1. What can you export from Vagaro?

Your customer list and your reports, as Excel or PDF, run one at a time by the business owner. Clinical content — form responses, SOAP notes and their photos — downloads per customer or per form, not in one bulk export. Vagaro’s help centre documents no bulk export of forms, SOAP notes or photos.

Data How it comes out What survives the move
Customer list Reports → Customers, Excel or PDF Names and contact details import cleanly. Only the business owner can run it. Take Excel, not PDF.
Appointment history Reports, one export at a time In the export we worked with, appointments came as one spreadsheet per status (completed, accepted, no-show, cancelled) with no appointment length.
Form and SOAP note responses One at a time from the customer profile, or a table per form template Readable as a record. They arrive as documents, not as structured chart fields.
SOAP photos Vagaro Drive, one file at a time The slowest part of the move for a photo-heavy practice. Budget real hours.
Saved cards Do not transfer Vagaro’s merchant account closes when the subscription is cancelled. Re-collect cards on the new processor.
Services, packages, memberships Configuration Rebuild them. Re-enrol members on the new system before cancelling.

Vagaro also sells a raw-data feed as a paid add-on (Data Lake, listed at $40/mo plus $10 per extra location). For a one-time move the report exports are usually enough; the feed matters if you want the raw tables.

2. What the files look like when they arrive

Vagaro’s exports are shaped for a booking business, not a chart. Four details from the import we ran decide how clean the move is:

Detail Why it matters What to do
Appointments name the customer, with no email or phone Two customers with the same name cannot be told apart from the appointment file alone. Settle same-name customers in the client list before importing appointments.
Many customers have no date of birth A booking system does not need one. A medical chart does, and so does matching records safely. Collect date of birth on the new intake form at each patient’s first visit after the move.
Blank fields hold “---” An importer that does not know this stores “---” as a phone number or email. Make sure the importer treats it as empty.
The client file can carry payment columns Card and bank fields are payment data, not chart data. Never import them. Cards are re-collected through the new processor.

3. What does leaving Vagaro cost?

Little in fees, a lot in hours — mostly spent downloading clinical records one at a time.

Cost item Range What drives it
Report and customer exports $0 Included in the subscription.
Raw-data feed (optional) $40/mo + $10 per extra location Vagaro’s listed Data Lake add-on price.
Downloading forms, SOAP notes and photos 4–30+ hours Almost entirely the number of customers with clinical records and photos.
Receiving platform import $0–$500 Some platforms include the import in onboarding.
Rebuilding services, forms and memberships 6–15 hours The size of the service menu and how many forms you use.
Collecting missing dates of birth Spread over visits Done at intake, not up front.

4. What breaks during the switch?

Two things are specific to Vagaro; the rest break in every move.

What breaks Why How to handle it
Your online booking link The book-now button on your website and social profiles points at Vagaro. Swap every link on the day the new calendar opens. Keep a list of where they live.
Data after cancelling Vagaro’s help centre says reaching data after cancellation requires reactivating the account. Finish every export before you cancel, not after.
Lab results come back to the old system Orders placed from Vagaro route their results back to Vagaro. Stop ordering from Vagaro in the final week and keep logging in until every pending result has arrived.
Patients have to sign in again Portal and app logins belong to the system that issued them. Send the new invitation as part of the switch announcement, not after it.
Saved cards and memberships stop Card-on-file tokens belong to the old payment processor and do not export. Re-collect cards and re-enrol memberships in the new system before you cancel.

5. What does the switching timeline look like?

Three weeks, with the clinical downloads started in week one. For a practice adding prescribing at the same time, the prescriber’s e-prescribing enrolment is new rather than moved, and runs alongside.

Week What happens
Week 1 Run every export from Vagaro while the account is fully active. Start rebuilding templates and forms in the new system. Start e-prescribing enrolment for every prescriber.
Week 2 Import. Check demographics, allergies and medications against the source for a sample of charts. Reconnect labs and payments. Send patients the new portal invitation.
Week 3 Parallel run: new bookings go into the new system only. Catch results still arriving in Vagaro. Re-enrol recurring billing. At the end of the week Vagaro becomes a read-only archive.

The general mechanics, for any system, are in how to switch EHR without losing patient data.

6. Frequently asked questions

Can I export my client list from Vagaro?
Yes. The business owner can export the customer list from Reports as Excel or PDF, with any filters applied. Use Excel for an import.

Can I export SOAP notes and photos from Vagaro?
Yes, but one at a time. Form and SOAP responses download from each customer’s profile, or as a table per form template, and SOAP photos download individually from Vagaro Drive. Vagaro’s help centre documents no bulk export for them.

Do saved cards transfer out of Vagaro?
No. Vagaro’s merchant account closes when you cancel. Collect cards again on the new system’s processor before cancelling.

Can I get my data after cancelling Vagaro?
Vagaro’s help centre says you would need to reactivate the account. Run every export first.

Is this guide independent?
No. Aminova publishes it and imports Vagaro data, as stated at the top. The Vagaro behaviour is from Vagaro’s own help centre.