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SETUP GUIDE

Switching to Pilotare

ALREADY RUNNING A STUDIO?

A fresh start.
A practical way to switch.

Set up and explore Pilotare while you keep your current booking process running. Check your availability and member details before sharing your new booking link.

  1. 01

    Make the space yours.

    Add your studio details, rates, hours, and booking rules. Preview the booking experience before taking real payments.

    You’ll need: your space details and pricing.
  2. 02

    Protect dates already booked.

    Use Block time to manually mark existing reservations and other commitments as unavailable in Pilotare. Check them against your current calendar before going live.

    You’ll need: each space, date, and reserved time.
  3. 03

    Bring your customers and members.

    Upload a CSV of contacts or members who pay elsewhere. Review each member’s identity, paid period, benefits, and unused hours before approving online booking. Moving billing to Pilotare needs a separate transition plan. Open CSV import.

    You’ll need: member details, paid dates, and unused hours.
YOUR PACE. YOUR GO-LIVE DATE.

Set up first.
Share when you’re ready.

Choose a Pilotare plan, complete Stripe setup, and enable real bookings after you’ve checked your studio settings and availability.

Start your studio setup
What moves automatically?

Use the customer and member CSV import to preview new contacts and current paid membership periods before saving. Existing contacts and memberships stay unchanged. There is no full reservation-history import. Blocking an existing reservation protects its time; it does not transfer its payment, contract, or history. A connected Google Calendar can protect busy times for its linked space, but does not import full reservation or payment records. Check the connection and review your dates before switching.

What happens to existing member billing?

Adding a member or adjusting hours does not move a subscription or cancel charges in another service. Online hours require either an active membership billed through Pilotare or a studio-approved paid period and available hours for a membership paid elsewhere. With outside billing, the studio confirms each new paid period; unused hours follow the member’s saved rollover policy and cap. Review any billing move separately to avoid overlapping charges.

How much setup is on me, and where can I ask for help?

You enter your studio information, block existing commitments, and check member records and balances. The time involved depends on the size of your calendar and member list. For questions about your setup or a membership transition, contact hello@pilotare.app before making changes.