How to migrate to Med Spa Management

Ask your current vendor for a full export of clients, appointments, treatment notes, documents and balances, in writing, before you cancel anything. Most systems offer a CSV export of client records at minimum.

If an export is not offered in a usable format, ask what is available and in what timeframe — that answer belongs in your decision, not after it.

One row per client. Split first and last name into separate columns, normalise phone numbers into a single format, and remove duplicate records before import rather than after.

Keep the file small on the first pass: name, email, phone, date of birth and notes. You can enrich records later; a clean import is worth more than a complete one.

Import the CSV into Med Spa Management from the clients area. Run a small test file of ten rows first and check how the fields land before importing the full list.

Spot-check a handful of imported clients against the source system before deleting anything anywhere.

Historical treatment history is usually best carried as attached documents or summary notes on the client file rather than re-keyed entry by entry — the effort of re-charting years of visits rarely pays back.

Attach signed consent, intake paperwork and prior records to the client files where they matter clinically, so the provider has them at the next visit.

Recreate your treatment templates so charting is consistent from the first day, then configure providers, services with their durations, and your opening inventory counts with lot numbers and expiry dates.

Set treatment intervals while you are configuring services — that is what drives recall lists once you are live.

Pick a quieter week, keep read-only access to the old system for a defined overlap, and book new appointments only in Med Spa Management from the switch date so the calendar has one source of truth.

Brief the front desk and every provider before the switch, not on the morning of it.

The sequence above is the same whether you are leaving Zenoti, Vagaro, Boulevard, Mindbody, Aesthetic Record, PatientNow, Pabau, Phorest, Jane, or a mix of spreadsheets and paper charts.

What differs is the export each vendor gives you. Med Spa Management imports client records from CSV and accepts document uploads onto client files; anything beyond that depends on what your current vendor releases, so confirm their export before you set a switch date.