The Customer List report is used to provide a list of all or selected customers at your business, including the personal information they've provided and their interactions at your business, such as what they've purchased, how many appointments they've booked and checked out, how much they've spent, and so on. Because you won't always want to look at your entire list, you can narrow the report for specific types of customers, delete multiple customers at once, restore customers you have deleted in the past, and merge duplicate profiles.
When you run this report without any filters or search criteria, your entire customer list will be displayed; however, by setting one or more filters first, Vagaro will show only customer profiles that match ALL of the filters you've set. For example, if you enter all or part of a customer's name ("Sarah"), the report may show several customer profiles containing "Sarah" as part of the first or last name. However, if you also enter "4331" as part of a phone number, Vagaro searches your customers list for profiles that match BOTH conditions, not just one or the other. So, the second report may be blank unless you have one or more customers named "Sarah" AND a phone number that contains "4331."
Also remember that your customers' profile information may also be affected if you specify a date range. Some numbers shown may have been updated to show the activity that occurred during those dates instead of what is currently displayed in their customer profiles. For example, if you enter a date range from Feb 1, 2024, to February 29, 2024, your customers' profile information such as how much they've spent, how many appointments classes and appointments they've booked or cancelled, and how many points they've earned, and so on, will be what those values were during the dates you selected.
Prerequisites: This feature is available for all Vagaro businesses. You must have at least one customer profile already created.
Setting one or more filters will display customer profiles that meet ALL of the criteria you've selected or search terms you've entered.
Running this report on a phone lists the customer profiles that match your search criteria in separate cards containing their personal information and interactions with your business.
To run the Customer List report:
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Go to → → → .
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Optionally, select the Filters
button in the top-right corner of the screen to filter the contents of the report, then select Run Report:
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Search by Mail/Address/Ref. By/Gen Tag: Enter all or part of the customer's email, address (including the street number, city, state, zip code, and so on), name of the referring customer or business, or General Tag.
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Search by Name: Enter all or part of the customers' first or last name.
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Search by Phone: Enter all or part of the customers' phone number.
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Customer Since: Select the date Before, After, or Between the dates specified in their customer profile.
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Last Visit: Select the last date the customer completed an appointment or class Before, After, or Between a specific date. This filter does not include visits for other purchases.
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Search by Customer Note: Enter all or part of a customer note.
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Services, Classes & Add-Ons: Select one or more services, classes, or add-ons that customers have booked, or Select All.
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Phone or Email on Profile: Select whether customers do or don't have a phone number or email address in their customer profile.
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Employee: Select one or more employees in the report who have performed a service or run a class that the customer attended, or Select All.
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Membership: Search for and select one or more memberships that customers have purchased or used, or Select All. Memberships received through Family & Friends sharing will not be displayed.
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Online Booking: Select whether customers are allowed to book online with your business, require acceptance for appointments, or blocked from booking online with your business.
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Date Range: Select the start and end dates to show activity that occurred only during this timeframe.
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Birth Month: Select the month that customers were born in.
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Gender: Select the customers' gender in their customer profile.
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Credit Card or Bank on File: Select whether the customers do or don't have a credit card or bank account on file in their customer profile.
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Booking Range: Enter a range of how many appointments and classes customers have booked with your business. If you selected a Date Range, the report will be further reduced to show customers that made a number of bookings within this range during this timeframe.
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Points Earned Range: Enter a range of how many points customers have earned with your business. If you selected a Date Range, the report will be further reduced to customers who earned a number of points within this range during this timeframe.
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Amount Paid Range: Enter a range of how much money customers have spent at your business. If you selected a Date Range, the report will be further reduced to customers who paid an amount within this range during this timeframe.
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No Show / Cancellation Range: Enter a range of how many no-shows or cancellations customers have had. If you selecte a Date Range, the report will be further reduced to show customers who had a number of no-shows or cancelled within this range during this timeframe.
