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How to export your clients from Vagaro

Vagaro's customer export lives under Reports rather than on the Customers page, and it comes out as an Excel file. Here's the full path, including the conversion step.

How it works
Export via reports
File you’ll get
Excel (.xlsx) or PDF
Last checked
September 17, 2026

Before you start

What you’ll need

  • Your Vagaro business owner login — staff logins can't run this export
  • A computer, and a spreadsheet app (Excel, Numbers or Google Sheets)
  • About ten minutes

Step by step

Exporting from Vagaro

  1. 1

    Sign in as the business owner

    Only the business owner can export the customer list in Vagaro. A staff login won't show the option.

  2. 2

    Open the Customers report

    Go to Reports, then Customers. The customer export lives here, not on the Customers page itself — which is why it's easy to miss.

    Reports → Customers

    On the phone app: More → Reports → Customers.

  3. 3

    Run the report and export it

    If you see Advanced Filters, select all employees so nobody is left out, then run the report. Select Export in the bottom-right corner and choose Excel.

    Reports → Customers → Export → Excel

    Choose Excel, not PDF — a PDF can't be imported anywhere.

  4. 4

    Save it as a CSV

    Open the downloaded file in Excel, Numbers or Google Sheets, then use File → Save as (or Download as) and choose CSV.

    Vagaro doesn't offer a CSV option directly, so this conversion is unavoidable.

  5. 5

    Split the Name column

    Vagaro puts each client's full name in a single Name column. Split it into First Name and Last Name while you have the file open.

    In Google Sheets: select the Name column, then Data → Split text to columns → Space.

What comes with your export

  • Name (first and last together in one column)
  • Email
  • Address
  • Mobile / cell phone, day phone, night phone
  • Birthdate
  • Gender
  • Customer since, last visited
  • Membership and referred-by
  • Appointments booked, classes booked, check-ins
  • Points earned, no-shows and cancellations
  • Tags and any custom fields you created

What may not come across

  • Client notes — Vagaro exports these one client at a time, not in bulk.
  • Appointment history in detail — the export has counts, not individual visits.
  • Client photos
  • Saved payment cards (see below).

Saved payment cards

Saved payment cards never transfer through a client export — at any platform. Card details are held by payment processors under PCI rules, not in your client list. Clients add a card again on their first visit.

Who can run this export

The business owner only. Vagaro states plainly that staff logins can't export the customer list.

Do this before you cancel

Export your reports before you close your Vagaro account. Vagaro warns that if you forget, you'll have to reactivate the account to retrieve them and then deactivate it again.

Before you upload

  • Make sure the file is saved as CSV, not .xlsx.
  • Split the Name column into First Name and Last Name.
  • If you filtered by employee, re-run the export with all employees selected — filtering by one person leaves out customers who only bought products, gift cards or memberships from them.
  • Check that each client has either an email or a phone number — rows with neither can't be imported.

Last step

Importing into SpaSphere

  1. 1

    Open the importer

    In SpaSphere, go to Settings → Import & Export and choose to import clients.

  2. 2

    Upload your file

    Select the file you exported. SpaSphere reads the column headers and matches them to the right fields automatically.

  3. 3

    Check the column matching

    You'll see how each column was matched before anything is saved. Adjust any that look wrong, then confirm.

You don't need to rename columns before uploading. SpaSphere recognises the common variations — "Mobile Phone", "Cell", "Phone Number" all map to the same field — and shows you the matches before importing.

Where these steps come from

We checked Vagaro's own documentation on September 17, 2026. Platforms change their menus, so if something looks different, trust what's on your screen.

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