How to export your clients from Zenoti
Zenoti calls your clients guests, and it controls who can export them more tightly than most platforms. Check the requirements below before you start — most export problems here are permission problems.
- How it works
- Export via reports
- File you’ll get
- Excel or CSV — choose CSV
- Last checked
- September 17, 2026
Before you start
What you’ll need
- A Zenoti role that's permitted to export personal data — owner or manager level
- Multi-factor authentication set up, and your phone to hand
- Owner approval if you have more guests than your role's export limit
- About fifteen minutes
Step by step
Exporting from Zenoti
- 1
Check your export limit first
Zenoti caps how many rows each role can export. By default that's 5,000 rows for admins and managers, and 10,000 for owners and zonal managers. Other roles can't export personal data at all.
If your guest list is larger than your limit, you'll need an owner or zonal manager to approve the export before it runs.
- 2
Open Target segments
At the organization or centre level, go to Marketing, then Target segments.
Marketing → Target segments
- 3
Find or build a segment covering your guests
Search for an existing segment, or create one with no filter criteria so it covers everyone you want to export.
- 4
Export it
Click Export against the segment and choose CSV. You'll be asked to complete multi-factor authentication before the export runs.
Marketing → Target segments → Export
For large lists, Zenoti offers to email you the file instead of downloading it — click Send Email when the popup appears, then watch your inbox.
Looking for an export button on the Guest List?
Older Zenoti documentation described exporting from Guests → Manage Guests. Zenoti redesigned that screen in late 2025 and its current article for it doesn't mention an export option, so we can't confirm it's still there. If you see one, it will be quicker than the steps above — and either way the same role permissions, MFA and row limits apply.
What comes with your export
Zenoti doesn’t publish a list of the columns in this export, so we won’t guess at it. Open the file once you’ve downloaded it and you’ll see exactly what you have.
What may not come across
- Guest notes — Zenoti states these can't be extracted in bulk. They have to be copied from each guest record one at a time.
- Forms and the photos attached to them — also one at a time.
- Saved payment cards. Zenoti doesn't store card numbers at all, only tokens held by the payment processor.
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
Owner or manager level, with multi-factor authentication. Zenoti blocks personal-data exports for all other roles with the message "PII exports are not permitted for your role". Export permissions are set under Configuration → Security → Export controls.
Do this before you cancel
Guest notes, forms and treatment photos can't be exported in bulk — they come out one guest at a time. If those matter to you, give yourself real time before closing your account, and start with your most active clients.
Before you upload
- Make sure you chose CSV rather than Excel.
- Check the row count against your guest list — if you hit your role's export limit, the file may be short.
- Check that each guest has either an email or a phone number — rows with neither can't be imported.
Last step
Importing into SpaSphere
- 1
Open the importer
In SpaSphere, go to Settings → Import & Export and choose to import clients.
- 2
Upload your file
Select the file you exported. SpaSphere reads the column headers and matches them to the right fields automatically.
- 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 Zenoti's own documentation on September 17, 2026. Platforms change their menus, so if something looks different, trust what's on your screen.
Zenoti reorganised its help site in 2026 and several export articles moved or were retired. The steps above follow the pages that are live today.
Still deciding whether to switch?
See how SpaSphere compares with Zenoti for a solo esthetician practice.
SpaSphere vs Zenoti