How to migrate from Vagaro to Chronix Hub

The 9-step migration playbook

We've helped studios migrate from Vagaro, Mindbody, Glofox, and WellnessLiving. The order below is what works in practice.

1. 1

   Confirm your Vagaro plan terms

   Vagaro is one of the easier exits in the industry: most plans are month-to-month with no annual contract. Open Settings → Subscription and confirm your billing cycle. You can cancel any month; no notice period beyond the current billing cycle.

2. 2

   Export your customer list

   In Vagaro, go to Reports → Customer List. Export the full list as CSV. You'll get name, email, phone, birthday, address, customer-since date, and tags. Vagaro's customer model is salon-flavored, so the export is generally clean compared to fitness-first platforms.

3. 3

   Export your class schedule and services

   Navigate to Settings → Services. Export both your service list (class types, durations, prices) and your recurring schedule. Vagaro's recurrence model doesn't cleanly map to other systems; plan a one-time rebuild of repeating events on the Chronix Hub side.

4. 4

   Export memberships, packs, and prepays

   Go to Reports → Memberships and Reports → Packages. Export every active package and membership: assigned customer, status, price, billing cycle, next renewal date, and remaining credits. Verify totals match Vagaro's dashboard before importing.

5. 5

   Handle Vagaro Pay and gift cards

   Vagaro Pay (their locked processor at ~2.75% in-person, 3.5% online) is the main wedge their pricing depends on. Chronix Hub doesn't process payments and doesn't take a cut on transactions — you connect your own processor (Stripe is fastest to set up; Square or your bank also work) and pay that processor directly at whatever rate they give you. Whether the move comes out cheaper depends on your channel mix and what your processor quotes you. Vagaro-issued gift cards are tied to their system; export outstanding gift card balances and rebuild them as Chronix Hub credit on each member's account.

6. 6

   Sign up for Chronix Hub and import

   Create your Chronix Hub account (free 14-day trial, no credit card). Use the built-in CSV importer for customers, class types, rooms, packages, and discount codes. Preview every row before commit. Most studios finish the data import in under an hour.

7. 7

   Set up payroll, payment-method labels, and policies

   Configure your per-class instructor rates, your tenant-defined payment method labels (Cash, Card, Bank Transfer, OMT, WhatsApp Pay, Gift Card), late-cancel window, and no-show fee rules. Snapshot rates protect past payroll from future rate changes; important if you've raised instructor pay recently.

8. 8

   Run both platforms in parallel for one week

   Keep Vagaro live for one full week while staff learns the new flow. New bookings go in Chronix Hub; existing customers visit on their usual schedule. End of week, cancel Vagaro auto-renew through Settings → Subscription. Because Vagaro is month-to-month, the next bill simply doesn't happen.

9. 9

   Announce the new portal to your members

   Email and SMS your members with the new booking portal URL (yourstudio.chronixhub.com). Add a one-time “book your first class on the new system, get one bonus class” incentive; typical re-engagement uplift is 30-50% in the first 30 days.

Vagaro migration gotchas

• →
  Vagaro Pay processing fee. Vagaro Pay locks you into their processing rate (typically 2.75% in-person, 3.5% online) and is the wedge that makes their subscription cheap. Chronix Hub doesn't process payments at all — you connect your own Stripe, Square, or bank merchant account, get whatever rate that processor sets for you, and can negotiate or shop at any time. Whether that ends up cheaper than Vagaro Pay depends on your channel mix and volume, not on anything Chronix Hub charges.
• →
  Vagaro-issued gift cards. Gift cards sold through Vagaro are tied to their balance system. Before cutover, export outstanding gift card balances by customer and rebuild them as account credit in Chronix Hub. Don't cancel Vagaro until you've confirmed every outstanding balance is accounted for on the new system.
• →
  Vagaro Marketplace traffic. Vagaro's marketplace is salon-and-beauty-heavy. For most fitness studios on Vagaro, marketplace traffic is negligible compared to direct website and social-driven traffic. Check your Vagaro reports first; if marketplace is <5% of new clients, the migration concern is moot.
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  Stored payment methods. PCI rules block any platform from handing over saved cards. Members re-add their cards on first booking in Chronix Hub. Set the expectation in the announcement email; a single line covers it.
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  Memberships with mid-cycle renewals. If a member is on a recurring membership with 2 weeks until next renewal, import the membership with its exact next-renewal date. Don't reset the clock, because that double-charges the member or gives them a free month, neither of which ends well.