Migrate from vcita
to SchedulingKit
A practical guide to moving from vcita to SchedulingKit: what you recreate by hand, what you reconnect, and what stays in vcita. There is no one-click migration. Scheduling and client records move by hand; documents and email marketing stay behind.
Migrating from vcita to SchedulingKit takes about 1-2 hours. This step-by-step guide covers data export, account setup, and going live. See how the two compare in our vcita alternative breakdown.
What Transfers
Can Be Transferred
- Services, durations and prices (recreated by hand)
- Staff and working hours (staff re-invited, hours re-entered)
- Calendar connections: Google, Outlook/Microsoft 365, Apple iCloud (reconnect)
- Video links: Zoom, Microsoft Teams or Google Meet (reconnect)
- Payment processor: Stripe, PayPal or Square (reconnect, Standard and above)
- Client contact list (keep your vcita export for reference; SchedulingKit creates records as clients book, and you can add key clients one at a time on Standard and above)
Cannot Be Transferred
- Past appointment history from vcita
- Upcoming appointments already booked in vcita (they stay there unless you re-enter them)
- Client notes and profile fields (no CSV import)
- Payment and invoice history
- Documents shared through the vcita portal
- Estimates and email campaigns
Migration Steps
Follow these steps to complete your migration in 1-2 hours
Export or Record Your vcita Setup
Export your client list and note each service, staff member, invoice template and portal feature you use. SchedulingKit has no import tool and no CSV client import. Your export is for your own records: you'll use it to recreate services, check nothing is missed and email clients your new link.
💡 Tips:
- •Screenshot each service's duration, price and settings
- •List the upcoming appointments already booked in vcita
- •Save your client contact list for your announcement email
Create Your SchedulingKit Account and Choose a Plan
Sign up free, then pick the plan that matches what you use in vcita. Standard ($12 per seat per month) adds online payments, SMS reminders, Workflows, reviews and the client portal; Pro ($20) adds Round Robin and Collective scheduling, recurring bookings, packages, gift cards, Zapier and the API. The Free plan covers one team member and one calendar connection.
💡 Tips:
- •Paid plans start with a 14-day trial
- •Check which features you rely on before choosing a plan
Recreate Your Services
Create each service by hand with its duration, price and location, and choose One-on-One or Group (with a capacity). Set the cancellation deadline and minimum notice clients must respect when they reschedule or cancel.
💡 Tips:
- •Start with your most-booked service
- •Set reminder timing per service
Add Staff, Hours and Calendars
Invite team members, set each person's working hours and days off (per location if you have several), and connect Google, Outlook or Apple iCloud calendars so busy times block availability. Connect Zoom or Microsoft Teams, or use Google Meet through Google Calendar, for virtual appointments.
💡 Tips:
- •Connect calendars before sharing your link to avoid double-bookings
- •Clients can pick a team member or Any Available
Connect Payments and Reminders
On Standard and above, connect Stripe, PayPal or Square and choose full payment or a deposit per service; remaining balances are invoiced, never charged automatically. Stripe cancellations refund in full automatically; PayPal and Square refunds are manual. Turn on email reminders and SMS reminders for clients who opt in.
💡 Tips:
- •Recurring packages bill through Stripe only
- •SMS credits are included per seat each month
Test, Switch Links and Run Both Tools in Parallel
Make a test booking end to end, including payment and reminders. Then replace your vcita links with your SchedulingKit link, inline embed, popup widget or button link, and email regular clients the new link. Keep vcita active until the appointments already booked there are finished, then cancel.
💡 Tips:
- •Update your website, email signature, Google Business Profile and social links
- •Don't cancel vcita until its last booked appointment has passed
Feature Comparison
How vcita features map to SchedulingKit
| Feature | vcita | SchedulingKit |
|---|---|---|
| Online Scheduling | Built-in scheduler | Booking pages, team modes on Pro |
| Client Management | Built-in CRM | Client records built from bookings |
| Payment Collection | Built-in invoicing | Payment at booking + invoices with payment links (Standard and above) |
| AI Chatbot | Varies | Add-on ($12/month, Standard and above) |
| AI Voice | Varies | AI receptionist add-on ($39/month, Business plan) |
What to Expect
What You'll Gain
- Team scheduling modes on Pro
- Client portal for bookings and package balances on Standard and above
- Review requests after completed bookings
- Optional AI chatbot and AI receptionist add-ons
Things to Consider
- Estimates (SchedulingKit invoices have no PDF download or reminders)
- Document sharing in a client portal
- Email marketing campaigns (use Mailchimp or similar)
Migration Questions
Further Reading
- G2: Scheduling Software Reviews — Compare scheduling platforms before switching.
- Capterra Scheduling Software — Independent reviews and comparisons.
Ready to Switch from vcita?
Set up takes about 1-2 hours of manual work. Start free today.
Free forever plan available • No credit card required
More About vcita
Looking for a vcita alternative?
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When this isn't for you
This is not for you if you're staying with your current platform. The migration walkthrough only matters when you've already decided to switch. Skip if you're still evaluating options.