How to move from Square Appointments to Mahi Time
Square exports your customer directory and your full appointment history as CSV from the Square Dashboard. Upload both with the generic mapper; the auto-suggest recognises Square's column names. You can keep your Square card reader for as long as you like.
Square Appointments menu paths checked 31 October 2026 against the Square Appointments help centre. Vendors move menus; tell us if a step no longer matches.
Who this guide is for
Australian businesses on Square Appointments Free, Plus or Premium. Exports run from the Square Dashboard on desktop.
Importer source to pick: Other / generic CSV
What comes across
- Customers: name, phone, email, address, birthday, notes and customer groups.
- Appointment history and upcoming bookings: location, status, service, duration, client, staff member and notes.
- Services: rebuilt in Mahi Time or read from your Square Online booking site by our extractor.
What does not
- Cards on file (held by Square).
- Repeating appointment series; Square's history export does not include them, so re-create recurring bookings in Mahi Time.
- Square gift card balances, unless you send the gift card report and we seed them.
- Square Online website content.
Part 1. Export from Square Appointments
Inside Square Appointments, on a desktop browser.
-
1
Export the customer directory
Sign in to the Square Dashboard on desktop. Open Customers, then Directory. Click Import/Export in the top right and choose Export customers, then All customers. A CSV downloads automatically. Square may include empty rows; leave them, the importer skips blanks.
-
2
Export appointment history
In the Square Dashboard open Appointments, then Settings, then History. Click Export and save the CSV. This is your full history, with cancelled appointments included and marked in the status column.
-
3
Services
Square's item library export is retail focused. Add your services in Mahi Time (names, durations, prices) or paste your Square Online booking URL into Settings > Import data > Services and let the extractor read them.
-
4
Gift cards
Export the gift card balances report from Square and send it through the contact form; we load the outstanding balances.
Part 2. Import into Mahi Time
Settings > Import data in your Mahi Time admin.
-
5
Open the importer
In your Mahi Time admin go to Settings > Import data. The wizard runs in three passes: clients first, then services, then bookings, because bookings reference the other two.
-
6
Pick the source and upload
Choose the platform you are leaving (or Other / generic CSV), then upload the matching file. The reader accepts comma, semicolon or tab separated files and strips Excel byte-order marks.
-
7
Check the mapping preview
Every Mahi Time field is listed with the CSV column we matched to it. Required fields are starred. The preview shows the first five rows so you can catch a swapped first and last name before anything is written.
-
8
Resolve the unmatched staff warning
When a booking file names a staff member that does not exist in your workspace yet, the wizard warns you and lists the names. Add those people under Team (or map the column to a different name) and re-run the preview. Rows with an unknown staff member are skipped, never guessed.
-
9
Run the import
Click Run. You get a summary of imported, skipped and failed rows with the reason for each. Imports are idempotent: re-running the same file updates rows instead of duplicating them, so you can fix a column and run again.
Part 3. Switch day checklist
The order matters. Do these on the day you go live.
-
10
Take a final export
On switch day, export clients and bookings from the old system one last time and re-run the import so the last few days of bookings come across. Re-runs update in place.
-
11
Close new bookings in the old tool
Turn off online booking in the old system (or set its booking page to closed) so clients cannot book into a calendar you are no longer watching.
-
12
Swap the booking link
Update the Book now link on your website, Instagram bio, Facebook page and Google Business Profile to your Mahi Time booking page. If you use the embed snippet, paste it from Settings > Embed.
-
13
Point the phone at the receptionist
If you have the AI phone receptionist, forward your business number (or your after-hours line) to the number shown under Voice agent. It starts answering in your business name straight away.
-
14
Tell your clients
Send one SMS or email from Mahi Time: new booking link, same team, same prices. Anyone who replies to the SMS reaches you, because it comes from a local number.
-
15
Keep the old account read-only for a month
Do not cancel the old subscription on day one. Keep it for a billing cycle so you can look up anything the export missed, then cancel.
Or we do it for you
Would rather not touch a CSV? Send us your exports through the contact form and we will map and import them for you, free, usually within one working day.
After the trial: NZ$109 (approx A$100) a month for two team members, NZ$21 (approx A$19) per extra. No commission.
Moving from Square Appointments: questions
Can I keep taking payments on my Square reader?
Yes. Record the sale in Mahi Time and take payment on the Square terminal, as you would with any standalone EFTPOS machine. Switch to Stripe later if you want the payment linked to the booking automatically.
Why are cancelled appointments in my history file?
Square includes them with a cancelled status. Map the status column and the importer skips cancelled rows, or keep them for history; your choice in the preview.
Does Mahi Time work in Australia?
Yes. Australian businesses pay through Stripe, see GST on every invoice and get support in Australian business hours. Prices are billed in NZD with an approximate AUD figure shown; NZ$109 is about A$100.