Switching from Vagaro? Here's every step.

1. Before you start (10 min)

In Vagaro:

1. Make sure you can sign in as the business owner. Only the owner can export the “Customers” list.
2. Have a computer or tablet handy. Each person's services list and your inventory download from a computer, tablet or Pay Desk, not a phone.
3. Got a free or discounted Vagaro reader? Vagaro says: "you agree not to cancel your Vagaro account or deactivate credit card processing within 12 months of signup, or you will be charged the price of the reader or the discount you received."
4. If that reader came on or after January 1, 2026, Vagaro also charges a $10 Inactive Processing Fee for any month you process under $1,000 while the merchant account is open.

In On Hand: Start your free trial and pick Vagaro. Your checklist on Today (Move in from Vagaro) follows these same steps. Write down your team's names exactly as Vagaro shows them.

Sources: Export Your Customer List · Download an Employee's Service and Price List · Inventory Management Overview · Credit Card Processing Promotion: Order Discounted Hardware · Credit Card Reader Inactive Processing Fee

2. Move card payments to Square (30 min, plus a few days for Square to check your bank)

In Vagaro:

1. Vagaro Merchant Services takes your card payments on Vagaro's readers, and each guest's saved card is on file with Vagaro.
2. Ask Vagaro whether they'll send Square an encrypted file of your saved cards. Square brings cards in once from a file like that: the Square account owner asks Square Support, and it takes up to 15 business days. If Vagaro won't, guests save a card again in Square. Vagaro's help center has no card export, so only Vagaro can say.
3. Until Vagaro's booking is off, close each Vagaro appointment by recording the Square payment: “Checkout” → next to “Other” select “Add” → “Add Payment Method” (name it Square) → “Save” → enter the amount → “Save” → “Checkout”. You add the method once.

In On Hand: Open a Square account (or use yours), link your bank, and get a Square Terminal or use Tap to Pay in the Square app. Then connect it in On Hand: Settings → Connections → Square.

Pick a quiet day as your switch day. From then on every ticket (services, Product Use, retail) goes to Square. Square's standard transfers are free and land the next business day for payments taken before 5 PM PT.

Doesn't come over: Saved cards, your Vagaro reader and Vagaro's payment history stay with Vagaro. Its Deposit Report keeps the record of what it paid out.

Sources: Get Started with Credit Card Processing · Save Your Customers' Cards on File · Check Out Customers Using Custom Payment Methods · Import third-party card data to Square · Deposit options with Square

3. Your team (5 min a person)

In Vagaro:

1. Your people are in “Settings” → “Employee Profiles”.

In On Hand: Team → add each person with the name Vagaro shows and a 4-digit PIN. Past visits and formulas find each person by that name. Commission tracking goes on Reports → Pay.

Just you? Skip this one.

Sources: Download an Employee's Service and Price List

4. Your guests (10 min)

In Vagaro:

1. Sign in as the business owner.
2. On a computer, tablet, Pay Desk or PayPro: “Reports” → “Customers”. Leave the filters off: a “Date Range” shows only the guests who joined in those dates.
3. “Export” (bottom right) → “Excel”. On a phone: “More” → “Reports” → “Customers” → “Action” (⋮, top right) → “Export Excel”.
4. With several locations and a long list, check the count before you export. Vagaro may load only the recently active guests first.

In On Hand: Drop the Excel file at Your guests. Each guest's name, email, mobile, address and tags come in, and her birthday and when she became a guest go on her Rewards card. Anyone already in On Hand is filled in, never doubled. Nobody is sent anything. Vagaro's file is new to On Hand: if anything doesn't come in, send the file to hello@onhandsolution.com and we'll bring it in for you.

Doesn't come over: Vagaro's “Customers” export doesn't include formulas or notes. That's Vagaro's limit, not ours: step 5 gets them. Saved cards and points stay in Vagaro.

Sources: Export Your Customer List · Run the Customer List Report

5. Formulas & notes (A few minutes per 10 cards)

In Vagaro:

1. Vagaro keeps formulas as “Formula” notes on each guest's “Notes” tab, next to the General, Allergy and Popup notes.
2. Ask Vagaro support whether they'll export every guest's notes for you. Vagaro's help center doesn't offer a notes export.
3. Forms and SOAP notes come out one at a time, each as a PDF: “Customers” → the guest → “Forms” or “SOAP” → the template → the response → “Download” (on a phone: “Action” → “Download”) → choose what to include → “Download”.

