How do you export your clients from Fresha?

To export your clients from Fresha, go to Clients, open the Clients list, click Options and choose Excel or CSV. On the mobile app, tap the three-dot Actions menu on the Clients screen. Saved card details cannot be exported, so plan for patients to re-save their card. Appointments, gift cards and reports export separately. Clinic App imports those files into one system for bookings, payments, memberships, consent and treatment records, built around AHPRA and TGA advertising rules.

Your client list is the most valuable thing in your booking system. Whether you are moving to new software, selling the clinic or simply keeping a backup, it pays to know exactly what Fresha lets you download, what it does not, and what to check before you rely on the file. Every Fresha step below comes from Fresha's own help centre, linked as the source and read on 29 October 2026. Menus change, so if a button has moved, the linked article will have the current path.

How do you export your client list from Fresha?

Fresha exports the client list as an Excel or CSV file, from desktop or mobile. The steps in Fresha's export help article are:

1. On desktop: open Clients from the main menu, select Clients list, click the Options button in the top right, and choose Excel or CSV.
2. On mobile: tap the Clients icon, tap Actions (the three dots) in the top right, and choose Excel or CSV.

The file downloads to your device. A few details from the same article are worth knowing:

• Permission. Only people with the "Can download clients" permission can export client data. If the option is missing, that is usually why.
• One location at a time. You can use the Clients list report to filter clients by location before exporting, which helps a multi-site clinic move one site at a time.
• Fix it at the source. If something in the file is wrong, Fresha suggests editing the client profiles and exporting again.

The export also carries marketing consent. Fresha's marketing consent article says the file includes columns called "Accepts marketing" and "Accepts SMS marketing". Keep those columns. They are how your next system knows who has agreed to hear from you.

What else should you export before you leave Fresha?

The client list is only the start: appointments, gift cards, memberships and your service menu each export separately. Here is where Fresha's help centre says each one lives.

1. Appointment history. The export article says you can open the Appointments list, filter by client or date range, and click Export for PDF, CSV or Excel.
2. Gift cards sold. Fresha's gift card guide says to open Sales, select Gift cards sold, filter by status, then Export as PDF, Excel or CSV. Outstanding gift cards are money you owe patients, so this file matters.
3. Reports. Most reports export as PDF, CSV or XLSX, according to Fresha's export reports article. Each report is exported on its own, and you can use Customize to choose the fields first. Exporting needs the reporting permissions.
4. Active memberships and outstanding gift cards. Fresha's reports glossary lists a Membership list report (all active memberships) and a Gift card list report (issued and outstanding gift cards), alongside Client list, Sales list and Appointments list reports.
5. Your service menu. Fresha's service menu article says you can export it from Catalog, Service menu, Options, as PDF, Excel or CSV.

For anything not listed here, such as package balances, consultation form responses, client notes or photos, ask Fresha support what can be downloaded and in what format before you cancel. Do not assume a record will come with you until you have the file in hand. If you are also moving paid plans, our guide to moving memberships to a new booking system covers that part in detail.

Can you export saved cards from Fresha?

No. Fresha's help centre says client card details cannot be exported or transferred. The export article gives the reason: card details are stored encrypted to protect payment information and meet PCI compliance. That is Fresha's rule, and it is a sensible one. It protects your patients.

It does change your plan, though. Fresha's memberships overview says membership payments are collected through clients' saved cards. So any patient on a recurring membership, and anyone you hold a card for to secure bookings, will need to save their card again in your new system.

• Start with members. Use the Membership list to find every active member and contact them first.
• Make it one tap. Send each patient a secure link to re-save their card, rather than asking them to read numbers out at the desk.
• Overlap the dates. Have the new card saved before the first billing date in the new system, so no member misses a cycle.

What should you check in the export before you switch?

Open the file and check it before anything is imported anywhere. A five-minute check now saves weeks of patients being sent the wrong message later.

• Row count. Compare the number of rows with the client count you see in Fresha. If they differ, check whether a location filter was applied.
• Duplicates. The same patient saved twice will split their history and their balances. Fresha itself recommends merging duplicate profiles; doing it before you export is easiest.
• Mobile numbers and emails. Look for missing or badly formatted numbers. Your reminders and the re-save card link depend on them.
• Consent columns. Confirm "Accepts marketing" and "Accepts SMS marketing" came through, and that your new system will import them.
• Balances. Check that outstanding gift cards and active memberships in your exports match what Fresha shows on screen.

