Switching from Vagaro
Vagaro exports more than most: both your client list and your appointments come out of Reports, past visits included. Formulas still need screenshots.
You do not have to rebuild your book by hand. Send us what you can export and we load it for you, then you check it over before you switch anything on. We never need your password to your old app, and your account there stays entirely yours.
Before you start: the most accurate first step is to contact Vagaro support and ask exactly what your account can export. Export options differ by plan and version, and their team can tell you what you can take with you. It is a little more work, but you start with the full picture.
What Vagaro lets you take
Your client list comes from the web dashboard: Reports, then Customers, then the Customer List Report, exported to Excel. Depending on your settings that can include birthdays and some notes columns.
Your appointments come from Reports, then Appointments, then the Appointment Summary Report. Set a custom date range, which accepts future dates, and export. Run it again over the last year or two and your visit history comes with you, which is what makes rebooking timing work from day one.
Your product list exports from Reports, then Inventory, with costs where you tracked them.
What has no export, and what to do instead
Color formulas and client notes
Vagaro does not include these in its export. Open your regulars, screenshot the notes screen, and send them over however is easiest. We attach every formula to the right client so the history comes with you. Start with your top twenty or thirty color clients and add more whenever.
Cards saved on file
No app can transfer these, and you would not want one that could: card details live with the payment processor, not the booking app. Your clients re-save a card the first time they pay or book, which takes them a few seconds.
How the move goes
- 1Web dashboard: Reports, then Customers, then Customer List Report. Export to Excel.
- 2Reports, then Appointments, then Appointment Summary Report. Use a date range that covers your future book.
- 3Run the same report over the past year or two, so past visits and rebook timing come across.
- 4We rebuild your service menu, prices, and durations from it.
- 5Client profile, then notes or service history. Color clients first.
- 6We load it all and you review it before anything goes live.
What moves, and what does not
Being straight about this is more useful than a promise. Nothing below is unique to Vagaro, it is true of leaving any booking app.
Clients, phone numbers, emails
How it moves
We load these from your export
Upcoming appointments
How it moves
From your calendar link or export
Services, prices, durations
How it moves
We rebuild these from your booking page
Color formulas and client notes
How it moves
Send screenshots, we file them to the right client
Past visit history
How it moves
Comes across from the appointment report
Saved cards
How it moves
Cannot move. Clients re-save at their next checkout, which takes seconds
Reviews on their marketplace
How it moves
Cannot move. They belong to that platform
Gift card balances
How it moves
Send us a list and we can make new ones in BackBar Pro
Common questions
Do you need my password?
No, and we will not ask for one. You send us what you export, we load it. Your Vagaro account stays entirely yours and under your control the whole time.
How long does it take?
Gathering the files is usually about ten minutes of your time. We load everything on our side and come back to you so you can check it over before you switch anything on.
Can I run both for a while?
Yes, and most people do. Keep taking bookings where you are until your BackBar Pro page looks right, then move your booking link over when you are ready.
What if I want to leave BackBar Pro later?
Setup, then Account, then Backup emails your whole book as spreadsheets in one tap. No fee, no support ticket. We would rather earn the next month than trap you into it.
Bring your book with you.
Unlimited clients, formulas, and photos on every plan, and a one-tap export if you ever want to leave us too.
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