Archive exports saved somewhere safe: attendance, sales, tax reports, signed waivers
What it costs
- Migration: free on every plan. Our team runs the import for you.
- Setup fees: none.
- Trial: four weeks, no credit card, full access.
- Plans: Starter A$59, Growth A$99 and Scale A$149 per month plus GST. Recurring memberships are on Growth and above. See pricing.
- Card payments: Stripe's rate plus a 1% CoreBookings platform fee, paid out to your own Stripe account.
- Contract: none. Cancel anytime, with a three-month money-back guarantee.
Ready to plan your switch?
Start the trial and build your studio today, or book a call and walk us through your current setup. We will tell you exactly what carries over before you commit.
Free migration • No credit card • Cancel anytime • Australian support
Frequently asked questions
How much does it cost to migrate?
Nothing. Client and pass migration is free on every plan and there are no setup fees. There is no self-serve import tool in the dashboard; our team does it so pass names and balances line up correctly.
How long does switching take?
Setting up your timetable and passes usually takes under an hour. Send your export at least three working days before the date you want it live and the import will be ready for that day. Many studios go from sign-up to taking new bookings on day one and switch existing clients over at the end of the same week.
Do my clients have to create new accounts?
No. Imported clients already exist in CoreBookings with their pass balances attached. The first time they log in they choose Forgot password to set their own. Anyone who was not in your export can register through your booking link as usual.
Will clients lose the classes left on their pass?
No. We import the pass name, visits remaining and expiry date. If a client's balance looks wrong after import, you can adjust it on their profile in a few clicks, or send us the correction.
Can you migrate recurring memberships?
Yes. If your current software charges memberships through a Stripe account you own, connect that same account to CoreBookings and we take over the existing subscriptions. Renewals continue on the same date, at the same price, on the same card. If your platform uses a different processor, we rebuild each membership at the same price and start date, and clients save a card once.
Will membership prices or billing dates change?
No. On a Stripe takeover the subscription is the same object, so the date and amount do not change. On a rebuild we set the start date to the client's next billing date so nobody is charged early or twice.
Do I need a new Stripe account?
No, and please do not create one. Saved cards and subscriptions cannot move between Stripe accounts. If your business name, bank account or address has changed, update it inside the existing Stripe account. See can I change my Stripe account?
My old platform made me create the Stripe account from inside its dashboard. Does that count?
Usually yes. If you can log in at dashboard.stripe.com and see your customers and subscriptions, it is a Stripe account you control and we can connect to it. We verify this before go-live and tell you in writing what will carry over.
What happens to past attendance and payment history?
Past class attendance is not usually migrated; export it before your old access ends. Payment history behaves differently by processor: on Stripe it stays in your Stripe dashboard forever, regardless of software. On a bundled processor, download the sales and tax reports you need first.
Can I run both systems at the same time?
Yes. The four-week trial is designed for it. Most studios build CoreBookings alongside the old system for one to two weeks, then move bookings on a chosen day and keep the old system visible to staff for another week to honour existing bookings.
I am locked into a contract. Can I still start now?
Yes. Give written notice as early as your contract allows, set up and test CoreBookings during the trial, and go live the day the notice ends. If the notice is longer than the trial, tell us and we will extend it.
What file formats do you accept?
CSV, Excel or a Google Sheet. One row per client per pass is ideal. If your system only exports separate reports, send them all and we will combine them.
My old system will not give me an export. What now?
Ask its support team for a client list with pass balances; most will provide one on request even if there is no button for it. Failing that, screenshots of the client list or a manual spreadsheet of your active clients works. Only active clients with remaining visits or a live membership need to be imported. Everyone else can register fresh.
Do you migrate gift vouchers, account credit or unpaid balances?
Tell us about them in your email. Credit is usually represented as a pass with the equivalent number of visits, and outstanding balances can be recorded as Pay Later so you can settle them at the desk.
Do you migrate signed waivers?
Not as documents. Keep the PDFs from your old system for your records. Set your waiver and registration questions in CoreBookings and clients accept them on their first booking, so you are covered going forward.
Is there a lock-in?
No. Plans are month to month, you can cancel anytime, and there is a three-month money-back guarantee. If you ever leave, you can export your clients yourself from the dashboard.
Related reading
- Docs: migrating or importing from another booking system
- Docs: exporting and importing from Mindbody Online
- Docs: how long does it take to go live?
- CoreBookings vs Mindbody
- CoreBookings vs Momence
- CoreBookings vs WellnessLiving
- Pricing
Last updated: 30 September 2026. Third-party platform names are used for identification only. Payment processor details are taken from each platform's published documentation and can change; we confirm your actual setup before go-live.