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Export Your Customer List

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Vagaro Support
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Exporting your customer list allows only the business owner to select some or all of your customers and then save their information to an Excel or PDF file or print it out. Saving the list to an Excel file also allows this list to be imported to another Vagaro business owner's account.

The Search and Filter options you use will return results that match all or part of the criteria you've entered or selected. For example, if you search for customers named "Sara," the results may also include variations of that name, such as "Sarah," "Saralee," "Saran," or "Sarai," in both first and last names. If you combine your search with additional criteria, like "4331" as the phone number, you may not get any results if no customers named "Sara" have that specific number in their customer profile.

For security and privacy, we recommend keeping all exported and printed information in a safe location.

Prerequisites: This feature is available to all Vagaro businesses, but only the business owner can export the customer list.

On a Phone

Running this report on a phone lists all your customers who match your search criteria. Each customer profile is listed on a separate card. Selecting a customer's card will allow you to view their customer profile or send them an email if they've provided their email address.

customer_export-phone.png

To export the business's customer list:

  1. Go to More+Reports → Customers+Customers.

  2. Optionally, select the Filters settings_inline.png button in the top-right corner of the screen to filter the contents of the report, then select Run Report:

    • Search by Mail / Address / Ref. By / Gen.Tag: Enter part or all of your customers' email addresses, mailing addresses, referred by customer, or general tags.

    • Search by Name: Enter all or part of your customers' names. For example, you may not remember a customer's first name, but you know their last name starts with "Smith."

    • Search by Phone: Enter your customers' phone number, such as an area code.

    • Customer Since: If you're searching for customers based on how long they've been visiting your business, select whether to search Before, After, or Between a selected Date or date range.

    • Last Visit: If you're searching for customers based on when they last visited your business, select whether to search Before, After, or Between a selected Date or date range.

    • Search by Customer Note: All or part of customer notes.

    • Services, Classes & Add-Ons: Any of the services, classes, or add-ons that customers have purchased or attended.

    • Phone or Email on Profile: Enter all or part of your customers' email address or phone number in their customer profiles. For example, all customers who have a Gmail address or who have phone numbers with the same area code.

    • Employees: Service providers who have performed services for the customers.

    • Membership: Memberships that the customer currently has.

    • Online Booking: Whether customers' online bookings were set to Allow, Require Acceptance, or Block.

    • Date Range: Start and end dates that customers had appointments.

    • Birth Month: The month that customers were born in.

    • Gender: Whether the customers identify as Male, Female, or Non-Binary.

    • Credit Card or Bank on File: Whether the customers have a credit card or bank account on file.

    • Booking Range: The minimum and maximum number of appointments that the customers have scheduled at your business.

    • Points Earned Range: The minimum and maximum number of points that the customers have earned at your business.

    • Amount Paid Range: The minimum and maximum amount of money that the customers have spent at your business.

    • No-Show / Cancellation Range: The minimum and maximum number of appointments that the customers have no-showed or cancelled.

    • Age Range: The minimum and maximum age of the customers who have visited your business.

  3. Select the checkboxes of the customer profiles to be exported or printed, or Select All Customers, then in the Action kebabmenu in the top-right corner of the screen, then select Print, Export PDF, or Export Excel.

    customer_list_select-phone.png

  4. Additionally, at any time after running the report, you can also perform these tasks:

On the Web, Tablet, Pay Desk, or PayPro

Running this report on the web, tablet, Pay Desk, or PayPro will list the customers who match your search criteria. Each customer profile is listed on a separate card, and selecting a customer's card will go to their customer profile.

customer_export.png

To export the business's customer list:

  1. Go to Reports → Customers → Customers.

  2. Optionally, select the Filter settings.png button to set your report's filters, then select Run Report.

    • Mail/Address/Ref.By/Gen.Tag: Enter part or all of your customers' email addresses, mailing addresses, referred by customer, or general tags.

    • Name: Enter all or part of your customers' names. For example, you may not remember a customer's first name, but you know their last name starts with "Smith."

    • Phone: Enter your customers' phone number, such as an area code.

    • Advanced Filters: Optionally, select any additional filters to further refine the report.

      • Customer Since: If you're searching for customers based on how long they've been visiting your business, select whether to search Before, After, or Between a selected Date or date range.

      • Last Visit: If you're searching for customers based on when they last visited your business, select whether to search Before, After, or Between a selected Date or date range.

      • Customer Note: All or part of customer notes.

      • Services, Classes and Add-Ons: Any of the services, classes, or add-ons that customers have purchased or attended.

