Switching guide
Switch to Calimatic without starting over
Moving from another registration, billing or class-management system? Here is exactly what to export, how the move works and what to check before families see your new portal.
How the switch works
- 1
Book a migration call
Walk us through your programs, pricing and billing cycle. We map how your classes, tuition plans, discounts and families fit into Calimatic before anything moves.
- 2
Export your data
Pull the reports listed below from your current system. Exports to CSV or Excel work best; most registration and class-management tools offer them.
- 3
Import and configure
Families, students, programs and classes come across through data import, and your brand, pricing, policies and forms are set up with guided onboarding.
- 4
Test with your team
Staff run real tasks: enroll a student, take attendance, issue an invoice, send a message. Fix anything that does not match how you work before families see it.
- 5
Go live with families
Invite families to your branded portal and app, switch billing on for the next cycle, and keep your old system read-only until the first billing run reconciles.
What to export from your current system
Gather these before your migration call. You may not have all of them; bring what you have and we will work out the rest together.
Families and students
- Parent / guardian names, emails and phone numbers
- Student names, birth dates and levels or skills
- Emergency contacts, medical notes and custom fields
- Signed waivers and policy acknowledgements
Programs and schedule
- Classes, camps and lessons with days, times and locations
- Current enrollments and waitlists per class
- Instructor / coach assignments
- Rooms and resources
Billing
- Tuition plans, fees and discounts (sibling, multi-class)
- Open balances and credits per family
- Billing cycle dates and next charge date
- Payment-method details stay with your processor: ask us how card migration works for yours
Leads and history
- Leads and trial bookings
- Attendance history you need to keep
- Notes on families and students
Go-live checklist
Tick these off before you invite families.
- Brand colors, logo and domain set up in the portal and app
- Programs, prices and discounts match your current price list
- A sample of families checked against the old system (contacts, enrollments, balances)
- Registration form and waivers tested end to end
- Staff roles and permissions assigned
- Payment processing tested with a small real transaction
- Welcome message to families drafted with portal and app links
- Old system kept read-only until the first billing cycle reconciles
Comparing your current software?
See how Calimatic compares, side by side.
Plan your switch with our team
Get a personalized demo. We'll show Calimatic running your programs, under your brand.
- 14-day free trial, no credit card
- White-labeled under your brand
- Live product walkthrough
Switching to Calimatic: FAQs
Common questions from businesses moving from another system.