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Age Range: Enter the age range of the customers. If you select a Date Range, the report will be further reduced to show customers whose ages were within this range during this timeframe.
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Sort By: Organize your report based on specific criteria.
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Optionally, at any time after running the report, select the Action
menu to perform the following additional tasks:
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Star or Remove Star: Add or remove a bookmark to this report in the Starred at the top of the → menu.
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Print: Print your report if your device is connected to a printer.
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Export PDF or Export Excel: Save the report to a PDF or Excel file.
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Undo Delete: Restore a deleted customer profile.
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Merge: Combine two or more customer profiles that belong to the same customer.
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Delete: Remove a customer profile from your business.
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Review the customers in the report. Selecting a customer's profile allows you to perform the following tasks:
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View Customer Profile: Open the customer's profile in the Customer Profile screen.
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Send Email: Open your device's default email program to send an email to the address listed in the customer's profile.
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Running this report on the web, tablet, Pay Desk, or PayPro lists the customer profiles that match your search criteria that you can review in two ways:
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In Card View, each customer is listed in a separate card containing their personal information and activity with your business.
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In Grid View, the same list of customers is shown in a table.
To run the Customer List report:
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Go to the Customers List report.
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On the Web: Hover over Customers, then select Customers List, or go to → → → .
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On a Tablet, Pay Desk, or PayPro: Go to → → .
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At the top of the screen, set the filters for your report, then select Run Report.
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Mail/Address/Ref. By/Gen Tag: Enter all or part of the customer's email, address (including the street number, city, state, zip code, and so on), name of the referring customer or business, or General Tag.
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Name: Enter all or part of the customers' first or last name.
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Phone: Enter all or part of the customers' phone number.
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Advanced Filters: Optionally, select any additional filters to further refine the report.
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Customer Since: Select the date Before, After, or Between the dates specified in their customer profile.
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Last Visit: Select the last date the customer completed an appointment or class Before, After, or Between a specific date. This filter does not include visits for other purchases.
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Customer Note: Enter all or part of a customer note to search for in customer profiles.
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Services, Classes & Add-Ons: Select one or more services, classes, or add-ons that customers have booked, or Select All.
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Phone or Email on Profile: Select whether to show only customers who do or don't have either a phone number or email address in their customer profile.
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Service Provider: Select one or more employees who have performed a service or run a class that the customer attended, or Select All.
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Membership: Search for and select one or more memberships that customers have purchased or used, or Select All. Memberships received through Family & Friends sharing will not be displayed.
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Online Booking: Select whether customers are allowed to book online with your business, require acceptance for appointments, or blocked from booking online with your business.
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Date Range: Select the start and end dates to show activity that occurred only during this timeframe.
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Birth Month: Select the month that customers were born in.
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Gender: Select the customers' gender in their customer profile.
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Credit Card or Bank on File: Select whether the customers do or don't have a credit card or bank account on file in their customer profile.
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Booking: Enter a range of how many appointments and classes customers have booked with your business. If you selected a Date Range, the report will be further reduced to show only customers who made a number of bookings within this range during this timeframe.
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Points Earned: Enter a range of how many points customers have earned with your business. If you selected a Date Range, the report will be further reduced to customers who earned a number of points within this range during this timeframe.
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Amount Paid: Enter a range of how much money customers have spent at your business. If you selected a Date Range, the report will be further reduced to customers who paid an amount within this range during this timeframe.
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No Show / Cancel: Enter a range of how many appointments customers have either no-showed or cancelled. If you selected a Date Range, the report will be further reduced to show customers who had a number of no-shows or cancelled within this range during this timeframe.
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Age: Enter an age range of your customers. If you selected a Date Range, the report will be further reduced to show customers whose ages were within this range during this timeframe.
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After running the report, review and sort the customers in the report as separate cards or in a table by selecting their tabs:
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Card View: Show each customer profile in a separate card. You can sort the list by criteria and alphabetically by criteria.
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Grid View: Show the list of customers in a table.
