Vagaro can automatically send appointment notifications and reminders to your customers and clients one time via email, text, and push. These messages are used to give the details of an appointment, confirm the booking, and remind customers before their appointment, depending on your business’s and clients’ settings. Resending future appointment reminders or notifications needs an Email Marketing plan, Text Marketing plan, or Connect by Vagaro to send a direct message.
Tip
If customers aren’t getting their notifications, you can help them with their notification settings in their Vagaro customer account.
Prerequisites: This feature is available for all Vagaro businesses.
To select the notifications and reminders your business sends to your clients:
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Go to Email & Text Notifications.
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On a Phone: Go to More
→ → → .
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On the Web, Tablet, or Pay Desk: Go to Settings
→ → .
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Configure the notifications and reminders you want your customers to receive.
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Appointment Detail: Whether to send a notification containing the details of your customer's appointment. If the customer booked the appointment online, they will only see a confirmation with the appointment details on the screen and a push notification; no text message will be sent; however, if the customer booked the appointment online for someone on their Family & Friends list, the family or friend will receive both a push notification and a text message at the number provided for the booking. A notification will also be sent if you add a service at checkout.
Important
Customers who booked an appointment, class, or workshop on your Vagaro Listing Page will not receive a text Appointment Detail notiification via text; they will only see a confirmation message on the screen that their appointment was booked. They will receive all other reminders, if you have them enabled.
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Confirmation Request: Whether to send a request notification to customers to confirm their upcoming booking, and how far in advance to send the request. If the customer confirms, the appointment's status will automatically be updated on the calendar as Confirmed.
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Appointment Reminder: Whether to remind customers of their upcoming appointment, and how far in advance the reminder is to be sent. No action is required from the customer.
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HIPAA Compliant Notifications: Whether to hide appointment details in your notifications and reminder messages. Vagaro has worked with the Compliancy Group to comply with HIPAA Privacy Rules in your text messages, push notifications, and emails to your clients.
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Send Welcome Email to New Customers: Whether to send customers a welcome email containing instructions about creating their Vagaro customer profile with you and booking appointments. They will receive this email when you add their customer profile in-house. If they weren't already your customer, they will receive this email after they book their first appointment with you online.
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Send Receipts to Customers for Membership/Package Auto-Renewal: Whether to automatically send customers a receipt when their memberships or packages are automatically renewed.
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Select Save.
Comments
9 comments
What happens if a client responds to a text message?
Kim: Nothing! The numbers shown on text messages from your business are send only.
When I booked a client I entered the wrong email address, then I updated it. How do I send another email confirmation so she has it?
There's not a function in Vagaro that does that automatically, so here's my idea for a workaround:
REBOOK the appointment for the same date and time (you'll have to select a different time and then edit that to the original booking time.) If the customer has already paid a deposit for the appointment, edit the deposit field to $0. You'll end up with duplicate appointments on the calendar, so delete one. The rebooking causes a new confirmation email to be sent.
You might make an enhancement suggestion that we provide an option to resend email confirmations when editing an appointment for a future fix.
Hope that helps!
Donna
For all businesses looking to customize their text notifications. Our current format has proven to be informative and reliable while keeping message usage to a minimum. Adjusting the message content would result in the flagging of text messages by mobile providers and would disrupt your message delivery. We appreciate all your feedback and will not be able to make this change.
Thank you for understanding; however, for customers that would like to send out custom text messages, we do have a Text Marketing Feature. To learn more, see here.
Jamie
Hi
Using webhook event “Appointment Events”
how I can get contacts data if event provide only
customerIdiIwant to send my custom notification for customers after appointment send event with status “
Service CompleteHi Ben,
As we release more of our APIs in the public documentation, there will be a "Retrieve Customers" API, which will let you exchange a customer ID for all their details. In the meantime, the customer created/updated webhooks will include both the customer information and ID, so you can cross-reference it with the appointment webhook.
Also, you can always use the "After Visit" text campaign to send a message right after a service is completed!
Thanks,
Jamie
Is there a way to see the messages that are sent to customers or have it linked to Vagaro Connect so that we can see ALL communication going to our clients? That would be nice, then, they could also respond to that message if need be.
Hi Jake,
The text and email notifications are sent through a different number than Vagaro Connect and Text Marketing, which is why they are free. As a result, they won't be connected through Connect.
If you're looking to see if a text or email notification is sent, you can use the Appointment Timeline:
https://support.vagaro.com/hc/en-us/articles/204347730-View-Appointment-Timeline-History
Thanks, Jamie
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