Maestira
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Switching

Start with the work you already have.

Bring your clients and upcoming appointments, check the result and choose when to start working in Maestira.

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We will email you when access opens. Your 60-day trial starts only when you choose to start taking real bookings in Maestira.
Where your work lives today

Four ways in, one result.

Whatever you use now, the goal is the same: a checked calendar and client list you can work from. Pick the path that matches your situation; you can combine them.

From booking software

Export clients, services and upcoming appointments from your current tool in whatever format it offers, then import the file. What a tool exports varies, so the preview shows exactly what arrived. If your tool exports something else, write to us and send a sample with no client data.

From a spreadsheet or contact list

A list of clients with names, phone numbers, emails and notes, in a spreadsheet file. Match the columns and check the preview.

From a calendar

Upcoming appointments from a calendar export become bookings with the client, service and time you confirm. Past events can stay where they are.

By hand

A notebook or a chat history has no export. Enter the appointments you have already promised and add regulars as they come in; the import tools work for the rest later.

What can come across

What moves, and what depends on your source.

Nothing on this list is guaranteed for every tool. The preview tells you what your export actually contained.

Standard

  • Clients: names, contact details, notes
  • Services with durations and prices
  • Upcoming appointments with client, service, professional and time
  • Team members and resources such as rooms and chairs, matched to yours

Depends on your source

  • Visit history and past appointments
  • Package balances, deposits and other opening balances
  • Photos and documents, only those your business is allowed to keep
  • Session or project relationships between appointments

What your specialty usually needs to bring is covered on its specialty page.

Before anything is saved

Match the columns, then let the checks run.

  1. Map

    Tell Maestira which column is the name, the phone, the service, the date. Common headings are recognized; you confirm the rest.

  2. Validate

    Every row is checked: missing required fields, dates that cannot be parsed, times outside your hours, a professional who does not exist yet, two rows that look like one client.

  3. Decide

    Each problem row shows the reason and the choices: fix it, merge it, skip it, or keep it and mark it for review. Nothing is saved until you confirm.

Preview

See the problems before they are in your calendar.

An import that hides its errors is worse than no import. The preview shows every row that needs a decision, and the result after you make it.

  • Import previewBefore your decisions

    48 rows · 3 need a decision

    • 12Sara LindqvistColor refresh + cut · Thu 11:00 · Jonas
    • 13Sarah LindqvistBlowout · Fri 09:30 · Jonas
      Possible duplicate of row 12 (same phone)
      Merge into Sara LindqvistKeep as separate client
    • 21Tomasz NowakBeard trim · 31/11 10:00 · Ines
      Invalid date (31 November does not exist)
      Edit dateSkip row
    • 22Ines CostaHot towel shave · Tue 16:00 · Ines
    • 30Leila HaddadPackage: 5 × massage 60 min · no date · no professional
      Opening balance: 3 of 5 remaining, unverified
      Confirm 3 remainingSet a different balanceKeep unverified
    • 31Noah WeberMassage 60 min · Mon 18:00 · Rafael
  • Import previewAfter your decisions

    48 rows · 0 need a decision · 1 marked for review

    • 12 + 13Sara LindqvistOne client, two appointments.
      Merged
    • 21Tomasz NowakBeard trim, Mon 10:00.
      Date corrected by you
    • 30Leila HaddadPackage 5 × massage 60 min, 3 remaining. Shown with this label in her client card until you confirm it.
      Opening balance, unverified
A duplicate, an invalid date and a package balance from the old tool. All three are shown, none is silently fixed. The unverified balance keeps its label in the client card until you decide.
The morning after

Tomorrow's calendar, with the history attached.

When you confirm, upcoming appointments are in the calendar, each client card holds the imported notes and history, and your services carry the durations you brought. Open tomorrow's day view and you can work from it: see the client, finish the visit, record the payment, book the next one. Your old tool can keep running until the day you choose to switch.