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Sort the list of customers by selecting the column headers at the top of the report.
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View the customer's profile by selecting their name in the Name column.
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Send an email to the customer by selecting their email address in the Email column.
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At the top of the screen, you can select:
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Undo Delete: Restore a deleted customer profile.
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Merge: Combine two or more customer profiles that belong to the same customer.
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Delete: Remove a customer profile from your business.
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At the bottom of the screen, you can select:
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Print: Get a hard copy of the report.
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Export: Save the report to an Excel or PDF file (web version only).
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After running or filtering this report, you can view the customers' profiles that match your search criteria and the activities they've performed at your business.
Depending on the filters and dates you've selected, you may notice that the list of customers and the information shown for each may differ from what is currently shown in their actual Customer Profile screen. If you specify a Date Range, the report will show only customer profiles and their activities that occurred between these dates. For example, if you enter a date range from Feb 1, 2024, to February 29, 2024, your customers' profile information such as the Amount Spent, Employees Seen, Appointments Booked, Classes Booked, Check-Ins, and so on will only show only customers' profile information during that timeframe.
The following information will be shown for each customer profile listed in this report:
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Name: The customer's name.
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Amount Spent: The total amount of money that the customer has spent at your business. If you selected a Date Range, this number shows how much the customer spent during this timeframe.
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Email: The customer's email address.
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Address: The customer's mailing address.
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Cell Phone: The customer's mobile phone number.
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Day Phone: The customer's preferred phone number to be reached at during the day.
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Night Phone: The customer's preferred phone number to be reached at in the evenings.
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Customer Since: The date when the customer first became a customer at your business, or the date it was changed to.
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Last Visited: The date when the customer last completed an appointment or class. This date does not count previous visits for other purchases.
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Membership: The memberships that the customer currently has purchased and are currently active. Memberships received through Family & Friends sharing will not be displayed.
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Online Booking: Select whether these customers are allowed to book online with your business, require acceptance for appointments, or blocked from booking online with your business.
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Birthdate: The date the customer was born.
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Gender: The gender selected in the customer's profile.
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Referred By: The name of the person or business who referred this customer. This person or entity does not need to already be a customer.
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Tags: Any General Tags you've assigned to the customer.the number shows the total number of no-shows and cancellations during this timeframe.
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Appointments Booked: The number of appointments that the customer has booked. If you selected a Date Range, this number shows how many appointments the customer booked during this timeframe.
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Classes Booked: The number of classes that the customer has booked. If you selected a Date Range, this number shows how many classes the customer booked during this timeframe.
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Check-Ins: The number of times the customer has checked in. If you selected a Date Range, this number shows how many times the customer checked in during this timeframe.
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Credit Card: The card type and last four digits of the credit card that the customer has on file.
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Bank: The last four digits of the customer's bank information that the customer has on file if you allow your customers to pay with Vagaro Pay Later.
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Points Earned: The number of points that the customer has earned at your business. If you selected a Date Range, this number shows how many points the customer earned during this timeframe.
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No Shows/Cancellations: The total number of times that the customer no-showed or cancelled appointments. If you selected a Date Range, the number shows the total number of no-shows and cancellations during this timeframe.
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Employee Seen: The service providers or instructors that the customer has had appointments or classes with.
After running this report on the web, tablet, Pay Desk, or PayPro, you can view your customers' profiles as individual cards in Card View or in a table in Grid View.
Viewing your customers' profiles in Card View will show them in separate cards for each customer. To view or update the customer's information, select the card, then select View Customer Profile.
Each card will contain the following information about your customers:
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Name: The customer's name, shown on the top-left side of the card's heading.
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Amount Spent: The total amount of money, shown on the top-right side of the card's heading, that the customer has spent at your business. If you selected a Date Range, this number shows how much money the customer spent during this timeframe.
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Email: The customer's email address.
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Address: The customer's mailing address.
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Mobile: The customer's cell phone number.
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Day: The customer's preferred phone number to be reached during the day.
