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Importing from Vagaro

Disclaimer about our import guides: We create our guides through the experiences we have importing from different software, as well as searching for guide documents from these softwares to assist our customers in transitioning over to Jane. If you have any difficulty while retrieving your data, it’s best to reach out directly to your current software provider.


Ready to dive into what Jane can offer you?

Whether you’ve already signed up and you’re looking for your next step on how to bring your data over, or if you’re just browsing to see if Jane’s going to be a great fit for you, we can help you each step of the way.

If you’re just starting to look, there’s a neat button in the top right corner of this page that says Book a Demo! 👆🏻 That will bring you to our online booking page to get a demo scheduled in for yourself and talk to one of our great team on what Jane can do for you. And yes, we use Jane, too for booking!

Our dedicated onboarding and import teams are ready to get you started if you’ve already signed up for your new Jane account. We want to make sure you feel good about getting started and you’re hitting the ground running with great success. Whether it’s a New Account Setup call or you’re looking for some importing answers, feel free to reach out to us at any time. And that goes for you, too, if you’re not a customer yet! Our import process is also completely free, as is ongoing support and everything else that Jane offers.

What can I expect moving to Jane from Vagaro?

Coming from Vagaro, there’s quite a bit of information we can bring into your Jane account to help make your transition as seamless as possible.

When exporting your data from Vagaro, you will want to ensure you’re exporting the files in Excel or CSV format, as opposed to PDF. This allows us to be able to properly import your data. The data we’ve been able to import from Vagaro includes:

Exporting your Data from Vagaro

Here’s what we know about each type of report you’re able to export, and some helpful guides from Vagaro on completing that.

Customer List

Providing your customer list allows us to create patient profiles with demographics in Jane, where all of each patient’s information like charts and notes, and linked appointments is stored.

  • Head over to the Reports tab at the top of the screen
  • Click Customers on the left side of the screen, under Customers
  • Select Advanced Filters
  • Next, click the dropdown under Service Providers to select which employee’s customers you’d like to export (Select ALL if you’ll be exporting all providers customers)
  • Click Run Report
  • Finally, click Export at the bottom of the screen, and make sure to select Excel

Here is Vagaro’s Guide on completing that as well, should it help to have visuals.

Appointments

To bring over your appointments from Vagaro, you can export the Appointment Summary report. For the data to include the necessary information to import your appointments into Jane, the report will need to be exported for each individual status. To export your appointments, you can follow these steps:

  • Navigate to Reports in the top menu
  • Under Appointments on the left, click on Appointment Summary
  • Filter for the date range of appointments you are looking to bring over (don’t forget to filter past today’s date to capture future appointments!)
  • Filter by individual, multiple, or all service providers
  • Filter for All Customers
  • In the graph that generates, click on a status (e.g. Service Completed, Requested, Accepted, Cancelled, No Show, etc.)
  • When you click on an individual status, in the top right of the pop-out there is an Export option
  • Export to Excel. The file will download to your device

You will then need to repeat these steps for each status you are looking to bring over. Once you have all the files, you can upload them all into the import. We’ll combine the individual files to import the full record of your appointments.

Vagaro also has a handy guide to walk you through the Appointment Summary report: Appointment Summary Report

Inventory

Do you have inventory that you’d like us to bring into Jane for you? We can import these into your Products as they’re referred to in Jane if you provide us with the Excel list for your inventory.

  • Start by going to Settings > Inventory > Management
  • Choose the Select Products dropdown menu
  • Select Check All to select all inventory (you can alternately use the filters to export a limited set of inventory if you don’t want it all to be added)
  • Click Search once you’ve finished applying filters
  • Finally, Export that list to Excel

You can check out Vagaro’s Inventory Guide should that assist you with these steps.

Customer Notes

Please Note: We haven’t seen a Notes Report provided before, so we may not be able to import this depending on the way the Excel sheet is formatted. You can provide this to us for review to see if we’re able to import that for you.

This report is also only able to be run individually, one customer at a time.

  • Select Customers at the top of the screen
  • Select the customer you want to export notes for
  • Then press the Notes tab where you can export the notes in Excel

Here is Vagaro’s Guide on Exporting Customer Notes.

Sales and Other Reports

While we can’t import billing data or some other types of information, you may want to store it securely outside of Jane. Vagaro has a guide on Exporting Reports and Cancelling Your Account

Vagaro Billing Data

We don’t import billing information such as Accounts Receivable or Credits as there are formatting issues between the two systems, but our understanding is that Clinicmaster allows for the export of your billing data to back up files prior to your license expiring, so you can retain access to this information after your Clinicmaster access has ended.

We also have a great guide on Transitioning Your Clients Credits/Receivables to Jane that you can follow along with to ensure that’s entered into Jane for you should you need to carry these over.

Uploading into Jane

To ensure that your data is uploaded to the correct account, and for security reasons, we do not accept patient data via email. You can upload the files to us in the Settings > Schedule an Import area.

You can find an overview of this process here: Scheduling Your Import

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