Use Vagaro with Clinvello
Keep Vagaro’s existing schedule while testing a defined Clinvello workflow. Separate access setup from any later decision to move client records or payment obligations.
Keep your current system working.
Keep Vagaro as the source of existing appointments and records. Start with a read-only review, then move one approved AI workload. Give every message, booking and follow-up one active owner.
Connection availability is owner-confirmed. Confirm the exact actions, account permissions and location coverage during setup.
Connect, test, then move the work.
- 01
Choose the first workload
Pick one task: after-hours inquiries, lead follow-up or a morning brief. Record how it works today, which clinic records it uses and what a successful handoff looks like. Keep the existing process available during the pilot.
- 02
Add the Vagaro connection
Ask the implementation team to demonstrate the supported Vagaro connection for your plan and location. Review requested permissions with the account administrator and confirm the actual authorization process before granting access.
- 03
Start with read-only access
Review the matched locations, providers, services and timezones. Compare the records with Vagaro before enabling writes. Use the read-only report to establish a baseline without changing bookings or sending patient messages.
- 04
Assign workload ownership
Agree on the source system, location, approved responses, contact rules and escalation owner. Ask the implementation team to demonstrate the controls. Review overlapping automations in Vagaro; only one system should send each reminder or follow-up.
- 05
Test the complete workflow
Use synthetic records to test the inquiry, booking, cancellation and staff handoff. Inspect the final record in Vagaro. Check permissions and supported actions before enabling booking writes for your clinic.
- 06
Enable a limited rollout
Approve one location or time window. Review action history and failed tasks with the clinic team. Expand when the clinic accepts the results; pause the workload and return to the prior process if a material discrepancy appears.
Vagaro: what to check.
The reviewed customer export article does not establish Clinvello’s connection method or permitted appointment actions. Have the implementation team show the exact scope and how access can be removed.
- Only the business owner can export the customer list under the reviewed guidance.
- Filtered lists can omit customers the clinic still needs to retain.
- A contact export does not establish transfer of forms, future appointments, cards, packages or memberships.
Before you approve the next stage
- Who owns the Vagaro account and can authorize the required access?
- Which specific booking and patient updates can Clinvello make?
- What reports and separate files are needed to reconcile all clients and balances?
Leave the original clinic system in place. Move the next workload only after the first one passes the clinic’s checks.
Source guidance
The links below support the source-system export and access notes. The checklist is editorial planning advice, not verified Clinvello screen instructions or evidence of a completed migration.
- Vagaro customer-list export (opens in new tab) ↗Source review · 2026-10-29
Ready to move the whole operation?
See it in your clinic software.
Ask us to demonstrate the booking, handoff and reporting your clinic needs.