Switching From Vagaro to Tattoo-Specific Software: A Checklist

The biggest reason studios delay switching off a general booking platform is fear of losing client history or disrupting active bookings. In practice, a clean migration is a short, mechanical process if you follow it in order.

Before you switch

1. Export your full client list from Vagaro as a CSV, including notes fields if available.
2. Note any active bookings scheduled more than a week out — these will need to be manually re-confirmed on the new platform.
3. Screenshot or export your current pricing/deposit structure so you can replicate it exactly on day one.

During the switch

1. Import the client CSV into the new platform — most tattoo-specific platforms, including NoirHQ, support direct import mapping for Vagaro, Booksy, Square, and Fresha exports.
2. Set up your booking page with the same or improved deposit percentage.
3. Re-create your service/session types (consultation, half-day, full-day, touch-up) so pricing displays correctly.
4. Update your Instagram bio link and any Linktree/website booking links to point to the new booking page.

After the switch

• Keep the old platform active (read-only) for 30 days in case you need to reference historical records.
• Manually notify any clients with far-future bookings that the booking link has changed, if they will need to reschedule or confirm.
• Watch your first two weeks of bookings closely to confirm deposit collection and confirmation emails are firing correctly.

Most studios can complete this entire process in under 30 minutes for the platform setup itself — the client communication piece is what takes a bit of planning, not the technical migration.