It's easier than ever to organize and manage your files with the Vagaro Drive Dashboard. With our cloud-based software, you'll be able to keep customer and business files in one place! Move forms from paper copies to digital files, accessible to you from anywhere. You can even link customer files to a specific appointment so the service provider can quickly access them during an appointment.
If you haven't activated your Vagaro Drive yet, follow the directions in Activate Vagaro Drive.
Go to → Premium Features → .
If you've already activated Vagaro Drive, you'll go right to your Dashboard. Otherwise, see the support article on Activating Vagaro Drive to sign up.
Sidebar Navigation
On the left side of your screen, you'll see the main controls for Vagaro Drive. Options shown there are:
Upload button
This drop-down menu gives you options to upload three types of files:
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Appointment Files (associate files with specific appointments for individual customers)
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Customer Files (customer-related files that are not connected to appointments)
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Business Files (your business files, e.g., lease agreements, employee files, etc.)
Folder Groups
Vagaro Drive stores files in four areas divided between Customer and Business sections. Under Customers, you'll find the Appointment and Customer files that you've uploaded. Forms Files contains all files uploaded to a form (created under the Forms tab.)
Storage Summary
A summary of your used and available file storage. Click View Plan Storage for a detailed view of how the four file areas use your storage.
You can add or change your Vagaro Drive storage plan at any time by clicking Change Plan, which opens a dialog showing the details of how you're using your file storage, highlighting which plan you are currently on, and offering options to buy more storage (10GB, 50GB, or 100GB).
From this dialog box, you can remove all storage and close Vagaro Drive.
Click Remove All Storage, and agree to the terms of canceling your storage plan. See Activate Vagaro Drive for more information.
Customer files and files associated with customer appointments cannot be shared with your customers via your Vagaro Drive. They are for internal business use only. If you have a file that you want to share with your customers, download a copy from your Vagaro Drive to send using email or other file-sharing options.
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Click Upload and select the type of upload:
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For Appointment files, select a customer, then an appointment in the past or future, and click Next.
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For Customer files, select a customer and click Next.
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For Business files, go directly to the next step.
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The upload screen looks the same for all three upload types.
This example shows the Customer File upload screen:
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Drag and drop files onto the upload area or click Choose File to search for a file or files to upload.
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You can edit the file name and add a description to the file or files you've selected.
You can also remove selected files from the upload queue by clicking the red trash can icon.
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Click Upload.
If there are many files, you'll see progress indicators and checkmarks as each file is uploaded.
There are three additional places from which you can upload files to your Vagaro Drive:
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Click a service appointment on the calendar (past or future) and select Upload File from the list to add files to the appointment.
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Go to → , and select a customer. Click the
menu from the Appointments tab and then select Upload Files. This action also adds files to the appointment.
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Go to → , and select a customer. Go to the Files tab to upload files to appointments or customer files on your Vagaro Drive.
Each file section has options for filtering and sorting your view of the files and a Search option. Filtering and sorting options are different for each section.
Filter - Appointment & Customer Files
You can filter on Appointment Date (Upload Date for Customer Files) and Customer Name.
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The Appointment/Upload Date field defaults to All Dates.
Click it to select a date range or choose a pre-defined date setting like Last 30 Days, for example. Set a date range and then select Submit.
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Customer Name: Select a customer from the drop-down list using checkboxes, the Select All or Select None options, or start typing a name into the text box to limit the list. If you make no selection, it will look for all customer appointments in the selected date range.
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Click View Results when you've made your selections.
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Click Clear to reset the filters to their default settings.
Filter - Forms Files
Filter on Form Date (the date the form was completed), Customer Name, and Form Name.
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Date selection (Form Date, in this case) and Customer Name work the same as for Appointments.
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Form Name: Select a form from the drop-down list using checkboxes, the Select All or Select None options, or start typing a form name into the text box to limit the list. If you make no selection, it will look for all forms in the selected date range.
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Click View Results to see the filtered list.
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Click Clear to reset the filters to their default settings.
Filter - Business Files
The only available filter is for Upload Date, and it works the same as the other date filters.
Sorting the File List - Grid View
This view shows a thumbnail view of the files. (Not all file types support a thumbnail preview. Those files will display a file type icon.)
The Grid view displays file names and dates (upload or appointment dates) under the thumbnail.
To sort the files in Grid view, use the Sort by drop-down list. The selections available match the columns shown in the list view. Select one to sort the files. When sorted, the sort type displays with an up or down arrow to indicate the sort direction.
Sorting the File Lists - List View
This view shows smaller thumbnails where possible and a section-dependent list of file information. These are the information columns for each file area:
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Appointment Files
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Customer Files
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Forms Files
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Business Files
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You can use each column header in the list view to sort. When you set a column as the sort column, you'll see an up or down arrow indicating the sort direction.
Searching the Files
There is a Search box in each file section. Type in all or part of a file name to search the list for matches.
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The Files tab of the Customer Profile uses the same functionality and interface for Appointment and Customer files as Vagaro Drive.
Each file has a More menu, either embedded in the thumbnail (grid view) or as the last column (list view). Click the More menu to open the list of file management options:
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Open: opens a view of the file with a sidebar of file information (see Infobelow.)
You can also click the thumbnail (Grid or List view) or the file name (List view) to open and view the file or image.
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In this view, there are additional icons to edit image files, download or delete the file, open or close the info panel, and close the view. Arrows (< or >) on each side let you scroll through the files.
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Vagaro Drive can preview images, PDF, text (.txt), Word (.doc, .docx), and Excel (xls, .xlsx) files. You must download PowerPoint (.ppt, .pptx), Word RTF, and video (.mpg and .mov) files to view.
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Rename: opens a sidebar to rename the file and enter or change the file description.
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Download
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Info: opens the same info menu as Open, Rename and Edit Description, but without any edit capabilities.
The file information provided in this and the editable version varies depending on the file section you are in and the file type. Here is the complete list of all possible information items:
File Name
Description
Customer Name
Appointment Date*
Service Name
Employee
Appointment Note
Uploaded by
Upload Date
File Type
Dimensions
Size
Form Name*
Note
Both Appointment Date and Form Name are hyperlinks that will take you to the appointment on the Calendar page or opens a pop-up window for the Form where you can perform all the same actions that you would on the Forms or SOAP tabs on the customer's profile.
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Edit Description: opens the same sidebar as Rename, where you can rename the file and enter or change the file description.
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Delete
You can add files for customers using the Vagaro Drive Dashboard, the customer's profile, or the Calendar when booking an appointment.
Customer Profile
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Go to → and select a customer.
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Select the Files tab from the options:
The Files interface matches what you'll see on your Vagaro Drive Dashboard without the Business Files section.
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Use Upload to add appointment or customer files or to look through the existing files.
Note
See Uploading files to your Vagaro Drive in this article.
You have the same view options of Grid and List views as on your dashboard and can manage file information from this page.
From the Calendar
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Book a New Appointment
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In the field for entering an Appointment Note, there is also a place to add files.
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Drag and drop or select files to add to the appointment.
Note
See Uploading files to your Vagaro Drive in this article.
You'll see uploaded files in the Customer Files area in your Vagaro Drive Dashboard.
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