In On Hand: Snap your formula cards, 10 at a time. On Hand reads them, and you check each one before it's saved. Kept your formulas in a spreadsheet? Drop it here instead.

Doesn't come over: Vagaro's “Formula” notes: its help center has no way to export them. That's Vagaro's limit, not ours, and snapping your cards is the fastest way around it. On Hand doesn't read PDFs yet, so keep the form PDFs for your records.

Sources: Manage Customer Notes · Download a Customer's Form or SOAP Note Response

6. Your service menu (2 to 3 min a service)

In Vagaro:

1. On a computer, tablet or Pay Desk: “Settings” → “Employee Profiles” → in the person's Status column, select “Services”.
2. “Download” (top) → “Excel”. It's one list per person, so repeat it for each stylist.

In On Hand: Add each service with its time and price on Price Coach. Price levels (New Talent to Master) go in Menu levels.

Doesn't come over: The file itself. On Hand doesn't read menu files yet, so the menu is typed in once. That one's on us.

Sources: Download an Employee's Service and Price List

7. Your past visits (20 to 40 min)

In Vagaro:

1. “Reports” → “Appointments Summary”.
2. “Date Range” (top right) → pick your dates → “Submit”.
3. “Filters” → “Appointment Status” “Service Completed”, and turn on “Include Past Employees” → “Run Report”.
4. Switch Chart/Grid to “Grid”, then select the number in the “Service Complete” column. The list that opens has each guest, the date, the status, the service, the employee and the amount.
5. Look for the download icon at the top right of that list, and save it. Vagaro's picture shows the icon, but its words don't. The report's own “Export” saves the counts, not the visits.
6. Look for a “Year” grouping and save one year at a time if one number doesn't open every visit. Vagaro groups the rows by day, week, month or year, and doesn't say whether one click opens them all.

In On Hand: Drop each file at Your past visits. Each visit lands on the stylist's book and the guest's history, and nothing doubles. A name that isn't on your team gets listed: add that person on Team and drop the file again. If anything doesn't come in, send the file to hello@onhandsolution.com and we'll bring it in for you.

Doesn't come over: Visits still to come: they come in through the calendar link in step 8. Cancellations and no-shows only come if you save those statuses too. What each guest paid stays in Vagaro: On Hand doesn't bring the amounts in. That one's on us.

Sources: Run the Appointments Summary Report

8. Your upcoming book (10 min a person)

In Vagaro:

1. In Google Calendar on a computer, make a calendar just for this, so your personal events stay off Today: look for “+” next to “Other calendars” → “Create new calendar”, name it Vagaro → “Create calendar”. That's Google's side, and Google moves its buttons now and then.
2. In Vagaro: “Settings” → “Employee Profiles” → “Action” (⋮) by the person → “Integrations”. On a phone: “More” → “Settings” → “Employee Profiles” → “Employees” → the person → “Action” → “Integrations”.
3. Under “Sync Calendar”: “Sync Google Calendar” → sign in with Google → choose the new calendar → tick “Sync Vagaro to Google Calendar” → “Connect Calendar”.
4. In Google Calendar: the gear → “Settings” → that calendar under “Settings for my calendars” → “Integrate calendar” → copy “Secret address in iCal format”.
5. Once it's pasted, check one synced visit on Today for the guest's name. Vagaro doesn't say whether its Google events carry the guest's name.

In On Hand: Paste it at Your upcoming book, once per person (the owner can paste a teammate's). Today shows who's coming in. On Hand only reads it; Vagaro keeps booking.

Vagaro has no calendar link of its own, so it syncs to Google and On Hand reads Google's link. One Google calendar links to one Vagaro business. Keep the address private; “Reset” in Google makes a new one.

Doesn't come over: A calendar link straight from Vagaro. Vagaro doesn't offer one, so this goes through Google. That's Vagaro's setup, not ours.

Sources: Sync Vagaro with Google Calendar · Google Calendar Help: your calendar's secret address

9. Your retail (30 min, plus a shelf count)

In Vagaro:

1. On a computer: “Settings” → “Inventory” (on a tablet, Pay Desk or PayPro: “Inventory”) → “Download” → “Excel”. It isn't on the phone.

In On Hand: Pick your brands: whole lines come loaded with sizes and barcodes, liters included. Tick what you carry, then count with the camera or snap a distributor invoice. Keep Vagaro's file next to you while you tick.

