How to Migrate from vCita to Agiled (2026 Step-by-Step Guide)

vCita is excellent at what it is built for: appointment-based businesses. Online booking, SMS reminders, simple payments, marketing, and a self-service client portal make it a great fit for clinics, salons, coaches, and tutors. So this is not a "vCita is bad" switch. Teams move to Agiled when they grow into project delivery that vCita does not handle: no real project management, no time tracking, and lighter proposals and contracts, plus staff caps as the team grows. vCita exports clients and records to CSV, so a careful migration works well. This guide covers what to move, how it maps, and when vCita is still the right call.

vCita is scheduling-first client management; Agiled runs the full client lifecycle, CRM, proposals, contracts, projects, time, invoicing, scheduling, and a portal. If your business has outgrown appointments and now delivers projects, this guide is for you.

Comparing first? See Agiled vs vCita and the best vCita alternatives.

Why teams move off vCita

• No real project management. vCita has no Kanban, Gantt, dependencies, or milestones, so multi-step project delivery happens elsewhere.
• No time tracking. Teams that bill for time use a separate tool.
• Lighter proposals and contracts. vCita's documents are simpler than a dedicated proposal-and-contract suite with interactive pricing and e-signatures.
• Staff caps. Platinum covers up to 5 staff; growing beyond that adds per-seat cost.

Agiled gives you a CRM, proposals and contracts, invoicing, projects, time tracking, scheduling, and a client portal.

The honest part: when vCita wins

vCita's online booking, automated SMS reminders, and self-service scheduling are more specialized than Agiled's, and for appointment-driven local businesses that depend on reminders and client self-booking, that focus is a genuine strength. If your work is almost entirely appointments and you mainly need booking, reminders, payments, and marketing, vCita is a strong, simple fit. This guide is for businesses that have grown into project-based work.

What exports from vCita

Data in vCita	Can you take it?	How
Clients / CRM	Yes	Export to CSV
Invoices / payments	Yes	Export to CSV
Files / documents	Yes	Download from storage
Appointments / calendar	Partial	Export/recreate where available
Marketing campaigns	No	Rebuild in Agiled
Automations	No	Rebuild in the workflow builder

The takeaway: clients and invoices export to CSV and files download directly, so your core data moves cleanly. Campaigns and automations are rebuilt in Agiled.

How vCita maps to Agiled

vCita	Agiled equivalent	Notes
Clients / CRM	CRM	Full client records and pipeline
Online scheduling	Scheduling	Booking pages and calendar sync
Invoices / payments	Finance	Invoices, recurring billing, payments
Documents	Documents	Proposals + e-signed contracts
(none) Projects	Projects	Kanban, Gantt, dependencies
(none) Time tracking	Time tracking	Timer to invoice
Client portal	Client portal	Branded, custom domain
Automation / campaigns	Workflow automation	Visual triggers

The migration plan

Phase 1 - Set up Agiled (Day 1-2)

1. Create your Agiled account, add branding and business details.
2. Connect Stripe/PayPal and your calendar, and set up booking pages.

Phase 2 - Export and import core data (Day 2-4)

1. Export clients and invoices from vCita to CSV.
2. Import them into Agiled's CRM and Finance.
3. Download files and re-upload to clients and projects.

Phase 3 - Add projects, documents, and automation (Day 4-7)

1. Recreate proposal, contract, and invoice templates in Documents and Finance.
2. Set up projects, time tracking, and scheduling.
3. Rebuild key automations and rebuild campaigns in the workflow builder.

Phase 4 - Switch over (Day 7-9)

1. Invite active clients to the client portal and publish your booking pages.
2. Run one full client cycle end to end (booking, project, invoice, payment).
3. Cancel vCita once everything is verified.

What it costs after you switch

vCita is flat per plan: Kickstart at $35/month ($29 annually, 1 user), Business at $65/month ($54 annually), and Platinum at $110/month ($93 annually, up to 5 staff), with extra staff beyond 5 costing more. Agiled has a limited free workspace, Starter at $29/month ($24 annually), and Pro at $69/month ($59 annually) for 3 seats, with project management, time tracking, proposals, and a portal included. Use the calculator below to compare based on your team size and billing.

Mistakes to avoid

• Switching too early. If you are purely appointment-based, vCita's scheduling depth may still be the better fit.
• Forgetting SMS workflows. Recreate your reminder and campaign flows in Agiled before cancelling.
• Skipping the file download. Pull your files before you leave.
• Skipping the end-to-end test.

When you should stay on vCita

• Your business is appointment-driven and you mainly need booking, reminders, payments, and marketing.
• You depend on vCita's SMS-reminder-heavy scheduling and self-service booking.
• You do not run multi-step projects or bill for tracked time.

If you have grown into project-based client work, Agiled adds the project, time, proposal, and contract layers vCita lacks. See the Agiled vs vCita comparison.

Frequently Asked Questions

Does vCita have project management?

No. vCita is scheduling-first and does not include project management (no Kanban, Gantt, dependencies, or milestones) or time tracking. Businesses that deliver multi-step projects manage that work elsewhere. Agiled includes full project management and time tracking alongside scheduling.

How do I move my vCita data into Agiled?

Export your clients and invoices to CSV and import them into Agiled's CRM and Finance. Download your files and re-upload them to clients and projects. Marketing campaigns and automations are rebuilt in Agiled. There is no live one-click sync between the two.

Is Agiled good for scheduling like vCita?

Agiled includes appointment scheduling with booking pages and calendar sync, connected to the CRM, invoicing, and projects. vCita is more specialized for appointment-heavy businesses (SMS reminders, self-service rescheduling), so pure booking businesses may prefer vCita; project-based businesses usually prefer Agiled's full lifecycle.

Is Agiled cheaper than vCita?

At entry both are around $29/month annually. For teams, Agiled Pro ($69/month for 3 seats) includes project management and time tracking that vCita lacks, while vCita Platinum ($93/month annual) covers up to 5 staff. The better value depends on whether you need project delivery and how many staff you have.

Will I lose data if I leave vCita?

Not if you export first. Export clients and invoices to CSV and download your files before cancelling, then import into Agiled. Keep the exports archived for reference.

Related:

• Agiled vs vCita: full comparison
• Best vCita alternatives
• HoneyBook vs vCita
• Migrate from HoneyBook to Agiled
• Migrate from Bonsai to Agiled

Ready to start? Create your free Agiled account and import your contacts today.