Make your move.
Keep it simple.

Keep your current diary working.

Start by saving a secure export from your existing booking system. Keep your original records, upcoming appointments and payment information accessible while you prepare. Don’t cancel your old service or replace your public booking link before you have checked the new setup.

Choose a handover date and decide which system will be your source of truth for bookings before and after it. Avoid leaving both systems accepting the same appointments.

Know what comes with you.

Client contact details

The client CSV import supports names, email addresses and phone numbers, with field mapping, a preview and duplicate checks. Notes, tags, forms and credits are not part of this import.

Upcoming and past appointments

A separate appointment CSV import supports upcoming confirmed appointments and past completed, cancelled or no-show records. Set up the matching services and practitioners first, then review the preview before confirming. Each row covers one service. Upcoming visits must pass availability checks, and services requiring online payment or intake cannot be imported as upcoming appointments.

Details that need a separate plan

Services, team members, hours, forms, notes, waitlists and message history do not come across in these CSV imports. Keep the originals securely and recreate the settings you need. Imported historical visits are records only: they do not recreate payment balances or send historical messages.

Payments, credits and subscriptions

Reconcile existing deposits, outstanding balances, prepaid packages and gift cards in your old system. They do not automatically become BookVaya payment records or credits. Saved cards, existing payment-provider accounts and subscriptions do not transfer through a CSV. Stripe connection and real payment acceptance require separate setup when available.

Make the essentials familiar.

1. Set your services. Use clear names, prices, durations, add-ons and any preparation time.
2. Set your team and hours. Match the practitioners in your appointment file. Check your business time zone, breaks and unavailable dates.
3. Choose your rules. Decide on advance notice, cancellation terms and service payment requirements.
4. Prepare your messages. Review confirmations, reminders and aftercare. Check provider readiness and consent before enabling delivery.
5. Bring your identity. Gather your logo and photographs. Your existing website and email can stay with their current providers.

Use the setup planner for business preparation. Keep client and sensitive information out of the website planner.

Check the handover, one step at a time.

1. Export near your cutoff. Keep an untouched copy and note which records and dates it covers.
2. Preview before you import. Fix missing fields, mismatched services, duplicates and time-zone errors. Import a small reviewed batch first.
3. Reconcile the result. Compare counts, statuses, dates, names and practitioners with the original. Verify every upcoming appointment and keep a separate record of open financial obligations.
4. Test a full booking. Check the client view, calendar, policies and messages with a test contact. Only test payment and message delivery after the providers are enabled. Avoid duplicate reminders from your old system.
5. Change your public links. Update your website, social profiles and booking buttons only after the new journey is ready. Tell clients clearly where to book and how existing appointments will be handled.
6. Keep a recovery window. Retain secure access to your old records until you have reconciled the move. Follow your record-retention obligations before deleting anything.

Use the test-booking guide →

Your move, at your pace.

Use this checklist to keep track of preparation. It records ticks in this browser only; it does not perform a migration.

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