Move from Vagaro to Clinvello

Treat the full transfer as its own project.

Connecting Vagaro moves selected work. Replacing it changes the records, financial obligations and daily workflows the clinic relies on. Name an administrator to own the transfer and a clinical lead to check the record archive.

Connection availability is owner-confirmed. Confirm the exact actions, account permissions and location coverage during setup.

Your transfer, step by step.

1. 01

   Inventory what lives in Vagaro

   List clients, future appointments, notes, photos, consents, inventory, packages, memberships and outstanding balances. Mark which records exist in Vagaro, which live elsewhere and who can authorize each export.

2. 02

   Export and preserve the originals

   Vagaro documents owner-only customer-list export to Excel or PDF. Filters change the exported list; an employee filter includes clients who booked that employee and excludes people who only made product, gift-card, membership or package purchases with that employee.

   Keep a dated original copy in the clinic’s approved storage. Request any separate attachments or assisted exports before the current account closes.

3. 03

   Verify the destination import process

   Ask the destination provider to demonstrate an actual import from Vagaro, including supported record types and the destination location. Agree on an authorized transfer workspace before sharing files. A proposed workflow is not evidence of a working importer.

4. 04

   Map the fields and run validation

   Match patient identifiers, names, contact permissions, services, providers, dates and timezones. Ask the provider to show duplicate matches, missing fields and rejected rows. Correct the mapping before running a small trial import.

5. 05

   Reconcile records, balances and payments

   Compare record counts and representative notes, files and appointments with the originals. Reconcile memberships, credits and outstanding balances separately. Saved cards require the payment processor’s approved process; do not put card details in the data upload.

6. 06

   Approve the cutover and keep a recovery path

   Choose the final export window and stop conflicting edits during reconciliation. Approve the validated transfer, assign reminders and booking to one system, then monitor the first operating period. Keep the prior account and archive accessible until the clinic accepts the results.

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

1. Who owns the Vagaro account and can authorize the required access?
2. Which specific booking and patient updates can Clinvello make?
3. What reports and separate files are needed to reconcile all clients and balances?

Sign off on the record archive, financial reconciliation, access arrangements and rollback plan before closing the source system.

Compare Clinvello and Vagaro before deciding →

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.

1. Vagaro customer-list export (opens in new tab) ↗Source review · 2026-10-29

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