Customer profiles in Vagaro are a convenient way to manage all your clients' information in one place. You can also view metrics like how long they’ve been a customer, their last visit, and the total number of appointments and classes attended. Each profile contains the customer's name, email, phone number, and so on. Profiles allow you to perform important actions like editing personal details, issuing refunds, adding notes or forms, and managing credit cards on file. At the top of each profile, you’ll see tabs for quick navigation, including sections for their data, appointments, classes, purchase history, files, SOAP notes, and more. You can also find their points balance, notification preferences for appointment reminders, and linked family or friends. If you need to make any changes to their profile, you can change their account directly from their profile.
Prerequisites: This feature is available for all Vagaro businesses.
The customer profile in Vagaro helps you manage all of your client’s details in one place. The information shown in a customer's profile differs depending on whether you're on the Vagaro Pro app on the web.
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Tabs to View Their Profile, Data, Appointment Bookings, Class Sessions, Purchase History, Files, Forms, and So On
Go directly to specific customer information by selecting the corresponding tabs at the top of their profile to view their sales data,appointments, class sessions, product purchase history, IOU balances, files, forms, SOAP notes, gift cards, packages, memberships, and invoices. Each tab provides detailed information and tools for managing the customer's history and activity at your business.
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Personal Information
The Personal Information section in the Profile tab includes the customer's name, profile picture, and contact details, such as mobile, daytime, and nighttime phone numbers, along with their email address. It also displays the customer’s address, birthday, General Tags, card on file, and gender. The Edit button in the top-right corner lets you update any of this information as needed. You can also send a direct message with Connect by Vagaro (
), call (
), or email (
) the customer.
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Family & Friends List:
The Family & Friends Sharing section in the Profile tab lists family and friends linked with the customer's profile, such as siblings, pets, or friends. Each connection is labeled with their name and relationship to the customer, and pending invitations are highlighted. You can link new profiles by selecting the Add Family & Friends button.
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Appointment Reminders
The Appointment Reminders section shows the customer’s notification preferences for reminders, such as SMS text, email, and push notifications. Each notification type can be toggled on or off based on the customer’s preference.
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Login Information
Send the customer's login information directly to the customer, ensuring easy access to their account while maintaining security.
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Customer Sales and Activity Summary
On the Data tab, you can view key metrics that summarize the customer’s interactions with your business. These include total sales, points balance, the number of appointments and classes attended, cancellations, no-shows, and check-ins. It also shows the date they became a customer and their last visit, helping you track engagement over time.
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Tabs to View Their Profile, Appointment Bookings, Class Sessions, Purchase History, Files, Forms, and So On
Go directly to specific customer information by selecting the corresponding tabs at the top of their profile to view their appointments, class sessions, product purchase history, IOU balances, files, forms, SOAP notes, gift cards, packages, memberships, and invoices. Each tab provides detailed information and tools for managing the customer's history and activity at your business.
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Customer Sales and Activity Summary
At the center of the customer's profile, you’ll find an overview of the customer’s activity with your business. Metrics include the total sales amount, the number of appointments completed, classes attended, and check-ins. It also tracks no-shows, cancellations, and the date of their last visit. Additionally, Customer Since shows how long they’ve been a customer at your business.
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Personal Information
On the left side of the customer's profile, you can view the customer's personal information, including their profile picture, name, contact information (email and phone numbers), birthday, and physical address. You can also view and edit these details, send direct messages (
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Family & Friends List
In the bottom-left corner, the Family and Friends sections allow you to see and manage profiles the customer has linked to their account, such as family members, friends, or even pets. Each profile is listed with their name, relationship, and any pending invitations. You can also add new family or friends for the customer through the Add Family & Friends button.
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General Tags
General Tags are used to categorize or identify the customer for better reporting and organization of your Customer List report and can be used to filter recipients for email and text marketing campaigns. For example, adding a customer tag like "VIP" would highlight their importance in your customer list. These tags can be customized to suit your business needs.
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Credit Card
In the bottom-right corner of the screen, you manage the customer’s stored cards on file. You’ll see an option to Add a Card, allowing you to securely store payment details for future transactions.
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Points Balance
If your business uses a points-based loyalty system, the customer’s current points balance will be displayed. You can also edit the points balance as needed, making it easy to reward or adjust loyalty points for the customer.
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Login Information
Send the customer's login information directly to the customer, ensuring easy access to their account while maintaining security.
To go to a customer's profile:
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Go to Customers.
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Enter the name in the search box and select to select a customer. The customer's profile will be displayed.
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In the customer's profile, you can do the following:
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Edit their customer profile.
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Add customer notes, SOAP notes, and forms to the customer's profile.
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For security purposes, businesses can't update a customer's profile if they visited another business for an appointment or made a purchase there. If this is the case, your clients are the only ones who can update their own customer information. If you need to update any of your clients' information, you'll have to ask them to log into their own Vagaro account to change their First Name, Last Name, phone number (Mobile Phone, Day Phone, Night Phone), and Email address.
Tip
You can request the customer to update their own account, or you can create a Vagaro form with the Contact module and send it to the customer for them to fill out, which will automatically update their information in your customer list.
To edit a customer's profile:
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Go to Customers.
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In Vagaro Pro: At the bottom of the screen, select Customers.
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On the Web: At the top of the screen, hover over Customers, and then select Customer Management.
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Search for and select the customer profile to edit.
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On the Profile tab, select Edit.
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Update the customer's profile as required:
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Enter the customer’s information. Only the customer’s First Name and Last Name are required; all other information is optional and can be added later.
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Email Address: Enter the customer’s email address to send them appointment reminders and marketing messages from your company. Keep in mind that they will not receive these emails if they have opted out of email notifications.
Note
Customers who have opted out of email notifications will not receive any emails from you.
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Mobile Number: Used to contact this customer but also used to send them appointment notifications. You can also add their Day Phone and Night Phone, but these numbers willdo not receive text notifications.
Note
Customers who have opted out of text notifications will not receive any text messages from you.
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Gender, Birthday, and Address: The customer's personal information.
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Customer Since: The date when this person first became your customer. It is used only for customer tracking purposes in the Customer List Report.
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Select the following options:
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Online Booking: Whether the customer is allowed to book appointments online or blocked from doing so (for example, customers who are frequent no-shows must call your business for bookings), or whether they Require Acceptance (in the Online Appointment Rules screen) from you before they are successfully booked. A customer set to Block will see a message when trying to book an appointment that they must call the business for reasons such as missing too many appointments.
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CC Appointment Email to: Select or enter other customers, such as their family members or caregivers, who will also receive this customer’s appointment details and notifications.
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Appointment Reminders: Whether you want them to receive appointment reminders by email, text message, or push notifications.
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General Tag: Enter any keywords or phrases that can be used to categorize or label your customer. For example, you can search "VIP" to filter specific customers with this tag for promotions or invitations to special events.
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Referred By: Select or enter the name of the person who referred this customer to your business. This information is used only in your Customer List Report to track where your customers are coming from.
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Select Save.
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