How to switch from Booking Koala in an afternoon, with undo
The planFor a business with a modest customer list and a few recurring clients, an afternoon is a fair target. Large booking histories and many providers take longer. Apex import tools for competitor exports are rolling out, and the badges below show the true status of each import feature.
Before you start
- Keep the old account open until Apex has run a full cycle.
- Screenshot your service list, prices and any add-ons so you can re-create them.
- Note recurring customers with frequency, provider and price.
- Record which gift cards or credits customers still hold.
- Pause automated notifications on the old side before the cutover.
The steps
- Look for the exportCheck the vendor's own help center for how to export customers and bookings. We did not verify what the file contains or its format, so open it and confirm every customer has a name, phone and address.
- LD15Customer import from CSV/other software(In progress)
- Tidy the fileRemove duplicates, fix merged address columns and mark who is recurring. Keep the cleaned file next to the raw export so you can always see what you changed.
- LD15Customer import from CSV/other software(In progress)
- Import and check by eyeLoad customers into Apex and compare a sample with the old account. Competitor import is built and tested but not yet connected to saving real data, so compare by hand and expect to fill gaps.
- OB02Import from competitor with side-by-side check(Rolling out)
- OB04Import from Jobber / HCP / Workiz / ServiceTitan exports(Rolling out)
- Rebuild the service menu and recurring plansAdd each service with duration and price, then set recurring plans for regulars. Compare the first generated visits with the old calendar.
- BK08Service menu with durations and prices(Built)
- RC01Recurring service plans (weekly/monthly)(Rolling out)
- Run a test requestSubmit a request through the Apex booking page. It should arrive pending. Confirm it, check the visit on the calendar, and use the customer link to reschedule once.
- BK11Booking requires owner approval (request mode)(Built)
- BK24Reschedule / cancel link for customer(Built, rolling out)
- Run both for a full cycleLet the old account stay readable while new work goes through Apex. Compare totals when the cycle ends. Switch protection is in demo state, so your own tally is the check.
- OB14Switch protection (never lose data, ledger)(Rolling out)
- Cut overSwap the booking link on your site, turn off old notifications, and send one message to customers. Confirm reminders arrive once and from the right place.
- CM03Appointment reminders (SMS/email)(Built, rolling out)
- BK02Embeddable booking widget for website(Built, rolling out)
- Keep the backupFile the final old export in two places and export your Apex customer list regularly, so you hold a current copy of your own records.
- LD16Customer export (CSV) at any time(In progress)
Apex status for the import and switch tools is shown beside each step. Status as of 2026-10-07.
Undo plan
In progress
To undo, leave the old account active until the new one has run a full cycle, then point your booking link back and re-enable the old notifications. Apex customer export is designed to be available any time and export on cancel is partly built. There is no promised automatic rollback, so saved exports are the safety net.
- OB14Switch protection (never lose data, ledger)(Rolling out)
- AD10Data export on cancel(In progress)
- LD16Customer export (CSV) at any time(In progress)
Switching questions
Does Apex have a website builder like an all-in-one platform?
A website builder is partly built, so do not plan to move your whole site yet. The hosted booking page and the embeddable widget are built and can sit on a site you already have.
Will I lose gift card balances in the move?
Gift cards are in demo state in Apex. Keep the old account open until outstanding balances are used or you have decided how to honor them, and write down each balance before you switch.
Is switching free?
Setup and import are free and self-serve in Apex, and a 14 day trial needs no card. Optional guided onboarding is a one time charge, and done-for-you migration is partly built.
Sources for Booking Koala facts
- www.bookingkoala.com/pricing (read 2026-10-07)
- www.bookingkoala.com/pricing (read 2026-10-07)
- www.bookingkoala.com/pricing (read 2026-10-07)
- www.bookingkoala.com/pricing (read 2026-10-07)
- www.bookingkoala.com/ (read 2026-10-07)
- www.bookingkoala.com/ (read 2026-10-07)