When you land in your new account, you'll see your appointments, clients, and the majority of your settings have transferred over! Ideally, you wouldn't need to lift a finger from there. That said, this is a list of things to review based on what features you may have used within Schedulicity.
Our greatest hope is that nothing catches you by surprise as you get to know this new platform! We have a ton of resources on this page too. Check it out and be in touch with any and all questions along the way.
Day One
Your clients will have accounts set up for them, their past and future appointments will be present in Vagaro, and all links they have will bring them to your new listing.
If a client has booked using Vagaro in past, they'll log in with the same credentials they always have. If they have never used Vagaro, they'll be able to use their Schedulicity login information!
Invite clients to book online: Invite Customers to Your Vagaro Listing Page
Update Instagram Book Now Integration: Instagram Integration
All other links will auto forward, so no need to worry about these right away!
We strongly recommend that you export your Schedulicity Client List and keep it handy so you can easily compare it to the list in your new Vagaro account.
If you aren't finding a client, search by their email address instead. In most instances, you should find it that way!
If there were multiple clients in your Schedulicity list sharing an email address, only one of them will have the email address associated in Vagaro. This may be a good time to set up Family Accounts for your clients!
The information displayed in the client list after migration is stemming from what the client entered in their own account (if they created one)—either in Vagaro or in Schedulicity. In these instances, the client needs to be update their own information!
In some (very infrequent) situations, we had to be extra cautious about making assumptions if there were multiples of the same email address. With that in mind, some email addresses may need to be added back in. Vagaro Customer List Report
Check payment settings to ensure you're approved and ready to process if needed: Credit Card Processing Articles
Go to your Online Shopping Cart (Settings >> Things We Sell) and make sure your name is in the Merchant Account box. Then, double-check your cancellation/deposit fees. Save and you should be good to go!
Clearent businesses may need to recollect stored credit cards.
If you used Auto Billing in Schedulicity, export Auto Billing report and compare it to Memberships in Vagaro to set up any recently established client subscriptions.
More details in the Packages and Auto Billing section below.
If there are multiple providers and/or resources in the account:
Review provider logins: Edit Employee Profile
Review provider and front desk permissions to ensure employees don't have more access than desired: Configure Access Levels and Employee Permissions
If you have an extra Provider that is actually a Resource (aka a room, pedicure tub, etc.), you can set it up as that now to minimize the monthly charge: Add Resources
Week One
Your Schedulicity account will be in a Read Only status for 30 days before it closes permanently.
Customize service category colors
Appointments booked in Schedulicity will show in the default color you had set up there. Appointments booked in Vagaro will display in the category default established in Vagaro: Assign a Color to a Service
Review your business profile: Set Up Your Business Profile
Review email and text notification settings: Send Notifications and Reminders to your Customers
Download any valuable reports from Schedulicity's Dashboard. We recommend these, at minimum:
Export the recurring appointment report and the recurring personal time report in Scheduicity, set up new recurring appointments and personal time cadences: Schedule Repeating Appointments
Recurring appointments/personal time could not be transferred as a series, so they were moved as individual bookings 6 months into the future. This means they need to be set up again, as recurring or with end dates established!
Export the call-only report in Schedulicity, and update providers in Vagaro accordingly: Turn an Employee's Online Booking On or Off
If you had a multi-provider account in Schedulicity, and providers had a combination of call-only and online bookable services, all their services are now bookable online in Vagaro.
Export the promoted items report in Schedulicity. Use that to create and attach add-ons to upcoming appointments: Create Add-on Services
Review waitlist settings: Set Up Waitlist Feature
Upload venue and portfolio images: Post Your Photos
Review Facility Settings: Add or Update Your Facility Information
Month One
Update any website widgets and Schedule Now buttons to Vagaro: Add the Booking Widget to your Site
Check out Vagaro’s email and text marketing tools
Check out Vagaro’s gift card feature: Sell Gift Cards to Customers Online
Gift Card Café is not available in your new account, but Vagaro's gift card feature is much more robust and fully integrated!
Check out Vagaro’s client reviews: Manage Your Customer Reviews
Google reviews aren't surfaced within Vagaro, but they have their own version!
Packages & Auto Billing
Export Auto Billing report
Review memberships to make sure they are named correctly: Manage Membership Settings
Auto Billing subscriptions will move from Schedulicity and will be called Memberships in Vagaro.
The names will default to the number of bookings available per month, and can be updated to whatever you like in Vagaro.
Failed auto billing subscriptions will be transferred as "cancelled"
Export package reports
Export your active packages report from Schedulicity (Reports >> Active Packages >> export)
Check package settings in Vagaro, to be sure the following is set up: Manage Package Settings:
Default expiration dates
Ensure the appropriate classes are assigned to your packages
Packages will automatically apply for online booking in Vagaro.
Packages will only be associated to a class/workshop if payment processing was used in Schedulicity AND classes/workshops were set to ‘bypass’ for packages.
Classes and Workshops
Review classes and workshops to make sure they are set up and named correctly: Edit Class or Workshop
Classes and Workshops are not distinguished in Vagaro, like they were in Schedulicity. They are now a shared feature.
Policies, durations, and prices should all be reviewed if you had both as some settings were combined.
Workshops will convert into classes with “enroll all” settings.
Canceled classes & substitute instructors won’t display.
Locations will be created as resources in Vagaro. Manage Resources