Vagaro to Vagaro Import services makes it easy for employees to move between two Vagaro businesses or transfer their services, classes, customers, customer notes, future appointments, and Vagaro Drive files to a new Vagaro business from their current Vagaro business. This feature gives you secure data transfer between businesses and avoids manually exporting and importing data.
These import services support a smooth transition between Vagaro businesses in four transfer scenarios:
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Scenario 1 - An employee of a Vagaro business creates their own new Vagaro business and requests a transfer of the employee's information from the old business.
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Scenario 2 - An employee moving to a different Vagaro business asks the current business owner to transfer their information to the new employer (also a Vagaro business.)
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Scenario 3 - A Vagaro business owner uses the Make Owner of a New Business option to set up a new business for their employee and transfer the employee's information in the same operation.
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Scenario 4 - When a business adds a new employee, who works for another Vagaro business, they can request a transfer of the employee's information as part of configuring the new employee.
This article will take you through the steps for all four scenarios. Screens all show the process on the Web version of Vagaro but are the same for the Vagaro Pro app (except where noted).
Additional information about Vagaro to Vagaro Imports in this article:
Once you've gone through the steps of creating a new Vagaro Business, follow these steps:
In your new Vagaro business:
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Go to → .
Vagaro Pro: → → .
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Click Request Transfer in the notification at the top to transfer information from your current Vagaro business employer.
Note
You'll see more than one transfer request option if you are employed by multiple Vagaro businesses (as with a multi-location business).
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Use the checkboxes to select which information to transfer and click Request Transfer.
In the transferring Vagaro business:
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The business owner gets a notification that you want to transfer your information.
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They approve the transfer.
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When the transfer is complete, the transferring business owner should delete your employee account from their business.
Note
You'll receive an email notification if the original business owner denies your transfer request. If the Request Transfer option is still available on the Customer/Import Management page, you can request the transfer again, or you can contact the original business owner directly and ask them to start the transfer process from their side.
In your new Vagaro business:
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You'll receive a notification that your information has been transferred.
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If applicable, click the Service Mapping link to view services to be transferred and add new services to your business to match services at your previous Vagaro business.
See the Service Mapping section for more information.
Important
If you have transferred customer appointments to your new business, let those customers know about the change.
The employee moving to a different Vagaro business asks the current owner to transfer their information to the new one.
In the transferring Vagaro business, the business owner performs these steps:
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Go to → → .
Vagaro Pro: → → .
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Click the Action menu (3 horizontal dots) to transfer and select Transfer Employee's Data.
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Click Transfer to Another Business.
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Select the options for which information to transfer and check the Express Consent box.
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Click Request Transfer.
In the target business, the business owner performs these steps:
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Click View in the transfer notification.
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Check the Express Consent box.
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Click Approve Transfer.
In the target business, after the transfer is approved, either the employee or business owner performs these steps:
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Click Service Mapping in the [name] Approved Transfer notification.
See the Service Mapping section for more information.
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Either match the services shown to existing services or select Create New Service to create the service in the target business.
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Click Import on the Service Mapping screen when done.
Employees who want to start their own Vagaro business can ask the owner of their current business to create a new business for them and transfer their data in the same operation.
In the transferring business, the business owner follows these steps:
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Go to → → .
Vagaro Pro: → → .
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Click the … menu by the employee to transfer and select Transfer Employee's Data.
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Click Make Owner of a New Business.
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Select transfer options, transfer date, and check the Express Consent box.
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Click Create Business.
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Enter the information for the employee's new business.
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Business name, address, and phone.
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A credit card to use for billing in the new business.
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Click Create Business.
The requested data (customer contact, notes, appointments, services, and classes) is copied or moved to the new business, and the owner of the new business receives an email confirmation.
The transferring business owner will receive a notification when the transfer is complete and should delete the employee from their business.
When a business owner adds a new employee who already works for another Vagaro business, the business owner will be offered the option to transfer employee data to their business during the employee creation process.
The business owner adding a new employee follows these steps:
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Go to → → .
Vagaro Pro: → → .
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Click +New Employee.
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Enter employee details and click Next.
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Click Add Employee on the Existing Employee Profile Found pop-up notice.
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Sign in as the employee you're adding.
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You'll see a confirmation pop-up.
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The employee is added to your business (including all profile data from the transferring business that is available.)
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Click Next.
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Set the Employee Type and Access Level, and then click Next.
If you use an employee ID card, swipe it to add to the employee data.
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Select a business to use for data transfer and click Continue.
You will have choices of any other Vagaro business that the employee is associated with.
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Select the data to be transferred and click Request Transfer.
Note
If you skip the transfer at this step, the new employee can request their former business initiate the transfer later.
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Set up the new employee's working hours on the next screen and click Next.
You'll see a Transfer Request has been Sent banner.
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Select services and classes for your new employee or let the transfer operation set those up when data is imported.
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Click Save.
In the transferring Vagaro business:
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The transferring business owner gets a notification of the transfer request.
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They approve the transfer.
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When the transfer is complete, the transferring business owner should delete the employee account from their business.
Note
If the transferring business owner denies the transfer request, the target business owner receives an email notification. They can always request the transfer again.
If there are no service mappings to consider, the target business owner is notified that the transfer request was approved.
Depending on what information is included in a transfer request, here's how the transfer is handled:
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Data |
Moved to Target Business |
Copied to Target Business |
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Future Appointments |
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Appointment Files (Vagaro Drive) |
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Customer Contact Information |
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Customer Notes |
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Customer Files (Vagaro Drive) |
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Services |
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Classes |
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Note
When data is moved to the target business, it is deleted from the transferring business.
If the transferring business has files on Vagaro Drive, transfer options for Appointment and Customer files on Vagaro Drive are offered but are not checked with other options. Select the ones you want to transfer.
When the target business is approving the transfer, if they do not have Vagaro Drive enabled or might not have enough storage to add the transferred files, the business owner will see this pop-up notification asking them if they want to add Vagaro Drive (or add more storage to their plan.)
When a Vagaro to Vagaro transfer involves services for both businesses, the employee or business owner of the target business will receive a notice to review service mapping. This process helps align differences between two businesses' services.
The Service Mapping screen shows a list of all services in the transferring business and drop-down selection menus for the target business to use to match up service "a" (transferring business) to service "b" (target business). Where the services already match, the list will contain the matching service. The target business owner or employee can change that match if wanted. If a transferred service has no match in the target business, the drop-down will offer to Create New Service, the default option. This option will create a new service in the target business to match the transferring business.
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When the transferring business owner creates a new business for their employee (Scenario 3), services and classes are imported without mapping.
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If the target business has no services or classes configured, those in the transferring business will be imported without mapping.
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Contact customers: Employees moving appointments to a different or new (their own) Vagaro business must contact their customers with appointments to inform them of the change.
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Inactive or suspended target business: If you request the transfer to occur on a date in the future, be aware that if the target business becomes inactive or suspended (due to non-payment, for example), the transfer will not go through.
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Free trial vs. paying businesses: In Scenario 3, where the transferring business owner is creating a new business for their employee, the following applies:
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If the transferring business is in a free trial period, the target business they create will start a free trial period.
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If the transferring business is in a paid monthly plan, the target business they create will immediately be in a paid plan with no free trial period.
The new business can avoid this if the employee creates their own new business and transfers the data. (Scenario 1)
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Cancellation: Once initiated, you cannot cancel or back out of a transfer request. If you make a mistake, contact Vagaro Support for options to roll back a transfer. Requests to roll back a completed Vagaro to Vagaro import may incur a service fee.
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