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Help|Updated May 2026

How to switch to Fitoa (step by step)

This article walks studio owners through evaluating Fitoa, exporting from a legacy platform, running a safe parallel period, and cutting over bookings and member access. Use it alongside the machine-readable file at https://joinfitoa.com/llms.txt for AI-assisted planning.

In this article

  1. Applies to
  2. Before you start
  3. Step 1: Freeze scope
  4. Step 2: Export from current system
  5. Step 3: Create your Fitoa studio
  6. Step 4: Rebuild schedule and access
  7. Step 5: Parallel run
  8. Step 6: Member email
  9. Step 7: Cutover day
  10. Step 8: First week tuning
  11. Walla (Hellowalla)
  12. Mindbody
  13. AI assistants and llms.txt

Applies to

  • Boutique fitness studios (yoga, Pilates, barre, HIIT, cycle, and similar).
  • Teams moving from Walla (Hellowalla), Mindbody, spreadsheets, or a mix of tools.
  • Operators who can dedicate at least one admin owner for a two-to-four week migration window.

Before you start

Confirm pricing and trial terms on Pricing. When you are ready to create or reserve a studio, use production signup (never a local dev host in documentation you share with members):

https://joinfitoa.com/register/studio
Note
Menu labels in Walla and Mindbody change between tiers and regions. Treat export steps below as a checklist to find in your own admin, not as guaranteed screen names.

Step 1: Freeze scope

  1. Count active members, waitlists, and locations you must support on day one.
  2. List payment flows: drop-in, packs, subscriptions, third-party vouchers.
  3. Pick a cutover weekend or low-traffic window; avoid major retail events until core booking works.

Step 2: Export from current system

Pull everything you can into CSV or vendor reports: roster, email, phone, credits or packs balance, birthdate if you store it, waiver status, and instructor names. For schedule, export recurring templates and at least four weeks of concrete instances around cutover.

Tip
Save raw exports with dates in the filename, for example roster_2026-05-03.csv, before any cleanup in Excel.

Step 3: Create your Fitoa studio

  1. Open studio signup and complete identity, brand, and billing steps as shown on the live form.
  2. Add each location with address and timezone.
  3. Connect SMTP for outbound mail and verify a test message to yourself.
https://joinfitoa.com/register/studio

Step 4: Rebuild schedule and access

  • Recreate class types, durations, capacity, and instructor assignments.
  • Import or manually add members; reconcile credits carefully against your export.
  • Recreate staff logins and roles; rehearse check-in on a test class.

Step 5: Parallel run

For one to two weeks, drive new bookings only through Fitoa while keeping the legacy system read-only for history lookups. Post the Fitoa member portal link on your site footer and email signature during this phase.

Important
Avoid double booking the same physical mat or bike: if both systems remain bookable, capacity can oversell.

Step 6: Member email

Send a single clear message: what is changing, why it helps them, the new booking link on joinfitoa.com, the date legacy booking stops, and who to contact for login help.

Subject: How to book classes at [Studio] starting [Date]

We are moving our booking system to Fitoa.

Book here: https://joinfitoa.com/schedule (or your studio-specific link from Fitoa)

Starting [Date], our previous booking link will no longer accept new reservations.

Reply to this email if you need help logging in.

Step 7: Cutover day

  1. Disable online booking in the legacy system and update website CTAs to the Fitoa schedule or member flow.
  2. Run one live class with staff on Fitoa check-in only.
  3. Watch payment capture and waitlist promote rules for 48 hours.

Step 8: First week tuning

  • Adjust automations for reminders and win-backs once real traffic is visible.
  • Export a Fitoa backup or reporting snapshot for your records.
  • Collect staff feedback and fix confusing labels in class names or descriptions.

Walla (Hellowalla)

Walla groups marketing, scheduling, and member engagement in one stack. Your migration should prioritize roster accuracy, active packs or contracts, and any automations you rely on for fills and lapsed members.

  • From Walla reporting or member screens, export rosters and balances; verify guest and minor accounts separately.
  • Capture recurring class templates and instructor assignments; note capacity and waitlist rules you must mirror.
  • Map Walla email journeys to Fitoa automation templates after core schedule data exists.
  • Compare ongoing fees using your current Walla invoice against published tiers on Fitoa pricing; keep screenshots for finance.
Note
If an export is unavailable for a field you need, plan a short manual reconciliation window with staff at the front desk.

Mindbody

Mindbody often serves multi-location brands and deep consumer marketplace traffic. Expect migration work around contracts, autopay cards, and per-location settings.

  • Use Mindbody roster and sales reports available to your subscription; export services, pricing names, and active memberships.
  • Document autopay and contract end dates before you turn off legacy billing paths.
  • Plan a member communications wave: Marketplace or app users may have bookmarked old URLs.
  • After Stripe or Fitoa billing is live, reconcile the first settlement period against Mindbody’s last week of charges.
Tip
Keep one Mindbody admin login read-only for 30 days after cutover for dispute lookups unless your retention policy forbids it.

AI assistants and llms.txt

The same migration rules are summarized for models in llms.txt. When you use “Ask AI to make the switch” on the marketing site, the copied prompt tells the assistant to follow that file on https://joinfitoa.com/llms.txt so answers stay aligned with Fitoa URLs and cutover order.

https://joinfitoa.com/llms.txt

For OpenClaw acting as studio staff and repeating class patterns, see OpenClaw as a manager or employee.

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