MassageBook offers simple solutions to help transfer your existing data from Vagaro to your new account! You'll find the information listed in this article by category.
What Can I Expect Moving from Vagaro to MassageBook?
Users switching from Vagaro have successfully brought over:
- Clients
- Existing events/appointments
- Client notes
- Unredeemed Gift Certificates
- Unused service credits.
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 and booking in MassageBook.
Initial Setup
First, you will complete the initial setup of your MassageBook account by entering information about your business, adding services to your menu, and adding staff (if needed). You can learn more about these steps at the links below:
Adding Business Details
Adding Services to the Service Menu
How to Add and Manage Staff
Clients
After completing the initial setup within MassageBook, uploading your existing clients into your MassageBook account is an easy first step towards using many of the other features available in the software.
You will need to start by Exporting your client list from your Vagaro account into an Excel (spreadsheet) file: Export Your Customer List (Vagaro).
Once you have exported your client list out of Vagaro, you will then need to modify the spreadsheet file to meet the formatting requirements for a client import into MassageBook, and then import the file into your MassageBook account. You can find more information on the formatting requirements and how to import your clients into MassageBook here: Importing Clients from a Spreadsheet.
Note: if you are having trouble importing your spreadsheet, feel free to email it to support@massagebook.com and we'll upload it for you!
Once you get your clients uploaded, be sure to send them a Campaign email to let them know how to book new appointments with you through MassageBook:
Creating and Sending a New Campaign to All Clients
Appointments
The easiest way to transfer from your Vagaro Schedule to your MassageBook schedule would be to connect your Vagaro Schedule to your Google Calendar, then sync your Google Calendar to MassageBook. To sync your Vagaro Schedule to a Google Calendar, follow the steps here: Sync Vagaro with Google Calendar.
Once events from your Vagaro schedule have synced to your Google Calendar, you can sync your Google Calendar to MassageBook and those events will be added to your MassageBook schedule:
Establishing a Google Sync with Your Business Schedule
Once Google Events sync to MassageBook they will be shown on the schedule as blocked time, but they will sync to the correct dates and times. You can then convert that blocked time to an appointment by adding the service and client through the steps at the link below. After a Google Event has been converted to an Appointment, clients will receive reminder emails, texts, and the client intake form, based on your settings.
Converting a Google Event to an Appointment
Note: The Activity section in a Client's record stores all MassageBook booking activity. There is not a way to import historical appointments into their Activity.
SOAP Notes and Intake Forms
You can download SOAP Notes and Intake Forms from your Vagaro account and upload those documents to the client's SOAP Note in MassageBook so it can be saved on file. To download SOAP Notes and Forms from Vagaro, follow the steps here: Download a Customer's Form or SOAP Note Response.
Once the note has been downloaded to your device, you can then create a new SOAP Note in MassageBook and upload the files to the new note:
Creating a SOAP Note from a Client's Record
Uploading a File to a SOAP Note
If the client has already filled out an intake form for you previously, and you would like that information entered within MassageBook's intake form, you can view the form on a client's record and fill it out yourself.
But switching to a new software is always a good reason to gather updated information from clients in case their contact information or health history has changed since their last visit. Intake forms can be manually sent to clients by following the steps in the link below, but client's will automatically receive a request to complete their Intake form the next time they schedule an appointment through your MassageBook website..
Intake Forms Overview
Sending an Intake Form from a Client's Record
Reviews
Existing reviews in your Vagaro cannot be imported, but you can add any text that you would like to the front page of your MassageBook site under Setup > About. However, getting reviews through MassageBook will happen quickly as a review request email will send to clients after their appointment has been checked out on your schedule.
You can connect existing Yelp and Google reviews though by following the steps at the links below:
Activating Google Reviews
Adding Yelp Reviews
Gift Certificates
Unredeemed Vagaro Gift Certificates can be transferred into your MassageBook Business by re-recording the sale of the certificate in MassageBook using Store Credit. Store Credit redemption is not viewed as income within MassageBook's reports, so this will ensure that code has been added into your MassageBook account without double recording any income from the Gift Certificate purchase. You can learn more about accounting for your previously sold gift certificates here: Accounting for Previously Sold Gift Certificates.
Prepaid Services and Series
If you have Clients who have unredeemed prepaid Services or Packages, you can transfer those unredeemed credits from Vagaro into your client's MassageBook profile by re-selling the service credit(s) through the Cash Register using Store Credit.
For example, if a Client purchased a five-session Vagaro Package and has used two, you can add the remaining 3 credits as Series Credits in MassageBook by:
- Adding the Series to the Service Menu.
- Applying Store Credit in the full amount of the Series to the Client's record.
- Selling the Series to the Client through the Cash Register.
- Using the Store Credit to complete checkout.
- Editing the balance to reflect what's actually left.
Alternatively, you can sell individual Services through the Cash Register as well.
There are three ways to connect with us if you need direct assistance:
- Email: support@massagebook.com or select Ask MassageBook in your Professional Account.
- Phone: 843-352-2026
- Live Chat: Select Ask MassageBook at the bottom of every page in your Professional Account. If our team is online, you'll see the option to start a live chat.
- In addition to the above articles, you can also find videos of various features in your MassageBook account here: Tutorial Videos