Vagaro text marketing: export your customer list and segment by service or provider

1.Why text marketing pairs with Vagaro

Vagaro is a multi-tool: salons, spas, barbershops, nail studios, fitness studios, even pet groomers all run on it. Most Vagaro accounts have multiple providers and a service menu deep enough that two clients on the same list might have radically different needs — Jordan books deep tissue once a month, Casey books a cut-and-color every six weeks, and the new yoga member just signed up last Tuesday. Send the same text to all three and you've already lost. Segment intelligently and the same list becomes three separate, high-converting campaigns.

The fundamentals of why SMS works here are the same as anywhere: 98% open rates inside fifteen minutes versus email's ~20%, and a tone clients are already used to from your Vagaro appointment reminders. The difference for Vagaro shops specifically is the upside of segmentation. A multi-service business sending sharp, per-provider or per-service campaigns will see two-to-three times the conversion of a generic blast, and Vagaro's exports give you everything you need to do that — if you take a few extra minutes during the export.

2.Export your Vagaro customer list

Vagaro's customer-list export is owner-only and lives inside the reporting area. The web app gives you the most control over filtering, so we'd recommend doing the export from a desktop browser the first time. Mobile works too if that's all you have access to.

Web (recommended)

1. Sign into Vagaro on the web as the account owner (only owners can export the customer list).
2. Navigate to More+ → Reports → Customers → Customers.
3. Click Filters and narrow the list to the slice you want — by service provider, service category, last-visit window, or membership status. Whatever filter you apply will also be applied to the export, which is the key to running per-provider campaigns later.
4. Click Run Report.
5. In the top-right corner, open the action menu and select Export → Excel.

Mobile (fallback)

1. In the Vagaro Pro app, go to Reports → Customers → Customers.
2. Tap Run Report, then tap Advanced Filters if you want to narrow by service provider.
3. Tap Export in the bottom-right and choose Excel.

3.Convert the file to CSV

Vagaro exports as Excel (.xlsx). Teleno's importer also accepts Excel, but converting to CSV first is friendlier — fewer surprises with formulas, dates, or hidden formatting. It takes ten seconds:

1. Open the .xlsx in Excel, Numbers, or Google Sheets.
2. Choose File → Save As (or File → Export in Numbers).
3. Pick CSV (Comma-Separated Values) as the format.
4. Save it next to the original file.

If the original was already comma-clean, you're done. If you have rows with commas inside fields (sometimes happens with multi-line addresses), make sure your CSV exporter wraps those in quotes — every modern spreadsheet app does this automatically.

4.Import the file into Teleno AI

Sign in at app.teleno.ai, open Contacts, and drop the CSV onto the importer. Up to 200,000 rows in a single upload. Teleno auto-detects the standard headers — phone, name, email — and shows a mapping screen for any unusual ones.

Fields Teleno understands out of the box: e164 (phone in international format), first_name, last_name, email, tags, locale, sms_opt_in, source_label, plus three commerce fields that make targeting much sharper for a multi-service shop — ltv_cents (lifetime spend), order_count (total visits), and last_order_at (date of last appointment). Vagaro's customer report includes most of this directly; for lifetime value, drop in the "Total Sales" column from the same report and rename it ltv_cents — Teleno auto-detects whether the values are dollars or cents.

The importer dedupes on phone number per business, so re-uploading an updated list later refreshes existing contacts in place rather than creating duplicates. Tags are additive — if you import the same client twice with different tags, the second import adds those tags rather than overwriting them.

5.Three campaigns to send first

Vagaro's strength is breadth, and the three campaigns below are designed to lean into that. Each one targets a slice of your client base that a generic blast would water down. Run them in order; the first one alone usually pays for the platform several times over.

Campaign 1 — VIPs missing 90+ days

The single highest-revenue text any multi-service shop can send. Big spenders who've drifted are almost always recoverable with a simple, value-add nudge. In Teleno's AI Builder, type:

top 20% of customers by lifetime value whose last order was more than 90 days ago

Sample text: "Hey {first_name}, we miss you. We've held a couple of premium slots open next week for our regulars — want me to send the times? Reply STOP to opt out."

Don't lead with a discount on this one. The relationship is the value.

Campaign 2 — Per-provider rebooking

This is where the per-provider tagging from the export pays off. Each provider can text their own clients independently, with a message that sounds like it actually came from them. Prompt for, say, Jordan:

contacts tagged stylist-jordan whose last order was more than 35 days ago

Sample text: "Hey {first_name}, it's Jordan — I've got Saturday afternoon open if you want to grab a slot before the holiday rush. Reply with a time. STOP to opt out."

Personalized by-provider texts convert at roughly twice the rate of generic shop-wide texts in our customer data.

Campaign 3 — Service-category specific

Multi-service shops live and die by getting the right offer to the right clients. A tan promo to massage clients lands flat; the same promo to your existing tan members converts. Prompt:

contacts tagged massage

Sample text: "Hey {first_name}, we're adding a new 90-minute deep-tissue option Wednesdays through Fridays. Want to be one of the first to try it? Reply with a day. STOP to opt out."

Repeat for each service tag — nails, color, fitness, brow — with a message specific to that service.

6.A quick word on compliance

U.S. business SMS goes through a registry called The Campaign Registry (TCR). Every shop, no matter how small, needs an approved 10DLC campaign before sending. Teleno walks you through the registration during onboarding, but the actual approval comes back from TCR in 1–3 business days. You won't be able to send your first message until that approval lands, and you won't be charged the platform fee until it does. Your card stays on file from sign-up so billing starts the moment you can actually send — not before.

Two ground rules: every recurring marketing text must include an opt-out instruction ("Reply STOP to opt out" at the end is the standard), and you should only message customers who have a basis to receive marketing — for an existing Vagaro book, that's nearly always covered by the original appointment relationship. Teleno honors STOP automatically and removes those contacts from every future segment.

7.Get started

The whole loop — Vagaro export, spreadsheet pass to add tags, CSV upload, first drafted campaign — runs about thirty minutes the first time. Setup is free; billing only starts once your TCR campaign is approved and you've got a working business number to send from.

Start your free Teleno account →

Also using Booksy or GlossGenius? Read the companion guides:

• Booksy text marketing: export your client list and send your first SMS campaign
• GlossGenius text marketing: export clients and run SMS campaigns that book the chair