Pilates Business Podcast

Episode: What Really Happens When You Switch Booking Apps with Maggie from Arketa

Host: Seran Glanfield
Guest: Maggie Caligari, Studio Owner Success Lead at Arketa
Date: October 6, 2025

Episode Overview

In this episode, host Seran Glanfield sits down with Maggie Caligari from Arketa to demystify the daunting process of switching booking or studio management software for boutique fitness studios. The discussion dives into when and why a switch might become necessary, practical steps for smooth migration, how to handle client and staff concerns, and how this operational change can become an opportunity for spring cleaning and business growth.

Key Discussion Points & Insights

1. Recognizing It’s Time to Switch Booking Software

[06:13]

• Common warning signs:
  • Ongoing frustration or difficulties with existing software (e.g., manual workarounds, lack of support).
  • "If you find yourself saying on a regular basis, 'ah, this is so frustrating,' or 'I can't get a hold of anyone in support'... hearing the same thing from your team or your customers is a huge red flag." – Maggie [06:19]
  • Juggling multiple disconnected systems to handle marketing, text messaging, and more.
• A consolidated “all-under-one-roof” solution can streamline operations and save time.

2. Prepping for the Switch: Assessing Needs and Making Checklists

[08:59]

• Begin by listing all pain points and must-haves versus nice-to-haves.
• Analyze what’s working well with your current software—don't lose essential features in the move.
• Avoid getting dazzled by new features alone: "You need to really be prepared with a list of like, these are the must haves. These are the things that are going to make it worth switching..." – Maggie [09:24]
• Seran emphasizes, "Make a list of all of that as well... we’re so excited for all the new things, that we forget to sort of be like, ‘okay, and also, these are the different ways that I offer my services in my business. Can we just make sure that everything works exactly how I expect it to work within your software as well?’" [10:17]

3. Understanding Data Migration & Minimizing Fears

[12:04]

• The incoming software provider should guide you through the process ("holding your hand").
• Viewing the transition as a spring cleaning opportunity:
  • "If you're a yoga studio or Pilates studio that's been around for 20 years, do you need to have 20 years of sales history inside your new dashboard? Probably not." – Maggie [13:07]
• Standard migrated data: client details, packages, memberships; optional: historical sales and reservations.
• Arketa assists with data cleaning (e.g., consolidating duplicate client profiles).
• Keep access to your old system for 2-4 weeks after migration, just in case.

4. Opportunities to Simplify, Automate, and Grow

[17:55]

• Studio owners are encouraged to reassess offers and pricing during migration.
• The transition is an ideal time to:
  • Consolidate redundant pricing options or class packs.
  • Tweak core memberships or introduce changes.
  • Re-engage dormant clients with special offers around the launch.
• "It’s a great time to make any changes in your business because you're already preparing your clients for a change..." – Maggie [18:20]

5. Communicating the Change with Clients & Team

[20:07]

• Transparent, multi-channel communication is critical:
  • Send advance emails about upcoming changes.
  • Highlight client-facing benefits (e.g., new mobile app, easier booking, on-demand programs).
• Use banners or landing pages with FAQs on your website.
• Anticipate repeat client questions (e.g., login issues, updating payment info) and prepare your staff with a one-pager or quick-access resource.
• “One of the reasons I would say people decide to come to Arketa ... is they just—even when they get support, they feel like they're not speaking to someone who understands the needs of their business or the urgency.” – Maggie [24:56]
• Internal support is vital; Arketa offers live chat and fast response times, and their team members have real studio experience.

6. Adapting Studio Operations for the Better

[26:18]

• Each studio operates differently. Arketa’s onboarding team is familiar with industry nuances (custom waitlists, cancel/no-show policies, etc.).
• Maggie encourages an open-minded approach during onboarding: "Oftentimes business owners have set up their business based on the capability of their software... this might be a good time to... automate a late cancel, no show fee now because I can and I can depend on the functionality.” [27:02]

7. Timeline for Migration & Getting Up and Running

[29:04]

• Typical process: about four weeks to full launch, varying by complexity and whether payment data is migrated.
• New studios with no prior system can launch almost immediately; established studios may need more hand-holding for migration and staff ramp-up.
• Post-launch support includes a review call and ongoing access to help when needed.

8. Ensuring an Intuitive Experience

[32:13]

• Seran remarks: "Arketa is very, very easy to use. And so it's very intuitive. It's not like you have to read the manual at all." [32:13]
• Maggie underscores the importance of an open mindset to get the most from new technology, especially for owners not “living on the computer.”

Notable Quotes & Memorable Moments

• On Identifying the Right Time to Switch
  “Once customers and their clients are starting to complain about it, that's a huge warning sign.” – Maggie [06:27]

• On Data Migration Mindset
  “Mindset is everything... this is also an amazing opportunity for me to kind of do some spring cleaning and make those the cleanup that will make my new system run even more efficiently.” – Maggie [12:35]

• On Communication During Change
  “You probably can't over-communicate... email that lets people know it's coming and, but also probably you want to share something in the studio, at the front desk, in classes, just so that everyone is aware.” – Seran [22:16]

• On Arketa’s Industry-Based Support
  "Our support team and onboarding specialists all come from the industry... When you're typing in ALL CAPS like I need help immediately, we know what it's like when you have... six people on the waiting list who are standing there..." – Maggie [25:03]

• On Using the Migration as a Growth Opportunity
  "It's a really fun part of the onboarding process is when people come kind of open minded and looking to reassess all the ins and outs of their kind of day to day." – Maggie [27:27]

Important Timestamps

• 06:13 – Signs it’s time to change software
• 08:59 – How to prepare for a switch (needs analysis and checklist)
• 12:04 – The data migration process demystified
• 17:55 – Using migration time to simplify offerings and make changes
• 20:07 – Communicating with clients about the switch
• 24:56 – The importance of fast and knowledgeable software support
• 29:04 – Migration/launch timeline and process overview
• 32:13 – The intuitive nature of Arketa’s platform

Summary & Takeaways

Switching booking or management software doesn’t have to be a nightmare. With the right mindset, clear preparation, informed communication, and good support, what feels intimidating can become an opportunity to streamline, modernize, and grow your studio business. Maggie and Seran remind listeners that it’s about more than technology—it’s about making your business easier, more client-friendly, and ready for the next stage of its journey.