You can add a card on file from the Checkout screen, Calendar, and a customer's profile.
Adding a card on file helps speed up the checkout process for Vagaro businesses, preventing roadblocks like a customer forgetting their card at home. It also provides a layer of security against missed appointments or cancellations, ensuring that a business can charge a cancellation fee. Each customer profile can have a maximum of one card on file.
Note
To ensure the customer's credit card is valid, Vagaro will charge then refund $0.01 to any card(s) added on file.
Prerequisites: This feature requires Credit Card Processing.
To charge a card on file:
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Go to Checkout or check out an appointment from the Calendar.
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Ensure you have a customer selected and that their shopping cart is ready for checkout.
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Select the Credit Card box and enter the amount to be charged.
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Select Checkout.
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Select or enter the customer's credit card:
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If the customer has one or more cards on file, select one, or select New Payment Method to add a new card.
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If the customer doesn't have a card on file, enter the customer's card information, select Save card on file (if applicable), and then in the top-right corner, select Pay.
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Depending on your Checkout Settings, you or the customer may need to complete the following steps:
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Select a checkout type.
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Enter a tip.
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Sign for the transaction.
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To charge a card on file:
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Go to Checkout or check out an appointment from the Calendar.
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Ensure you have a customer selected and that their shopping cart is ready for checkout.
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Select Add next to Credit Card.
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Select or enter the customer's credit card:
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If the customer has one or more cards on file, select one, or select New Payment Method to add a new card.
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If the customer doesn't have a card on file, enter the customer's card information, select Save card on file (if applicable), and then select Save.
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Select Checkout.
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Depending on your Checkout Settings, you or the customer may need to complete the following steps:
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Select a checkout type.
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Enter a tip.
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Sign for the transaction.
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To add a card on file:
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Select Customers.
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Search for and select the Customer.
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Next to Personal Information, select Edit.
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Scroll down and select Card on File.
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Enter the customer's card information.
Note
If the customer already has a card on file, select Add New Card to replace the current card on file.
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Once you've entered the card information, select Add Card.
To add a card on file:
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Select Customers.
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Search for and select a customer.
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Under Credit Card, add card on file or replace an existing card:
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If the customer doesn't have a card on file, select Add a Card.
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If the customer already has a card on file, select Edit, then select Replace Card on File.
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Enter the card details, including the billing address.
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Select Save.
To add a card on file:
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Go to the Calendar.
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Begin scheduling an appointment.
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From the Book Appointment screen, scroll to Card on File and select it.
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Enter the customer's card information.
Note
If the customer already has a card on file, select Add New Card to replace it and then enter the new card's information.
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Select Add Card,
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Book the appointment
To add a card on file:
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Go to the Calendar.
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Begin scheduling an appointment.
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From the Book Appointment popup, above Cancellations, select the Card
button.
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Enter the customer's card information, including the customer's billing address.
Note
If the customer already has a card on file, select Replace Card on File.
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Select Save.
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Book the appointment.
Comments
13 comments
If you swipe in the card, do you pay 'swiped in' fees each times it is used?
If you key in the card, do you pay 'keyed in' fees each time it is used?
I’m not sure why Vagaro is now making us do all data entry work and slowing down our operations with this new cc number format. Isn’t that why we pay for the service fees? I have never seen cc companies request more than a zip billing code. It’s becoming harder and harder to work with this system.
Why is Vagaro requiring all of this information? I remember when you could just swipe the card and it would record all pertinent information from the credit card itself and then you could simply click "add card" to file. Whats changed?
Hi Jeremiah,
The process shown above is for when you enter a card on file. For security reasons, however, you cannot add a card to the customer's file by swiping the physical card. Keep in mind that you do not need to enter the information above when charging the physical card. Can you tell me a little more about when you need to fill out this information? Hopefully, we can clear this up.
Thanks,
Jamie
Why do I have to put in the whole address? I've never had to ask for more then the zip code. I just add this service and this may have me looking for another scheduling system
Hi Tristina,
For security reasons, Vagaro requires this information when adding a customer's card to their profile; however, this information is not required when charging the physical/virtual card in-house with the EMV Reader or Card Swiper. Can you go into more detail on how this affects your business so I can bring it up with our team?
Thanks,
Jamie
I have never had to give my whole address to anyone when securing with a credit card, only the zip code. Our clients are not impressed with giving us their whole address and it slows down the entire office by collecting this extra information. We have also ran into the problem where it can't find the address because they are in a rural area and it won't recognize the address. We are than stuck with not being able to collect the credit card information. It would also be helpful if it would at populate the fields from the Customer file to CC information or vice versa so we don't have to enter things in twice.
Hi Connie... Unfortunately, we can't use the customer's profile address, and we must collect the billing address for security purposes. Usually, if the address doesn't auto-populate when you enter it, you can continue and then confirm the address. Remember that this process is only for storing a card on file for the customer.
Best,
Donna
Echo to all these previous comments. Over half of the times we try to enter in addresses they are not recognized, it wasted time filling out just to not work, and it won't let us choose the state when it pops up with the verification screen. So we just exit out and run their card without saving it. There also seems no way to swipe the card to save and you have to manually enter it in. Very frustrating after transferring from Square who had a seamless procedure for saving cards on file. Why isn't just the billing zip code an option?
We should be able to send the client something like an invoice to keep their card on file. They could fill it out to capture their card information. This is unnecessary work for us and it shouldn't be this difficult. There are lots of other booking systems that have figured this out. It bogs down the front desk.
Hi Heather,
Customers can add their card on file when booking online (with credit card capture turned on), or you can send them a form with a credit card module. This will save any payment information they attach to the form.
https://support.vagaro.com/hc/en-us/articles/360053362814
Here is a support article with more information.
Thanks,
Jamie
Hey there! Maybe someone can answer this. We used to be able to charge a deposit as well as keep the clients card info under the customers profile automatically when they book online. My renter noticed that clients can pay the deposit but then if they no show for their next appt she goes to charge them and there is no card on file. When there should be because they paid deposit. Help! Thank you
Hi Aubre, does this happen every time a customer No-Shows?
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