Vagaro
Cloud-based booking and client management for spas
Export Steps
Log in to Vagaro Business Portal
Navigate to vagaro.com in your browser. Click "Log In" in the top-right corner of the homepage. Enter your business owner email and password. You will land on your business dashboard showing today's appointments.
Note:
Only business owners can export customer lists. Employee logins do not have access to the export feature.
Tip:
If you manage multiple locations under one Vagaro account, make sure you are viewing the correct location — check the location name shown in the top navigation bar.
Navigate to More → Reports → Customers
In the Vagaro navigation, click "More" to expand the full menu. Then click "Reports". In the Reports section, click "Customers" in the left-hand menu. Then click "Customers" (the sub-report under Customers).
Optionally Filter by Employee (or Leave Default)
To filter by a specific employee, click the "Filters" button at the top, select the "Employee" option, choose the desired employee(s), then click "Run Report". To export all clients across all employees (recommended), leave the filters at their defaults and click "Run Report".
Tip:
Leave Employee filter at default "All" to capture the full client list across your entire business.
Click the "Action" Menu → Export as Excel
Once the report results load, look for the "Action" button or dropdown at the top of the results. Click "Action" and select "Export as Excel" or "Export as PDF". The file will download to your browser's Downloads folder.
Tip:
Select "Export as Excel" for easiest review in spreadsheet format. Both Excel and PDF formats are accepted by MedMasters.
Verify and Send File
Open the downloaded file in Excel or Google Sheets. Confirm row 1 has column headers and that Phone, Email, and Last Visit columns have data. Then send the file to MedMasters using the secure upload link provided by your account manager.
Note:
Never email the file directly. Use only the secure upload link from MedMasters.
Field Availability
Which MedMasters data fields are available in this EHR export.
Known Quirks
Only business owners can export customer lists — employee logins cannot access the export feature
Export is accessed via the Action menu in Reports → Customers → Customers, not directly from the Clients page
Vagaro is a cash-pay spa platform — insurance/payer data is not tracked and will not be in the export
Pro Tips
The export path is More → Reports → Customers → Customers → Action → Export as Excel
Multi-location accounts: filter by location in the Filters menu before exporting, or run one export per location
Google Calendar Integration
Sync type: two way
Open Employee Integrations
Go to Settings → Employee Profiles. Find the employee profile you want to connect. Click the "Action" button next to that profile, then select "Integrations."
Select Sync Google Calendar
Under the "Sync Calendar" section, select "Sync Google Calendar."
Sign In with Google
A Google sign-in window will appear. Enter your Google account credentials and grant Vagaro permission to access your calendar.
Configure Sync Options
Choose your sync preferences from the available options: (a) "Import past events from Google Calendar" — optionally select a starting date to pull historical Google events into Vagaro (up to 3 years back); (b) "Sync Vagaro to Google Calendar" — pushes your Vagaro appointments into Google Calendar; (c) "Sync Google Calendar to Vagaro" — imports Google events into Vagaro so they block your availability; (d) "Make imported Google events private to other employees" — hides Google event titles from other staff.
Connect and Confirm
Click "Connect Calendar." You will see a "Syncing in Progress" message while the initial sync completes. This typically takes a few minutes.
• Two-way sync: Vagaro appointments appear in Google Calendar and Google events block Vagaro availability.
• You can only link your Google Calendar with one Vagaro business at a time.
• Past events up to three years back can optionally be imported from Google.
• Sync begins immediately after setup and updates in real time.
Got your export? Now what?
The Storage & Handoff Playbook covers verifying, securing, and using the data for compliance, migration, or analytics.