How to switch from Calendly in an afternoon, with undo
The planFor a small business, moving off a booking tool can take an afternoon: export, import, check, test. A long history, many packages or heavy automation will take longer. Import tools from other vendors into Apex are built and tested on demo data only, and done-for-you migration is partial.
Before you start
- Export your client list and save it outside the old account.
- Keep the old account open and paid until the new one has run a full cycle.
- Write down every recurring customer with day, time and price.
- List the integrations you use, such as payments and calendars.
- Pause nothing yet: note which automated reminders go out so you can match them later.
The steps
- Export your client listOpen the help center of your current provider and look for a data export or booking history report. We did not verify the file format. Save a copy outside the old account, and write down the date you took it.
- LD16Customer export (CSV) at any time(In progress)
- Check the exported fileOpen the file and scan for blank phone numbers, merged names and missing addresses. Note anything tied to event types, routing forms and calendar connections that a plain client list cannot carry, and plan to re-create it by hand.
- LD15Customer import from CSV/other software(In progress)
- Import into Apex and compareImport the list into Apex, then put the old screen and the new one side by side for ten customers. Import from competitor files is built and tested on demo data only, so expect to fix rows by hand.
- OB02Import from competitor with side-by-side check(Rolling out)
- OB04Import from Jobber / HCP / Workiz / ServiceTitan exports(Rolling out)
- Re-create recurring schedulesList each repeating customer with its day, time and price, then enter it in Apex. Recurring plans are a demo feature, so check the first generated visit against your notes before you trust the pattern.
- RC01Recurring service plans (weekly/monthly)(Rolling out)
- SC10Recurring jobs auto-generated(In progress)
- Test one request end to endSubmit a request from the Apex booking page as a customer would. Confirm it arrives pending, confirm it yourself, and check the visit lands on the right day. A request is not a booking until you confirm it.
- BK11Booking requires owner approval (request mode)(Built)
- BK01Online booking page (hosted)(Built, rolling out)
- Run both for a full cycleKeep the old account live and take real work in Apex for one full cycle, such as a week for daily work or a month for monthly plans. Compare counts at the end and fix every gap you find.
- OB14Switch protection (never lose data, ledger)(Rolling out)
- Cut overMove your website link, social buttons and email signature to the Apex page. Turn off reminders in the old account only after Apex texting is connected and number registration is done.
- BK02Embeddable booking widget for website(Built, rolling out)
- CM01Two-way SMS from business number(In progress)
- Keep the backupStore the first export and a fresh export from Apex somewhere you control. Leave the old account open until you are satisfied nothing is missing.
- AD10Data export on cancel(In progress)
- 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 reverse the move, point your links back to the old account, which you kept open, and keep taking requests there. Export your data from Apex at any time. Data export on cancel is partial, and switch protection with a ledger is a demo feature, so do not count on an automatic rollback. Your safety is the untouched old account.
- OB14Switch protection (never lose data, ledger)(Rolling out)
- AD10Data export on cancel(In progress)
Switching questions
Can I keep my old booking links while I test Apex?
Yes, nothing about the move forces a shutdown. Calendly lists a Free plan limited to one event type. [2] Keep existing links live, add the Apex booking link beside them, and compare what arrives in each place.
Does Apex replace round robin team assignment?
Calendly lists round robin on Teams. [3] Apex handles assignment through route and crew features, several of which are demo or partial status, so check the badges on the comparison page before relying on them.
What happens to meetings already on the calendar?
They stay on the old calendar until they happen. Keep the old tool running for existing bookings, send new requests through Apex, and note any recurring customers so you can re-create them by hand.
Sources for Calendly facts
- calendly.com/pricing (read 2026-10-07)
- calendly.com/pricing (read 2026-10-07)
- calendly.com/pricing (read 2026-10-07)
- calendly.com/pricing (read 2026-10-07)
- calendly.com/pricing (read 2026-10-07)