PassFlow AI vs Vagaro: compare price and operating scope
Official published entry price: USD 23.99/month promotional base price for one calendar in the United States.
PassFlow Starter is USD 69/year; the products and feature packages are not equivalent.
Published pricing snapshot
This compares published entry pricing, not identical feature packages. Confirm taxes, payment processing, optional services, contract terms, and regional availability directly with each provider.
| Item | Vagaro | PassFlow AI |
|---|---|---|
| Published entry price | USD 23.99/month promotional base price for one calendar in the United States | USD 69/year Starter |
| Pricing basis | Base subscription plus USD 10/month for each additional employee calendar up to the published limit; optional premium features vary | Annual subscription; included scope depends on the current plan and studio setup |
| Additional costs | Check the official quote for add-ons, payments, onboarding, taxes, and regional terms | Premium onboarding and market-specific services may be quoted separately |
Source checked July 13, 2026: Vagaro official pricing guide.
Compare operating scope before price
| Decision area | Vagaro | PassFlow AI |
|---|---|---|
| Published product scope | Calendar, booking, memberships, packages, payments, marketing, reporting, marketplace listing, and business tools | Attendance, class booking, passes, member and instructor apps, owner reports, and optional tablet face/PIN check-in |
| Studio fit | Broader published product and service range; review the plan that contains your required tools | Lean workflow for independent yoga, pilates, gym, PT, and boutique-fitness operations |
| Payments | Integrated payment terms and fees depend on the provider, region, and agreement | Payment workflows are market-specific and should be confirmed during setup |
| Migration | Export a sample first. Verify member fields, active passes, visit history, bookings, waivers, payment tokens, and audit records before choosing a cutover date. | |
What to test in both products
Run a real class flow
Create a class, book a member, cancel, move a waitlist, check in, and confirm the pass balance and owner report.
Confirm the complete quote
Include locations, staff access, member apps, messages, payments, onboarding, migration, hardware, taxes, and support.
Check data portability
Ask for export formats and test a sample migration. Payment tokens and some historical records may need a separate process.
Review privacy requirements
If optional face matching is enabled, configure consent, retention, device access, and PIN fallback according to local policy.
Frequently asked questions
Are these feature packages equivalent?
No. The prices above are published entry points. Compare the exact workflows and services your studio needs before making a cost comparison.
Can PassFlow import my current data?
PassFlow can prepare member, schedule, and price data from supported files. The time and completeness depend on the source export, so a sample should be reviewed first.
Do I need special check-in hardware?
PassFlow can use an ordinary supported tablet for kiosk check-in. Keep PIN fallback available and test the actual device, network, lighting, and studio policy before launch.
Compare Vagaro with your real workflow
Starter is USD 69/year. Confirm the included scope and any setup services before deciding.
No password. No credit card. Tell us what you use today and what you want to fix first.
Book a 15-minute demo / Ask a questionTry the live admin demo first →
Also compare: PassFlow AI vs Mindbody →
Pricing snapshot checked July 13, 2026 against the official source linked above. Prices and terms can change. Vagaro is a trademark of Vagaro, Inc. PassFlow AI is not affiliated with Vagaro.