Import your data from Vagaro

Switching from Vagaro? The import wizard brings your data over in the right order: clients first, then appointment history on top of them. Gift cards and memberships imports are coming in later phases.

Before you start

Export your data from Vagaro as CSV or XLSX — the client list for the clients import, the appointment report for history. Large exports are fine; files upload with a progress bar and are parsed on our side.

You'll need two permissions: the Import clients action (shows the Import button) and the Data import resource permission (runs the pipeline). Owners have both; for staff, set them in the permissions editor.

Import your clients

On the Clients page, click Import (/clients/import) and pick the Clients tile.

1. Upload file

   Drop your Vagaro export. The exact same file can't be imported twice — re-imports are blocked, so you can't accidentally double up.

2. Map columns

   Randvu recognizes Vagaro's column names and applies a preset — you'll see "{n} of {m} columns matched". Adjust anything it missed, or Skip this field for columns you don't want. A name source is the only requirement.

3. Preview & dedup

   See counts of new clients and duplicates before anything is written. For rows matching an existing client, choose a policy: Skip the row, Merge into existing (fills empty fields, appends notes), or Create anyway.

4. Confirm and import

   Review the recap and press Start import. It runs in the background — you can close the page; a notification with a View link fires when it's done.

The results screen breaks the batch into Created · Updated · Skipped · Errors, with a downloadable CSV error report listing the reason each failed row failed — fix and re-upload just those.

Import appointment history

Run the Appointment history tile after your clients are in. It adds one extra step — Match staff & services — where Vagaro's names are matched to your Randvu team and service menu. Exact matches are accepted automatically; unmatched names block the import until you resolve them, so history always lands on the right people.

Interruptions, history, and rollback

• Interrupted? The results screen offers Retry now — the import resumes where it stopped, and already-committed rows are never re-created.
• Recent imports are listed under the upload step with live status; each links to its batch page (/clients/import/[batchId]), which you can revisit any time.
• Batches can be rolled back later, which soft-deletes what that batch created — the safety net if an import goes sideways.

Where to go next

• Manage client records — what a client record holds once imported.
• Invite your team — get staff in place before importing appointment history.