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Checkout Customers - Vagaro Pro app

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Jamie Bennett
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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.

Prerequisites

Available for all Vagaro businesses.

What's in this Article?

Step One: Select a Customer or Appointment

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.

Select an Appointment from the Calendar

  1. Tap Calendar.

  2. Select an appointment and tap Checkout. This will bring you to the Checkout screen.

    checkout_calendar_vpro_2x.png

  3. Continue from Step Two: Add to the Shopping Cart.

Select a Customer from the Checkout Screen

  1. Tap Checkout.

  2. Tap Select Customer.

  3. Tap In Today.

    Intoday_vpro_2x.png

    Customers that have appointments Today will display.

  4. Select a customer, then tap Continue.

    selected_customer_intoday_vpro_2x.png

  5. Continue from Step Two: Add to the Shopping Cart.

Walk-Ins: Select a Customer

  1. Tap Checkout.

  2. Tap Select Customer.

  3. Tap All Customers, and select a customer.

    select_customer_vpro_2x.png

    For a new customer, tap + and create a profile.

    Learn more about creating a customer profile.

Step Two: Add to the Shopping Cart

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.

  1. Tap Shopping Cart.

    shopping_cart_vpro_2x.png

  2. Tap + Add Item.

    _add_item_vpro_2x.png

    Note

    You can also tap + Scan Item to scan product barcodes.

  3. Add a service, product, gift card, package, or membership to the Shopping Cart.

    stock_vpro_add_to_cart_options_2x.png

Add Services for a Walk-In

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 also add it to the cart.

  1. Tap Service.

  2. Tap Service to open the Select Service window.

    vpro_cart_sel_svc2_2x.png

  3. Select and tap a service, then tap Confirm.

  4. Apply add-ons to the service (if applicable), then tap Continue.

  5. Tap Service Provider, then select a service provider to perform the service.

    Note

    If the logged-in profile can perform the service selected, they will automatically be selected as the service provider. If the logged-in service provider does not perform the service, they will be prompted to select a service provider.

  6. If you have customer retention turned on, select an Appointment Type.

  7. Tap Add when you're finished.

  8. You will be redirected to the Shopping Cart screen. Tap an item in the cart to make changes or tap Done to return to the Checkout screen.

Add Products

  1. Tap Product.

  2. Select a product or products and tap Add.

    select_add_product_vpro_2x.png

  3. Swipe left on a product, then tap the + or - icon to increase or decrease the quantity.

    modify_qty_vpro_2x.png

  4. Tap Done.

Add Gift Certificates

  1. Tap Gift.

  2. Enter, generate, or scan a gift certificate number, then tap Done.

    create_number_vpro_2x.png

    Note

    Use Scan for a physical gift card. The gift certificate number cannot match an existing gift certificate on the customer's profile.

  3. Fill or toggle in the gift card fields, select a gift certificate design, and tap Add to Cart.

    To remove a gift certificate from the cart, swipe left and tap the red X.

  4. Tap Done.

For complete details on creating gift certificates or cards, see Sell Gift Cards.

Add Packages or Memberships

Step Three: Apply Discounts, Fees, and Points

You can apply discounts, daily deals, and fees to your items from the Checkout screen. You can also allow the customer to redeem points for services.

Apply Discounts and Daily Deals

  1. Tap Add next to Discount.

    add_discount_vpro_2x.png

  2. Select a discount or daily deal.

    applying_discount_vpro_2x.png

  3. Tap Done.

    discounts_applied_cart_vpro_2x.png

    Applied discounts are shown with each discounted item. Tap the X icon to remove the discount.

The discount field shows the total discounted amount. Learn more about discounts and how to create them.

discount_applied_checkout_vpro_2x.png

Apply Fees

  1. Tap Add next to Fee.

    tap_add_vpro_2x.png

  2. Select a fee.

    add_fee_vpro_2x.png

  3. Tap Done.

    save_added_vpro_2x.png

Learn more about fees.

Use Points

With the points feature, customers can accrue points from purchasing classes, services, products, etc. These points can be used and redeemed for free items when you toggle Use Points. 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. Learn more about Points.

  1. Tap the Shopping Cart.

    shopping_cart_vpro_2x.png

    The customer's total points display next to their profile name.

  2. Tap the cost of an item in the cart.

    points_done_vpro_2x.png

    Points will automatically be used if the item can be redeemed for points and the customer has enough points in their profile.