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Night: The customer's preferred phone number to be reached in the evenings.
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Birthdate: The date the customer was born.
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Gender: The gender selected in the customer's profile.
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Customer Since: The date when the customer first became a customer at your business, or the date it was changed to.
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Last Visited: The date when the customer last completed an appointment or class. This date does not count previous visits for other purchases.
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Employees Seen: The service providers or instructors that the customer has had appointments or classes with. The list does not include other interactions with other employees.
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Membership: The memberships that the customer currently has purchased and are currently active. Memberships received through Family & Friends sharing will not be displayed.
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Referred By: The name of the person or business who referred this customer. This person or entity does not need to already be a customer.
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Online Booking: Select whether these customers are allowed to book online with your business, require acceptance for appointments, or blocked from booking online with your business.
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Appointments Booked: The number of appointments that the customer has booked. If you selected a Date Range, this number shows how many appointments the customer booked during this timeframe.
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Classes Booked: The number of classes that the customer has booked. If you selected a Date Range, this number shows how many classes the customer booked during this timeframe.
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Check-Ins: The number of times the customer has checked in. If you selected a Date Range, this number shows times the customer checked in during this timeframe.
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Credit Card: The card type and last four digits of the credit card that the customer has on file.
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Bank: The last four digits of the customer's bank information that the customer has on file if you allow your customers to pay with Vagaro Pay Later.
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Points Earned: The number of points that the customer has earned at your business. If you selected a Date Range, this number shows how many points the customer earned during this timeframe.
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No Shows/Cancellations: The number of times that the customer has no-showed or cancelled appointments. If you selected a Date Range, the number shows the total number of no-shows and cancellations during this timeframe.the number shows the total number of no-shows and cancellations during this timeframe.
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Tags: Any General Tags you've assigned to the customer.the number shows the total number of no-shows and cancellations during this timeframe.
Viewing your customers' profiles in Grid View will show them in a table.
Each customer will be listed in a separate row containing the following information:
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Customer Since: The date when the customer first became a customer at your business, or the date it was changed to.
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Last Visited: The date when the customer last completed an appointment or class. This date does not count previous visits for other purchases.
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Name: The customer's name. Select it to view the customer's profile.
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Membership: The memberships that the customer currently has purchased and are currently active. Memberships received through Family & Friends sharing will not be displayed.
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Email: The customer's email address.
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Birthdate: The date the customer was born.
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Gender: The gender selected in the customer's profile.
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Address: The customer's mailing address.
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Mobile: The customer's cell phone number (
) and preferred phone numbers to be reached during the day (
) and at night (
).
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Referred By: The name of the person or business who referred this customer. This person or entity does not need to already be a customer.
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Online Booking: Select whether these customers are allowed to book online with your business, require acceptance for appointments, or blocked from booking online with your business.
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Credit Card: The card type and last four digits of the credit card that the customer has on file.
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Bank: The last four digits of the customer's bank information that the customer has on file if you allow your customers to pay with Vagaro Pay Later.
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Tags: Any General Tags you've assigned to the customer.the number shows the total number of no-shows and cancellations during this timeframe.
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App. Booked: The number of appointments that the customer has booked. If you selected a Date Range, this number shows how many appointments the customer booked during this timeframe.
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Classes Booked: The number of classes that the customer has booked. If you selected a Date Range, this number shows how many classes the customer booked during this timeframe.
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Check-Ins: The number of times the customer has checked in. If you selected a Date Range, this number shows how many times the customer checked in during this timeframe.
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Points Earned: The number of points that the customer has earned at your business. If you selected a Date Range, this number shows how may points were earned during this timeframe.
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Amount Paid: The total amount that the customer has spent at your business. If you selected a Date Range, this number shows how much the customer paid during this timeframe.
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No Shows/Cancellations: The number of times that the customer has no-showed or cancelled an appointment or class session. If you selected a Date Range, this number shows the number of these occurrences during this time frame.
