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Importing from Vagaro

  1. Importing from Other Software
  2. Importing from Vagaro

    3. 9 min read
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Jane is here to make your switch a stress-free one 💙

Whether you’ve already signed up and are looking for the next steps on how to bring your data over, or if you’re just browsing to see if Jane’s a good fit for your clinic, we can help you each step of the way. If you’re just starting your journey, feel free to Book a Demo with us to see how Jane can help grow your busy aesthetics or wellness clinic.

Our dedicated onboarding and import teams are ready to lend a helping hand to ensure switching over is as seamless as possible. We’ll work with you to help guide you through setting up your account and importing your data, so you can hit the ground running. 🏃‍♀️

It doesn’t stop there! After you’re settled in, you’ll always have continued ongoing support from the Jane team whenever you need it. Whether it’s an Account Setup Consulation or you’re looking for answers on importing data, feel free to reach out to us at any time. And that goes for you, too, if you’re not a customer yet! The best part? Our import process is completely free, as is ongoing support from our team.

📹 Join us each month for our webinar “Everything You Need to Know About Switching to Jane”. We’ll walk you through the process of moving to Jane and share our top tips so that your import, setup, and onboarding run smoothly. Sign up or learn more.

What can I expect moving from Vagaro to Jane?

Coming from Vagaro, we’ve successfully brought over customers, past & future appointments, product inventory, and notes. Below you’ll find step-by-step instructions for how you can export your data when you’re feeling ready to make the switch to charting, billing and booking in Jane 💙

What can we import?

Exporting your Customer List from Vagaro

To export your complete list of customers from Vagaro, please follow these steps:

  1. Click on Reports in the top menu
  2. Under Customers on the left side of the screen, click Customers
  3. Click Run Report
  4. Down at the bottom of the screen, click the Export button
  5. Select Excel
  6. The file will download to your device

💡 Helpful hint: the steps above will export the complete set of customers in Vagaro. If you’re only looking to bring over customers for a specific employee, you can click Advanced Filters and select the employee from the dropdown.

📚 Vagaro has a handy guide to help walk you through Exporting Your Customer List.

⚠️ Only the business owner of the Vagaro account can export the customer list.

Exporting your Appointments from Vagaro

To export your appointments, please follow these EXACT steps:

  1. Click on Reports in the top menu
  2. Under Appointments on the left, click on Appointments Summary
  3. In the Appointment From-To field, select the From and To dates to capture the full date range of appointments. (For example, use the calendar to go back to before you started using Vagaro > click on a date > use the second calendar to go past today’s date into the future > click on a date)
  4. Click the green Submit button
  5. Leave the Employees and Customer fields as All Employees and All Customers
  6. Next, click on Advanced Filters
  7. Click into the Appointment Status dropdown field
  8. Toggle ON the following 9 statuses:
    • Accepted
    • Awaiting Confirmation
    • Confirmed
    • Cancelled
    • Show
    • No Show
    • Ready to Start
    • In Progress
    • Service Completed
  9. Click the Run Report button
  10. Next, click on Grid View
  11. Each status will appear as a single column. Click on one of the blue links (doesn’t matter which one) for ONE status, e.g. Accepted
  12. Click the download icon ⬇ in the top right of the box > select Excel > the file will download to your device
  13. Repeat steps 11-12 for EACH REMAINING STATUS (Awaiting Confirmation, Confirmed, Cancelled, Show, No Show, Ready to Start, In Progress, Service Completed)

Once you have all 9 files downloaded (AppointmentSummary.xlsx, AppointmentSummary (1).xlsx, AppointmentSummary (2).xlsx, etc.), you can upload them into the import. We’ll combine the individual files to import the full record of appointments.

💡 Helpful Hint: If you would like to export appointments for a specific employee, you can select them from the Employee dropdown, then follow the remaining steps.

📚 Vagaro also has a handy guide to walk you through the Appointments Summary Report.

Exporting your Product Inventory from Vagaro

Do you have inventory that you’d like us to bring into Jane for you? We can import these into your Products as they’re referred to in Jane if you provide us with the Excel list for your inventory.

  1. Start by going to Settings > Inventory > Management
  2. Choose the Select Products dropdown menu
  3. Select Check All to select all inventory (you can alternately use the filters to export a limited set of inventory if you don’t want it all to be added)
  4. Click Search once you’ve finished applying filters
  5. Finally, Export that list to Excel

You can check out Vagaro’s Inventory Guide should that assist you with these steps.

Customer Notes

Please Note: We haven’t seen a Notes Report provided before, so we may not be able to import this depending on the way the Excel sheet is formatted. You can provide this to us for review to see if we’re able to import that for you.

This report is also only able to be run individually, one customer at a time.

  • Select Customers at the top of the screen
  • Select the customer you want to export notes for
  • Then press the Notes tab where you can export the notes in Excel

Here is Vagaro’s Guide on Exporting Customer Notes.

Sales and Other Reports

While we can’t import billing data or some other types of information, you may want to store it securely outside of Jane. Vagaro has a guide on Exporting Reports and Cancel/Pausing Your Account

When exporting your data from Vagaro, you will want to ensure you’re exporting the files in Excel format, as opposed to PDF. This allows us to be able to properly import your data.

Vagaro Billing Data

We don’t import billing information such as Accounts Receivable or Credits as there are formatting issues between the two systems, but our understanding is that Vagaro allows for the export of your billing data to back up files prior to your license expiring, so you can retain access to this information after your Vagaro access has ended.

We also have a great guide on Transitioning Your Clients Credits/Receivables to Jane that you can follow along with to ensure that’s entered into Jane for you should you need to carry these over.

Uploading into Jane

To ensure that your data is uploaded to the correct account, and for security reasons, we do not accept patient data via email. You can upload the files to us in the Settings > Schedule an Import area.

You can find an overview of this process here: Scheduling Your Import

We’ve leveraged our experience with various software imports, along with official guides from other software providers, to create this comprehensive resource for transitioning to Jane. If you have any difficulty downloading your data, it’s best to reach out to Vagaro directly for assistance.
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