Doesn't come over: Vagaro's inventory file doesn't come in, and neither do its counts: you count the shelf once in On Hand. That one's on us.

Sources: Inventory Management Overview

10. Rewards (10 min)

In Vagaro:

1. Vagaro points stay in Vagaro. Look for a “Points Earned” column in your “Customers” export to keep the record. Vagaro lists it on its “Customer List” report; its help center doesn't say every column makes it into the export.

In On Hand: Set up your punch card: every paid visit punches. Add punches by hand for a regular, up to 10 at a tap.

Doesn't come over: Vagaro points don't carry over: On Hand doesn't bring points in. That one's on us. Your punch card starts fresh.

Sources: Run the Customer List Report

11. Gift cards, packages & memberships (20 to 30 min)

In Vagaro:

1. Gift cards: “Reports” → “Gift Cards”, which opens on “Outstanding” (the cards with money left). “Export” → “Excel”; on a tablet or phone, “Action” → “Export Excel”. If booth renters sold their own cards, use the “Merchant Account” filter.
2. Packages: “Reports” → “Packages” → “Filters” → Status “Outstanding” → “Run Report” → export to Excel. It shows the visits left and when each one expires.
3. Memberships: “Reports” → “Memberships Report” → “Filters” → Status “Active” → “Run Report” → export to Excel.
4. Auto-renewals keep billing through Vagaro until you stop them. As each guest moves, stop hers from those reports: “Pause or Resume Auto Renew”, or “Cancel Package” / “Cancel Membership”.

In On Hand: Set up the same packages and memberships in On Hand (Rewards → Packages & memberships). Then on each guest's page: Packages & memberships → Already paid for one → what's left. Nothing is charged. Gift cards: keep Vagaro's Outstanding list and honor each card by hand.

Doesn't come over: The balances themselves. That money sits with Vagaro Merchant Services, so nothing moves on its own: each card, package and membership is honored by hand. These files are for your records, so keep them out of the guest box.

Sources: Manage Your Customers' Gift Cards · Manage Customer Packages from the Packages Report · Manage Customer Memberships from the Memberships Report

12. Turn off Vagaro's booking (10 min)

In Vagaro:

1. For each person: “Settings” → “Employee Profiles” → “Action” (⋮) → “Disable Online Booking” → “Disable”. On a phone: “More” → “Settings” → “Employee Profiles” → “Employees” → the person → “Action” → “Disable Online Booking”.
2. “Settings” → “Business Profile” → turn off “List Business on Vagaro.com”, “List Business on Google.com” and “List Business on Apple Maps” → “Save”.
3. Point your Instagram, Facebook and website Book buttons at your On Hand booking page.

In On Hand: When On Hand booking opens for you, guests book on your own On Hand page. Turn Vagaro's booking off that same day.

Keep Vagaro booking until On Hand booking opens for you. It's opening to salons a few at a time. Guests book a person through your listing, MySite, Daily Deals, the Booking Widget and social links, so the per-person switch is what stops booking: Vagaro's help center has no one switch for the whole business.

Sources: Allow or Block Online Booking for an Employee · Turn on Online Booking and List Your Business on Vagaro

13. When to cancel Vagaro (10 min)

Have this done first:

• Every file saved: the “Customers” file, your appointment lists, the “Gift Cards”, “Packages”, “Memberships Report” and “Inventory” files, and any forms you want to keep. Vagaro says: "Saving your Vagaro reports requires that you run each one individually."
• Every auto-renewal stopped. Vagaro doesn't say whether they'd keep charging until the account closes.
• The 12-month reader deal from step 1 checked.
• On Hand booking open for you, Vagaro's booking off, and your last deposit in.

In Vagaro:

1. Then, as the owner: “Settings” → “Manage Subscription” (on a phone: “More” → “Settings” → “Manage Subscription”) → “Cancel Subscription” → “Cancel My Vagaro Subscription” → your reasons → tick “I agree to the cancellation policy” → “Cancel Vagaro Account” → “Cancel Subscription”.

In On Hand: Mark it done on your checklist. That's the whole move.

Cancelling closes Vagaro's merchant accounts too. Forget a report and you'd have to reactivate to get it, and reactivating bills you again.

Sources: Cancel or Pause Your Vagaro Subscription · Credit Card Processing Promotion: Order Discounted Hardware