Generally, you'll have two types of Check-Outs: pre-set appointments made by the customers online or in-house using your calendar and walk-in customers. With walk-ins, you'll book and perform the service at once, perhaps adding products and future appointments to the check-out.
For booked services, you can check out appointments from the calendar or checkout screen. When checking out, you can add products, etc., to the check-out, apply fees, discounts, and points, and charge the customer using multiple payment methods, like credit and debit cards, cash, check, and Vagaro Pay Later.
Continue reading for details on checking out both booked appointments and walk-ins.
For booked appointments, you'll start from either the Calendar to select the appointment, or the Checkout screen to choose an "In Today" customer for an appointment. For Walk-Ins, start from the Checkout screen.
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Navigate to Checkout and click Select a customer.
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Click All Customers for the complete customer list.
Start typing a customer name in the search box for quick results.
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For new customers, click Create New.
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When you've selected a customer, you'll see the full Checkout screen.
The top of the Checkout screen shows the customer's name, how many points they have banked, when they became a customer, their last visit date, their birthday (if provided in their profile), and any memberships they have. You can view the customer's history or edit their profile using the Edit and History buttons.
Whether you're checking out a booked service appointment or a walk-in, you may want to add more to the shopping cart—products, gift certificates, etc.—before checking them out. Here's how to add to the shopping cart.
At the bottom of the Checkout screen, you can add services, products, gift cards, packages, and memberships to the shopping cart. Select an option.
A walk-in customer will not have a booked service in the shopping cart, so you must add the service, add-ons, and provider to the cart. If a booked customer adds a service at their appointment, you can add it to the cart.
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Click Service.
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Select a service and the service provider who will perform the service. Click the clock icon to select the appointment's start time (today).
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Apply add-ons to the service (if applicable).
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Select an appointment type if you have the customer retention setting turned on.
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Click Add Service to finish.
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Click Product or click the Scan barcode or type it box, then type in or scan the product barcode.
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There are two views in the Product list: List view and Grid view.
Change the view by clicking the list or grid icon. The default view is List.
List View:
Grid View:
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Enter the Barcode ID, Product Name, Brand, or Product Type in the search box to search for a specific product and press Enter.
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Add a single product to the cart by clicking it.
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Add multiple products using the checkboxes. Click Add Product to add your selections to the cart.
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Click Gift.
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Enter a gift certificate number or click Auto Generate to generate a new number.
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From here, you can attach a service or class to the gift certificate or enter a dollar amount.
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Fill out the gift certificate fields, and select a template and design.
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Click Next to preview the gift certificate, then click Add Gift Certificate to add it to the cart.
For complete details on creating gift certificates or cards, see Sell and Redeem Gift Certificates - Web Version.
From the Checkout screen, you can apply discounts, daily deals, and fees to your items. You can also allow the customer to redeem points for services.
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Click the Apply a Discount or Fee drop-down menu.
Scroll through the list. It shows Discounts first, then Daily Deals, followed by Fees.
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Select a discount, daily deal, or fee.
Fees will display under the item. Click here to learn more about fees.
The Discount field will display a dollar or percentage discount for one or more services or classes. You can manually enter a discount by selecting $ or %, then entering a discount amount or percentage. Click here to learn more about discounts.
With the points feature, customers can accrue points from purchasing classes, services, products, etc. These points can be used for free items when you select the checkbox under Use Pts. You can see points accrued when you select a customer (example below) or from the customer profile screen. Points can only be used for items that have been set to redeemable. If the point amount (under Pts) is zero, this item cannot be redeemed with points. Click here to learn more about Points.
Please Read Before Continuing
There are two ways to enter a tip: Manually enter on the checkout screen or when you click Checkout. You must manually enter a tip for transactions paid with Cash, IOUs, Checks, and Other Payment Methods. The Tip Options screen at checkout will only display for credit card transactions.
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Click the Tip field above Amount Due.
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A tip option drop-down will display. Select a tip percentage or enter a dollar amount.
Note
The Split button will display if the customer has items from multiple service providers in the cart.
A tip can be split with any number of service providers.
If you do not split a tip for a transaction with multiple service providers, Vagaro will automatically split the tip for each service based on the percentage of the total.
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Tap the Gear icon.
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Set the Receipt Preference for when you complete a transaction.
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Print: A receipt will print when you complete a transaction.
You can connect a receipt printer under Receipt Printers. Learn more about the Vagaro Printer.
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Email: The customer will receive a receipt via email.
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Ask at Checkout: You or the customer can select the receipt type at checkout.
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Click Save to close.
The right side of the checkout screen will show a summary of all payment methods, the amount paid, the amount due, and the change due. Keep in mind that you can split the payment between several options.
The Amount Paid and Change Due fields will reflect the changes as you enter amounts in the various payment types. You cannot complete the checkout if Change Due is a negative number.
There are multiple methods to charge a credit or debit card. The steps below show how to charge a card with Vagaro's Credit Card Reader. See here to learn how to charge a credit or debit card without a credit card reader. Before following the steps below, make sure your credit card reader is set up.
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Click Pay With Card.
If your mobile device is not connected to your card reader, you'll see a black Connect button instead of Pay with Card.
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Select if you want to print a receipt.
The customer can write their Tip and Signature on the receipt.
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Dip, tap, or swipe the customer's credit or debit card.
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Add a tip (if applicable) and have the customer sign for the transaction.
This step does not apply to all businesses. Tip and Signature settings can be changed from the checkout screen.
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Click Charge Card to complete the transaction.
After the transaction processes, please prompt the customer to remove their card (if applicable).
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Click the amount field next to Cash, Check, or IOU.
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Enter a dollar amount. This can be the entire amount due or a portion of the total.
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Click Checkout.
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Select a receipt option.
For IOUs, enter a comment on why an IOU was needed, then click Yes.
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Click Add next to Gift Certificate.
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Available gift cards will be listed with checkboxes for selection.
If you cannot find a gift certificate, search for the number or scan the card with a USB card or barcode reader.
When the card is found, you'll see the card number, the recipient's name, the current balance on the card, and the sale amount pre-filled under How much to use? You can change how much of the gift certificate is used.
Note
If a customer has multiple gift cards or certificates, you'll see them all listed here. Use the checkboxes to select which one to use.
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Click Redeem GC.
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Click Checkout.
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Select a receipt option.
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Click the down arrow on the drop-down menu next to Checkout, then Create Invoice.
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Create an Invoice Title (optional), Invoice Number, and due date.
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Toggle Allow Tip on (green) to give the customer an option to leave a tip when paying the invoice.
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Enter a message to the customer.
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Click Next
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Review your invoice, then click Send Invoice.
You will be redirected to the Invoices screen. Learn more about Invoices and how to manage them.
When you check out a customer, you will be prompted with the option to rebook or return to the calendar. Keep in mind that you can only rebook services.
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After checkout, the What do you want to do next? pop-up window displays.
Click the X button to close out of the pop-up and return to the Checkout screen.
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Rebook an appointment.
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Select a date by clicking the Calendar icon or use the + icon to add a week to the date.
Click Rebook to open the Rebook Service screen.
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From this screen, you can make changes to the booking, like the service and provider. Click + Add Service to book multiple services.
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Scroll down and select a date and time that works best for you.
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Configure the appointment details, then click Book.
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Go to Calendar.
Takes you to today on your calendar page. To go to a different date on the calendar:
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Click the calendar icon and choose a different date.
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Use the + icon to add a week to the date.
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Click Go to Calendar to open the calendar on the selected date.
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Related Article: Checkout: Appointments and Walk-Ins - Vagaro Pro app
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