The Customer List report shows all customer profiles stored for your business, along with the personal information they've provided and their activity with you. This includes how much they've spent at your business, how many appointments they've booked and checked out, and so on. The Customer List report also offers powerful filters and tools so you can narrow the report to specific customers, delete multiple customers at once, restore deleted customers, and merge duplicate profiles.
Prerequisites: This feature is available for all Vagaro businesses. You must have at least one customer profile created.
The Customer List report shows all customers at your business, including the following information:
-
Name: The customer's name. Select it to view the customer's profile.
-
Amount Paid: The total amount of money the customer has spent at your business. Remember, if you selected a Date Range, it shows the amount spent during that timeframe.
-
Email: The customer's email address.
-
Address: The customer's mailing address.
-
Mobile (called Cell Phone on a phone): The customer's cell phone number.
-
Day (called Day Phone on a phone): The customer's preferred phone number to be reached at during the day.
-
Night (called Night Phone on a phone): The customer's preferred phone number to be reached at in the evenings.
-
Birthdate: The date the customer was born.
-
Gender: The gender selected in the customer's profile.
-
Customer Since: The date when the customer first became a customer at your business, or the date it was changed to.
-
Last Visited: The date when the customer last completed an appointment or class. Purchases such as products or memberships don't count as a visit. Only completed appointments and classes do.
-
Employees Seen: The service providers or instructors the customer has had appointments or classes with. The list does not include other interactions with other employees.
-
Membership: The memberships that the customer has currently purchased and are active. Memberships received through Family & Friends sharing will not be shown.
-
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.
-
Online Booking: Whether the customer is allowed to book online with your business, requires acceptance for appointments, or is blocked from booking online.
-
Appointments Booked (called App. Booked in Grid View): The number of appointments the customer has booked. If you selected a Date Range, this shows the number booked during that timeframe.
-
Classes Booked: The number of classes the customer has booked. If you selected a Date Range, this shows the number booked during that timeframe.
-
Check-Ins: The number of times the customer has checked in. If you selected a Date Range, this shows the number of check-ins during that timeframe.
-
Credit Card: The card type and the last four digits of the credit card the customer has on file.
-
Points Earned: The number of points the customer has earned at your business. If you selected a Date Range, this shows the points earned during that timeframe.
-
No Shows/Cancellations: The number of times the customer has no-showed or cancelled an appointment or class. If you selected a Date Range, this shows the number during that timeframe.
-
Tags: Any General Tags you've assigned to the customer.
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:
The Customer List report displays all your customers as individual cards or as a table. You can switch between these two views:
-
In Card View, each customer is listed on a separate card that contains their personal information and activity with your business.
-
In Grid View, the same list of customers is shown in a table.
To run the Customer List report:
When you run this report without any filters or search criteria, your entire customer list appears. When you set one or more filters first, Vagaro shows only the profiles that match ALL of them. For example, if you enter part of a customer's name ("Sarah"), the report shows every profile with "Sarah" in the first or last name. But if you also enter "4331" as part of a phone number, Vagaro returns only profiles that match both conditions. As a result, the report may be blank unless a customer is named "Sarah" AND has a phone number that contains "4331."
Your customers' profile information can also change when you specify a Date Range. Instead of showing current profile values, some numbers reflect only the activity from the dates you chose. For example, if you set a date range from February 1 through February 29, 2024, values such as how much a customer spent, how many appointments and classes they booked or cancelled, and how many points they earned show the totals for that period only.
You can filter your report by the following criteria:
-
Search by Mail/Address/Ref. By/Gen Tag: Matches customers by their email, mailing address (street number, city, state, zip code, and so on), the name of the referring customer or business, or a General Tag assigned to them.
-
Name: Matches customers by all or part of their first or last name.
-
Phone: Matches customers by all or part of their phone number.
-
Customer Since: Narrows the report by when a customer started visiting your business, using a date that falls before, after, or between the dates in their profile.
-
Last Visit: Narrows the report by the last date a customer completed an appointment or class. Other purchases, such as a product or membership, don't count as a visit.
-
Customer Note: Matches customers by text found in their customer note.
-
Phone or Email on Profile: Narrows the report by whether a customer has an email address, phone number, or valid contact information on file. This filter uses "OR" logic, so choosing Has Email and Has Phone Number returns customers who have at least one of the two.
-
Services, Classes & Add-Ons: Narrows the report to customers who have booked specific services, classes, or add-ons.
