How to export your data from Vagaro
Vagaro lets the business owner export the customer list and most reports to PDF or Excel, one report at a time. Notes and forms come out per customer. This guide covers what to export, in what order, and what to ask Vagaro before you cancel.1
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What you can export from Vagaro yourself
From Vagaro’s own help documentation, with sources at the foot of the page. Menu names change; if a path below no longer matches, Vagaro support can point you to the current one.
Customer list
Reports > Customers, filter if you need to, then Export to PDF or Excel. Only the business owner can export it. The report carries contact details, birthdate, last visit, memberships, tags, no-shows and your custom fields.
Sales and transactions
Reports > Transaction List shows every sale with items, fees, payment methods and deposit status, and exports to Excel or PDF.
Appointments
The Appointments Summary and Cancellations & No-Shows reports export to PDF or Excel. Each customer’s appointment history can also be downloaded from their profile, one customer at a time.
Packages, memberships and gift cards
The Packages and Memberships reports list every customer package and membership regardless of status. The Gift Card report defaults to outstanding cards, meaning cards with a balance left, and exports to PDF or Excel.
Products and services
Reports > Current Stock exports inventory, but leaves out products that are out of stock. Service and price lists download per employee from Settings > Employee Profiles.
Notes, forms and SOAP notes
Customer notes export to Excel from each customer’s Notes tab, on the web version only. Each form or SOAP template has a Table view of all responses you can download, and single responses download from the customer profile.
What is not documented and needs asking
Vagaro does not publicly document these. Ask support in writing, while your account is still active, and keep the reply.
A one-click full export
Vagaro’s cancellation guide says each report has to be run and exported individually. No single full-account export, or support-assisted export, is described.
How long data is kept after you cancel
Vagaro says reactivating restores your business data and customer list, but publishes no date after which a cancelled account’s data is deleted.
Bulk photos and charts
Photos taken in SOAP notes are stored on Vagaro Drive. A bulk export of photos, forms or SOAP notes across all clients is not described.
One file of all appointments
A single business-wide export of every past and future appointment is not described, only summary reports and per-customer history.
Leaving Vagaro: the steps, in order
Export steps
Step 1Export the customer list first
Sign in as the business owner and export Reports > Customers to Excel. Check the row count against your active client base before you move on.
- Step 2
Run the money reports
Export the Transaction List, Packages, Memberships and Gift Card reports. Switch the Gift Card report off its default outstanding-only filter if you want the full history as well as live balances.
- Step 3
Export appointments and stock
Export the Appointments Summary and Cancellations & No-Shows reports for the date range you need, plus Current Stock. Note any out-of-stock products by hand, because the stock report skips them.
Step 4Save clinical records per customer
Download each form or SOAP template’s response table, then export notes per customer from the web version. List the clients whose photos sit on Vagaro Drive and ask support how to get them out.
Step 5Ask support for what is missing, in writing
Send Vagaro one message listing what you could not export (bulk photos, all appointments in one file, how long your data is kept), and keep the reply.
Step 6Cancel last
Only the account owner can cancel. Vagaro recommends exporting sales data and the customer list first; if you forget, you have to reactivate the account to get reports back.
🔗
You may not need to move everything. Workee can run alongside Vagaro.
Workee puts booking on your own website and passes each appointment to the calendar you already run. It adds Jenny, an AI front desk that confirms each booking, follows up after visits to rebook, recovers abandoned bookings and wins back clients who have gone quiet, by text and email. It also gives you lead forms on your website, where Jenny answers questions, qualifies each new lead and books a time, plus email and SMS campaigns, Google review requests, holiday offers and a weekly report on what Jenny did. If you do move fully, Workee has its own calendar, payments (deposits, no-show fees and cards on file) and client records, and imports your client list from a spreadsheet.
Related reading
Workee vs Vagaro
Pricing cited from Vagaro’s own page, what it does better, and how the two run side by side.
Vagaro alternatives
The platforms med spas compare Vagaro with, and the reasons to stay.
Vagaro review
Every published price, where Vagaro is strong, and where it falls short.
Import your client list into Workee
Upload the export, map the columns and check a few profiles.
Use Workee alongside Vagaro
Keep Vagaro and add booking on your own website first.
All data export guides
Export guides for Vagaro, Boulevard, Zenoti, Mangomint, Fresha, Square Appointments, Aesthetic Record, Pabau, AestheticsPro and GlossGenius.
Exporting from Vagaro: common questions
- Can I export my client list from Vagaro?
Yes. Vagaro says the customer list export is available to all Vagaro businesses, but only the business owner can run it. It exports from Reports > Customers to PDF or Excel. Vagaro’s help center does not mention CSV. - Does Vagaro export everything in one file?No. Vagaro’s cancellation guide says each report has to be run individually and exported to PDF or Excel, or printed. Plan for an afternoon, not a click.
- What happens to my Vagaro data after I cancel?Vagaro says that if you reactivate, your business data and customer list are restored. It does not publish how long a cancelled account’s data is kept, so ask support in writing before you cancel.
- Do I have to leave Vagaro to use Workee?No. Workee adds booking on your own website and Jenny, an AI front desk that confirms each booking, follows up after visits to rebook, recovers abandoned bookings and wins back clients who have gone quiet, by text and email, and passes appointments to the calendar you already run, so Vagaro can stay. If you do move, Workee imports your client list from a spreadsheet.
Moving off a platform?
Talk it through with us.
Sources
- Vagaro — Cancel or Pause Your Vagaro Subscription. Accessed 18 October 2026.
- Vagaro — Export Your Customer List. Accessed 18 October 2026.
- Vagaro — Run the Customer List Report. Accessed 18 October 2026.
- Vagaro — Run the Transaction List Report. Accessed 18 October 2026.
- Vagaro — Run the Appointments Summary Report. Accessed 18 October 2026.
- Vagaro — Manage Customer Packages from the Packages Report. Accessed 18 October 2026.
- Vagaro — Manage Customer Memberships from the Memberships Report. Accessed 18 October 2026.
- Vagaro — Manage Your Customers’ Gift Cards. Accessed 18 October 2026.
- Vagaro — Manage Customer Notes. Accessed 18 October 2026.
- Vagaro — View a Table of Form/SOAP Note Responses. Accessed 18 October 2026.
- Vagaro — Take HIPAA-Compliant Photos and Track Products in SOAP Notes. Accessed 18 October 2026.
- Vagaro — Reactivate Your Vagaro Account or Subscription. Accessed 18 October 2026.