TomorrowDay view
  • 11:00Sara LindqvistColor refresh + cut
Sara Lindqvist
Imported
Yesterday
Past visits
2
Note
“Prefers a cool tone, last formula noted”
Money you already hold

Balances come in as what they are: a starting point.

Your old tool knows how many sessions a client has left or what deposit they paid. Maestira records that as an opening balance, separate from the transactions it will record from now on.

Packages

Remaining sessions or value are imported as an opening balance with the source and date noted. The client card shows it as unverified until you confirm, and each visit from then on consumes from it as usual.

Deposits

A deposit held for a future appointment is recorded against that appointment as an opening amount. It does not become a payment transaction in Maestira; it is the amount you already hold.

Opening balances in general

Imported balances are never mixed with verified history. Reports distinguish “brought in” from “recorded here”, so a settlement with a team member or renter never counts an unverified figure as earned work.

How settlements use these figures: team and rental settlements.

Choosing the day

Prepare alongside your old tool. Switch on one day.

Two live calendars that do not talk to each other will double-book you. The switch is designed so you never have to run both for real.

  1. Prepare

    Import, review and fix while your old tool is still taking bookings. Preview and setup do not start your trial (how the trial works).

  2. Refresh

    Shortly before the switch, import the newest upcoming appointments again. Rows already imported are recognized, not duplicated.

  3. Switch

    On your chosen day, start working in Maestira and stop accepting new bookings in the old tool. Replace your booking link wherever you placed it.

  4. Tell clients your way

    The import sends no messages to anyone. Imported upcoming appointments get Maestira email reminders from your switch day, not before, so clients are not reminded by two tools. Once you are live, confirmations and reminders for new bookings go out by email as usual, and you decide what to say about the change.

Imports can be reviewed and undone before you start live work. Keep the old tool's export until you are satisfied.

Leaving is also a path

What comes in can go out.

Export covers clients, appointments, visit history, notes, package and payment records, the files your business is allowed to keep, and the links between them, not just a contact list. It is available while you subscribe and under the transition terms published before you pay. A team member or a renter who leaves takes what belongs to their own business, not the whole studio's records; the rules are the same in both directions.

How access and history are scoped when someone leaves, in Help.

Switching questions

Which file formats can I import?

A spreadsheet or file export from your current tool, a contact list in the same form, and a calendar export for upcoming appointments. The import step lists the formats it accepts at the moment you use it.

Does visit history and do photos come across?

When your export contains them. History and notes map to the client's record; photos and documents can be linked to the client or visit if the export includes them and your business is allowed to keep them. Anything your export does not contain stays visibly missing rather than being guessed.

Can I import more than once?

Yes. Import again before you switch to pick up new appointments. Rows already imported are recognized by their source identity and are not created twice; changed rows are shown as changes for you to accept.

What about staff and rooms?

Professionals and resources in your export are matched to the ones in your workspace or created from the list. Each appointment keeps its professional and room. Staff do not need to register before you import; they can be invited later.

Will my clients get a message when I import?

No. Import sends nothing to anyone. Imported upcoming appointments get Maestira email reminders from your switch day, not before, so clients are not reminded by two tools. Confirmations and reminders apply to bookings made or changed after you go live, by email, and you decide how and when to tell clients about the change.

How are time zones handled?

You confirm the time zone of the source during mapping, and the preview shows every appointment at the time it will appear in your calendar. If your export mixes zones or formats, those rows are flagged for review.

What happens to my old booking links?

Links placed in your Instagram bio, website or messages are yours to replace on your switch day. A link that belongs to your old tool stays under that tool's control; we cannot redirect it. Until you replace it, bookings made through it land in the old tool, so replace it on the day you switch.

What should I check before going live?

Tomorrow's appointments against your old calendar; clients flagged as possible duplicates; any opening balance still marked unverified; service durations; and that your team members are assigned to their bookings. The preview lists all of these in one place.

Bring the next week with you.

Import your upcoming appointments, check the preview and work from tomorrow's calendar. You choose the day you switch.

Get early access
We will email you when access opens. Your 60-day trial starts only when you choose to start taking real bookings in Maestira.