-
Employees: Narrows the report to customers seen by specific employees who performed a service or ran a class they attended.
-
Business Location: Narrows the report to customers from one location, a set number of locations, or all locations for multi-location businesses.
-
Membership: Narrows the report to customers who have purchased or used specific memberships. Memberships received through Family & Friends sharing aren't included.
-
Gender: Narrows the report by the gender selected in a customer's profile.
-
Date Range: Limits the report to activity that occurred only within the start and end dates set.
-
Birth Month: Narrows the report by the month a customer was born in.
-
Online Booking: Narrows the report by a customer's online booking status: whether they're allowed to book online, require acceptance for appointments, or are blocked from booking online.
-
Credit Card or Bank on File: Narrows the report by whether customers do or don't have a credit card or bank account on file.
-
Age: Narrows the report by a customer's age, within a range. If you set a Date Range, it reflects customers whose ages fell within that range during that timeframe.
-
Acquisition By: Narrows the report to customer acquired by your business or Vera.
-
# of Booking/Booking Range: Narrows the report by how many appointments and classes a customer has booked, within a range. If you set a Date Range, it counts only bookings made during that timeframe.
-
Points Earned: Narrows the report by how many points a customer has earned, within a range. If you set a Date Range, it counts only points earned during that timeframe.
-
Amount Paid: Narrows the report by how much money a customer has spent, within a range. If you set a Date Range, it counts only amounts paid during that timeframe.
-
No Show / Cancellation: Narrows the report by how many no-shows or cancellations a customer has, within a range. If you set a Date Range, it counts only those that occurred during that timeframe.
Sorting reorders your customer list by the criteria that matter most to you, so the customers you care about rise to the top. For example, you can find your biggest spenders, your longest-standing customers, or the ones who haven't visited in a while without scrolling through everyone.
To sort the report:
-
Select More
→ → .
-
In the top-right corner, select Filters
.
-
Under Sort, select Sort By.
-
Choose the criterion you want to sort by. For example, you can sort by customers who've spent the most at your business (Amount Paid), been a customer for the longest (Customer Since), customers who haven't visited in a while (Last Visit), and so on.
-
Select whether to sort by Highest to Lowest or Lowest to Highest.
-
Select Run Report.
The report will reorder itself.
To sort the report:
-
Select Reports
→ .
-
Use the Sort By list to order the report by a specific criterion. For example, you can sort by customers who've spent the most at your business (Amount Paid), been a customer for the longest (Customer Since), customers who haven't visited in a while (Last Visit), and so on.
-
Next to the Sort By list, choose whether to order your customers from highest to lowest or lowest to highest.
-
Highest to Lowest
: See customers sorted from the highest to lowest values or Z to A.
-
Lowest to Highest
: See customers sorted from lowest to highest values or A to Z.
-
The report will reorder itself.
The Customer List report also allows you to merge 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 you merge two profiles, the To box is the one you keep and the From box is the one that's deleted. Vagaro fills any blank fields in the To box (Joanne Smith) with information from the From box (Jo Smith), including the customer's name. Where both profiles already have the same information, the From box version is discarded.
To copy information in the other direction (from Jo Smith to Joanne Smith), select Switch to swap the two boxes.
To confirm the profiles belong to the same person, check the match percentage shown between them: it tells you how much data they have in common. Vagaro won't merge profiles with a 0% match. The Result box shows a preview of the merged profile before you finish.
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.
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 restore date will also be recreated.
To delete customer profiles:
-
Select More
-
Select the checkboxes of the customer profiles to delete.
Tip
Use the report filters to narrow the report to a specific group of customers, then select Select All to delete all those customers. Use this tip to delete customers who haven't been with you in a while, customers without an email or phone number on file, and more.
-
In the top-right corner of the screen, select the Action
, then select Delete.
-
In the confirmation pop-up, select Delete.
The customers are removed from your customer list.
To delete customer profiles:
-
Select Reports
-
Select the checkboxes for the customers to delete.
Tip
Use the report filters to narrow the report to a specific group of customers, then select Select All to delete all those customers. Use this tip to delete customers who haven't been with you in a while, customers without an email or phone number on file, and more.
-
Use the Actions menu to select Delete.
-
In the confirmation pop-up, select Delete.
The customers are removed from your customer list.
The process of restoring deleted customers restores all customers removed from your customer list since the selected date, including those removed after being merged with another profile. If unwanted customer profiles are also restored, they will have to be deleted again.
Comments
0 comments
Please sign in to leave a comment.