Guide · Vagaro
How to export your appointment history from Vagaro
Your appointment history is the record of every client who has walked through your door. Here’s how to download it from Vagaro as an Excel file in a few minutes, so you can keep a copy, move it, or see what it’s telling you.
Checked October 2026. Vagaro sometimes moves its menus.
The steps
- 1
Open the Appointments Summary report
On a computer, signed in as the account owner, click Reports at the top, then Appointments Summary under Appointments.
- 2
Pick your dates and run it
Set the appointment dates from at least a year ago to today. Choose all service providers and all customers, then click Run Report.
- 3
Switch to Grid View
Grid View puts each appointment status in its own column: Accepted, Confirmed, Show, Service Completed and so on.
- 4
Click the number under Service Completed
That opens a box listing every finished visit in your date range. Finished visits are the ones that matter for your history.
- 5
Download it as Excel
Click the download icon at the top right of that box and choose Excel. The file saves to your computer.
Now see what it’s telling you
Which of your regulars have quietly stopped coming?
Upload that file to the free Leak Check. In about 2 minutes you’ll see how many regular clients are past their usual visit and what they used to spend with you. No account, no card, and the file is read once, then thrown away.
Get my free Leak Check →Common questions
Why do I have to click a status first?
Vagaro groups appointments by status, and each status downloads as its own file. For past visits, Service Completed is usually the one you want. If most of your past visits sit under Show instead, download that column.
How far back should I go?
At least 12 months. Two years is even better, because it shows each client’s usual rhythm more clearly.
Can I do this on my phone?
It’s easiest on a computer, where the full Reports menu and the download icon are easy to find.
What should be in the file?
One row per visit, with at least the client’s name and the visit date. Service, price and staff member make it more useful.
What can I do with the file?
Keep it as a backup, take it with you if you switch booking apps, or upload it to Keptix’s free Leak Check to see how many regulars are slipping away and what they’re worth.
Run a salon? See how Keptix helps salons keep their regulars.