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Employee Seen: The service providers or instructors that the customer has had appointments or classes with.
The Customers List report also allows you to merge and combine two customer profiles. This process requires you to compare the information of each profile and decide which profile will be the target profile (the To box), then automatically delete the unwanted profile (the From box).
When Vagaro merges the profiles, any missing information in the To box (Joanne Smith) will be filled in with information from the From box (Jo Smith), including the customer's name, and information in the From box that is already in the To box will be discarded. If you believe the information should be copied in the reverse direction, from the To box (Jo Smith) to the From box (Joanne Smith), select Switch between the boxes. For reassurance that the two profiles belong to the same customers, a number between the two profiles indicates how much data they have in common. Vagaro does not allow profiles that have a 0% match. Below the comparison in the Result box, a preview of the updated profile is shown.
Tip
You can also use the Merge & Clean Up Customers screen to search for and merge duplicate customer profiles, and even set up when to automatically delete or merge customer profiles that have specific information in common.
To merge two customer profiles:
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Go to → → → .
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Optionally, select the Filters
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Select the checkboxes of the customer profiles to merge.
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In the top-right corner of the screen, select the Action
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In the Merge Customers popup:
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Look at and compare the customer profiles to decide which customer profile is to be overwritten. You can also select the name of each profile to open the customer's profile. If you think the profile in the From box should be kept as the merged profile instead of the one in the To box, select Switch.
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If you think the profile in the From box should be kept as the merged profile instead of the one in the To box, select Switch.
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At the bottom of the screen, select Merge.
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To merge two customer profiles:
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Go to the Customers List report.
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On the Web: Hover over Customers, then select Customers List, or go to → → → .
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On a Tablet, Pay Desk, or PayPro: Go to → → .
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In either Card View or Grid View, select the checkboxes of the two customer profiles to merge.
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At the top of the screen, below the search filters, select Merge.
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In the Merge Customers popup:
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Look at and compare the customer profiles to decide which customer profile is to be overwritten. You can also select the name of each profile to open the customer's profile. If you think the profile in the From box should be kept as the merged profile instead of the one in the To box, select Switch.
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If you think the profile in the From box should be kept as the merged profile instead of the one in the To box, select Switch.
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At the bottom of the screen, select Merge.
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Unknown or duplicate customer profiles can be deleted from your customer list. Deleted customer profiles can be restored; however, all customer profiles from the selected date to restore from will also be recreated.
To delete customer profiles:
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Go to → → → .
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Optionally, select the Filters
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Select the checkboxes of the customer profiles to delete.
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In the top-right corner of the screen, select the Action
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In the confirmation popup, select Delete.
To delete customer profiles:
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Go to the Customers List report.
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On the Web: Hover over Customers, then select Customers List, or go to → → → .
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On a Tablet, Pay Desk, or PayPro: Go to → → .
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At the top of the screen, set the filters for your report, then select Run Report.
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In Card View or Grid View, select the checkboxes of the customer profiles to remove.
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At the top of the screen, below the search filters, select Delete.
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In the confirmation popup, select Delete.
The process of restoring deleted customers restores all customers that have been removed from your customer since the selected date, including those that were removed after being merged with another profile. If unwanted customer profiles are also restored, they will have to be deleted again.
To restore deleted customers:
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Go to → → → .
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In the top-right corner of the screen, select the Action
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Select the date, then select Proceed to begin restoring profiles deleted from that day until today.
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In the confirmation popup, select OK.
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Optionally, delete any unwanted customer profiles that were also restored.
To restore deleted customers:
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Go to the Customers List report.
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On the Web: Hover over Customers, then select Customers List, or go to → → → .
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On a Tablet, Pay Desk, or PayPro: Go to → → .
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At the top of the screen, select Undo Delete.
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In the Undo Delete popup, select the date then select Proceed to begin restoring profiles deleted from that day until today.
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In the confirmation popup, select OK.
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Optionally, delete any unwanted customer profiles that were also restored.
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