      • Phone or Email on Profile: Enter all or part of your customers' email address or phone number in their customer profiles. For example, all customers who have a Gmail address or who have phone numbers with the same area code.

      • Service Provider: Employees who have performed services for the customers.

      • Membership: Memberships that the customer currently has.

      • Online Booking: Whether customers' online bookings were set to Allow, Require Acceptance, or Block.

      • Date Range: Start and end dates that customers had appointments.

      • Birth Month: The month that customers were born in.

      • Gender: Whether the customers identify as Male, Female, or Non-Binary.

      • Credit Card or Bank on File: Whether the customers have a credit card or bank account on file.

      • From/To: Search for customers who match the following criteria within a range of values:

        • Booking: The minimum and maximum number of appointments that the customers have scheduled at your business.

        • Points Earned: The minimum and maximum number of points that the customers have earned at your business.

        • Amount Paid: The minimum and maximum amount of money that the customers have spent at your business.

        • No-show/Cancel: The minimum and maximum number of appointments that the customers have no-showed or cancelled.

        • Age: The minimum and maximum age of the customers who have visited your business.

  3. Optionally, in the search results, you can switch between how customer profiles are listed:

    • In Card View, list your customer profiles as separate cards.

    • In Grid View, list your customers in a table.

      customer_list_grid.png

      You can sort the customers by selecting the column headers at the top of the report.

      customer_list_sort.png

  4. Select the checkboxes of the customer profiles to be exported or printed, or Select All Customers:

    customer_list_select.png

  5. At the bottom of the screen, you can select:

    • Print: Get a hard copy of your customer list.

    • Export: Save your customer list to an Excel or PDF file (web version only).

What's in This Report?

Generating this report will list your customers' information in separate cards that you can select to print or export to an Excel or PDF file. You can also use this screen to delete, merge, and restore deleted customer profiles.

On a Phone

The following information is shown for each customer, in both Chart View and Grid View, if it's been provided:

  • Name: The customer's name.

  • Amount Spent: How much money the customer has spent at your business.

  • Email: The customer's email address:

  • Address: The customer's mailing address.

  • Cell Phone, Day Phone, Night Phone: The customer's mobile number at which they can receive text messages, as well as alternate numbers they can be reached during the day or night.

  • Customer Since: Date when the customer first visited your business.

  • Last Visited: The date of the customer's most recent appointment or purchase.

  • Membership: Memberships that the customer currently has.

  • Online Booking: Whether this customer is allowed to book online with your business or requires acceptance.

  • Birthdate: The customer's date of birth.

  • Gender: The customer's gender.

  • Referred By: The person who referred this customer to your business.

  • Tags: Any general tags you have assigned to the customer.

  • Appointments Booked: The total number of appointments the customer has scheduled with your business.

  • Classes Booked: The total number of appointments the customer has attended at your business.

  • Check-Ins: The total number of times the customer has checked in with the Check-In app.

  • Credit Card: Whether the customer has a credit card on file.

  • Bank: Whether the customer has a bank account on file.

  • Points Earned: The total number of points the customer has earned at your business.

  • No Shows / Cancellations: The total number of appointments that customer didn't show up for or cancelled.

  • Employees Seen: The service providers or instructors that have provided services to the customer.

On the Web, Tablet, Pay Desk, or PayPro

The following information is shown for each customer, in both Chart View and Grid View, if it's been provided:

  • Name: The customer's name.

  • Amount Spent: How much money the customer has spent at your business.

  • Email: The customer's email address:

  • Address: The customer's mailing address.

  • Mobile, Day, Night: The customer's mobile number at which they can receive text messages, as well as alternate numbers they can be reached during the day or night.

  • Birthdate: The customer's date of birth.

  • Gender: The customer's gender.

  • Customer Since: Date when the customer first visited your business.

  • Last Visited: The date of the customer's most recent appointment or purchase.

  • Employees Seen: The service providers or instructors that have provided services to the customer.

  • Membership: Memberships that the customer currently has.

  • Referred By: The person who referred this customer to your business.

  • Online Booking: Whether this customer is allowed to book online with your business or requires acceptance.

  • Appointments Booked: The total number of appointments the customer has scheduled with your business.

  • Classes Booked: The total number of appointments the customer has attended at your business.

  • Check-Ins: The total number of times the customer has checked in with the Check-In app.

  • Credit Card: Whether the customer has a credit card on file.

  • Bank: Whether the customer has a bank account on file.

  • Points Earned: The total number of points the customer has earned at your business.

  • No Shows / Cancellations: The total number of appointments that customer didn't show up for or cancelled.

  • Tags: Any general tags you have assigned to the customer.

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