Treat the file as what it is: personal information about your patients. Store it somewhere secure, do not email it around the team, and delete stray copies from laptops once the import is done. Our guides to the Privacy Act for cosmetic clinics and how long to keep client records cover your obligations.

In what order should you move from Fresha?

The safest order is check, export, import, re-save cards, then switch your booking links. A sequence that works for most clinics:

1. Do a trial export early. Download every file above and check them, so there are no surprises later.
2. Set up the new system to match how you run. Services, staff, rooms, memberships and packages should be in place before any patient data arrives.
3. Do the final export the day before you switch. Bookings and sales keep changing, so the second file, not the trial one, is the one you import.
4. Import with a preview. Check what will be saved, and read the list of rows that were skipped and why.
5. Send re-save card links, members first.
6. Swap your booking links on your website, Instagram and Google profile, then cancel the old subscription once you are sure you have everything you need.

For the bigger picture, including how long a switch takes and what staff need to learn, see how easy it is to switch clinic software.

What changes when your Fresha data lands in one system?

Your patients arrive in one system where the booking, the payment, the membership, the consent and the treatment record all sit on one patient record. Clinic App brings across your client list, visit history, gift vouchers, package balances and active memberships from Fresha's exports and reports, in CSV or Excel. You see a preview before anything is saved, and a report of any rows that were skipped.

From switch day, Clinic App runs the diary and online booking, deposits and cards on file, front desk checkout and payments, memberships with monthly billing, packages, gift vouchers, rewards and points, referrals, review requests, reminders, consent forms and intake, treatment records and photos, rosters, stock and reports. One login, one bill, and nothing copied between tools. Fresha covers a lot in one platform too, as its pricing page shows, but prices per bookable team member with add-ons such as Client Loyalty billed per location. Clinic App has flat fees, with no setup fee, no per-seat fee and no lock-in.

Because saved cards cannot leave Fresha, each patient gets a "re-save your card" link. Card payments in Clinic App run through Stripe, and Clinic App never stores card numbers. Patient data is hosted in Sydney, Australia.

We do the move with the clinic, and Zoe onboards in person. Before switch day we map how your clinic actually runs, from who books to how the desk checks out, and set the system up to match.

Export everything once, import it into one system, and from switch day the booking, the payment, the membership and the consent sit on one patient record.

Which system is built for AHPRA and TGA rules?

Clinic App is built around the advertising rules Australian cosmetic clinics work under, so your patient list lands somewhere designed for prescription treatments. The TGA's guidance on complying with the restrictions on advertising prescription medicines to the public says prescription medicines cannot be advertised to the public except in very limited circumstances, including through indirect references such as abbreviations and nicknames. AHPRA's guidelines for advertising a regulated health service say advertising must not use testimonials about the clinical aspects of a service, and that any gift, discount or other inducement must state its terms and conditions. Its guidelines for advertising higher risk non-surgical cosmetic procedures also say advertising for those procedures must not use testimonials.

Here is what Clinic App builds in around those rules:

• Points, rewards, discounts and offers never apply to Schedule 4 (prescription-only) treatments.
• Prescription medicine names are kept off public, patient-facing promotional surfaces.
• Marketing campaigns and automatic messages are checked for prescription medicine names, including disguised spellings, before they can be sent. That matters on the first day you message your imported list.
• Review requests never offer points or rewards for a review, skip staff, and are checked for prescription medicine names.
• Consent forms are signed digitally, with the exact wording each patient agreed to stored with their signature and versioned. Consent for under-18s fails closed: it needs a guardian path.
• Treatment records are amended or struck out, never deleted.

No software makes a clinic compliant on its own; Clinic App is built so the wrong thing is hard to do by accident. Our side-by-side of Clinic App vs Fresha sets out what each system's own pages say about these rules, using Fresha's own published figures.

Zoe Wogan

Founder, Clinic App

Zoe founded Clinic App and works hands-on with Australian cosmetic and skin clinics on switching systems, memberships and earning more from the patients they already have.