How to Switch from Vagaro to Schedly
Vagaro is excellent for beauty and wellness businesses that need POS, inventory, and salon management. If you're a therapist, coach, consultant, or similar professional service provider, you're likely using 30% of Vagaro's features while paying for the full platform. This guide walks through switching to Schedly — purpose-built for professional appointment scheduling.
Complete migration guide
Follow these steps in order. Each takes 2–5 minutes.
Create your Schedly account
Sign up at schedly.io for free. No credit card required.
Start with the free plan to evaluate fully before deciding whether to upgrade to Pro.
Export your Vagaro client list
In Vagaro, go to Clients → Export. Download your client list with names, emails, and phone numbers. This is your client database — export it regardless of where you store it.
Also export your appointment history from Vagaro Reports for records.
Connect your calendar
Connect Google Calendar or Outlook to Schedly. This replaces Vagaro's calendar management with a cleaner integration into your primary calendar system.
Schedly syncs in real-time — your availability is always current without manual updates.
Recreate your services as event types
For each Vagaro service you offer, create a Schedly event type. Set the name, duration, buffer time, and location. Focus on the services you actually book regularly.
Leave out services you've offered rarely — you can always add them later.
Set up intake forms
If you collect client intake information in Vagaro forms, recreate those questions in Schedly's intake form builder. Add all the fields you need before appointments.
For healthcare providers, Schedly Pro's HIPAA BAA covers intake forms with PHI.
Connect Stripe (Pro)
If you collect payment at booking, connect Stripe to Schedly Pro. This replaces Vagaro's proprietary payment processing with Stripe — which you may have a separate Stripe account for already.
Compare Vagaro's processing fees vs Stripe's before switching payment processors.
Enable SMS reminders (Pro)
Upgrade to Schedly Pro and enable SMS reminders. This is the single highest-ROI feature for reducing no-shows — more effective than email-only reminders.
SMS open rate is 98% vs 20% for email. The upgrade pays for itself in recovered appointments.
Update links and cancel Vagaro
Update your booking link on your website, email signature, Google Business Profile, and social profiles. Once confirmed live and working, cancel your Vagaro subscription.
Vagaro charges per calendar — make sure you cancel all calendars/staff accounts.
What transfers — and what doesn't
A clear-eyed look at what moves to Schedly and what you'll need to handle manually.
What you gain by switching to Schedly
Dramatically lower cost
Vagaro charges per calendar starting at $25/month. Schedly Pro is $24/month for the full feature set with team scheduling. Most professional service businesses save $25-100+/month.
Scheduling built for professional services
Schedly is optimized for the scheduling use case that matters to coaches, therapists, and consultants — individual appointments with clients, not salon/spa business management.
HIPAA compliance for healthcare
Schedly Pro includes a Business Associate Agreement. Healthcare providers get compliant scheduling without Vagaro's beauty-vertical overhead.
Stripe instead of Vagaro payments
Schedly Pro uses Stripe — giving you more payment processing flexibility, better reporting, and Stripe's broader ecosystem.
Watch out for these migration gotchas
If you use Vagaro for in-person POS
If Vagaro's POS terminal is how you process in-person payments, you'll need a separate POS solution after switching. Schedly handles online payment collection at booking via Stripe, not in-person POS.
Vagaro marketplace listings
Vagaro has a marketplace where clients find businesses. If clients discover you through Vagaro's marketplace, you'll need to build that acquisition through other channels after switching.
Per-calendar cancellation
Vagaro charges per calendar/staff member. Make sure you cancel all associated calendars when ending your subscription to avoid continued charges.
The True Cost of Vagaro for Professional Service Businesses
Vagaro's per-calendar pricing model makes sense for beauty businesses with multiple staff members all using the platform's full feature set. But professional service businesses — therapists with a solo practice, coaches without retail inventory, consultants without POS hardware — are paying for an extensive platform when they use only its scheduling layer.
What Schedly Delivers Instead
Schedly Pro at $24/month includes every feature a professional service provider needs: unlimited bookings, SMS reminders, Stripe payment collection, calendar sync, intake forms, HIPAA compliance, and team scheduling. No POS, no inventory, no salon features — just clean, professional scheduling.
The Monthly Savings Add Up
A solo Vagaro user pays $25-35/month. A 3-person team pays $75-105/month. Schedly Pro for a solo practitioner is $24/month — savings of $1-11/month for solo, $51-81/month for a team of 3. Over 12 months, that's $600-1,000 back in your business.
Common migration questions
Stop Losing Bookings to
Scheduling Friction.
Schedly puts your calendar to work around the clock. Every lead, every client, and every meeting lands exactly where it should, automatically.