  3. To change using points: Toggle Use Points on or off, then tap Save.

    use_points_vpro_2x.png

  4. Tap Save and then Done to finish.

Step Four: Tipping and Receipt Settings

Adding a Tip

Please Read Before Continuing

There are two ways to enter a tip: Manually enter on the checkout screen or when you tap Checkout. You must manually enter a tip for transactions paid for with Cash, IOUs, Checks, and Other Payment Methods.

The Add a Tip screen at checkout will only display for credit card transactions. Configure tipping options shown for credit card checkout on the same screen as Receipt options (next.)

  1. Tap the Tip field above Amount Due.

    add_tip_vpro_2x.png

  2. Enter a tip amount.

    Note

    The Split button will display if the customer has items from multiple service providers in the cart.

    1. Tap Split.

    2. Enter a (percentage or dollar) tip distribution for each service provider, then tap Continue.

    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.

Receipt Settings

  1. Tap the Gear icon.

    gear_icon_vpro_2x.png

  2. Set the Receipt Preference for when you complete a transaction.

    receipt_options_vpro_2x.png

    • 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.

    • Email: The customer will receive a receipt via email.

    • Ask at Checkout: You or the customer can select the receipt type at checkout.

    • You can also set the Tipping Options for credit card transactions here.

  3. Tap Save to close.

Step Five: Charge the Customer

When a customer is selected, the checkout screen will display 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 changes as you enter amounts in the payment types. You cannot complete the checkout if Change Due is a negative number.

amount_due_1_vpro_2x.png
amount_due_2_vpro_2x.png

You can check out a customer with the following payment methods:

Credit and Debit Cards

Tap-to-pay-gif-apple-pay.gif

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. 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.

Note

The screens used, and step order may change based on your Checkout settings.

  1. Tap Pay with Card.

    pay_with_card_vpro_2x.png

    If your mobile device is not connected to your card reader, you'll see a black Connect button instead of Pay with Card.

  2. Select if you want to print a tip receipt.

    The customer can write their Tip and Signature on the receipt.

  3. Select a checkout type.

    checkout_type_vpro_2x.png

  4. Dip, tap, or swipe the customer's credit or debit card.

  5. Add a tip (if applicable).

    add_tip_vpro_2x.png

    This step does not apply to all businesses. Tip and Signature settings can be changed from the checkout screen.

  6. Have the customer sign for the transaction (if applicable), then tap Charge Card to complete the transaction.

    sign_vpro_2x.png

Cash, Checks, IOUs

  1. Tap the amount field next to Cash, Check, or IOU.

    payment_methods_vpro_2x.png

  2. Change the amount fields. This can be the entire amount due or a portion of the total.

    add_iou_cash_check_vpro_2x.png

  3. Tap Checkout.

  4. Select a receipt option.

For IOUs, enter a comment on why an IOU was needed, then tap Proceed.

add_iou_vpro_2x.png

Gift Certificates

  1. Tap Add next to Gift Certificates.

    add_gc_vpro_2x.png

  2. Available gift cards will be listed with toggles for selection.

    If you cannot find a gift certificate, search for the number or scan the card with a USB card or barcode reader.

    search_scan_gc_vpro_2x.png

    When the card is found, you'll see the card number, the current balance on the card, and the sale amount pre-filled under Use Amount. You can change how much of the gift certificate is used.

    Note

    If a customer has multiple gift cards or certificates, they are listed here. Use the checkboxes to select which one to use.

    apply_gc_vpro_2x.png

  3. Tap Done.

  4. Tap Checkout.

  5. Select a receipt option.

Invoices

  1. Tap the down arrow drop-down menu next to Checkout.

    down_arrow_icon_vpro_2x.png

  2. Select Create Invoice.

    create_invoice_vpro_2x.png

  3. Enter an Invoice Title (optional), Invoice Number, and due date.

    enter_invoice_name_vpro_2x.png

  4. Toggle Allow Tip on (green) to give the customer an option to leave a tip when paying the invoice.

    allow_tip_vpro_2x.png

  5. Enter a message to the customer.

  6. Tap Next

  7. Review your invoice, then tap Send Invoice or Save for Later.

    send_save_invoice_vpro_2x.png

You will be redirected to the Invoices screen. Learn more about Invoices and how to manage them.

Other Payment Methods

Step Six: Rebook or Return to the Calendar

When you check out a customer, you will be prompted with the option to rebook. Keep in mind that you can only rebook services.

  1. After checkout, the What do you want to do next? pop-up window displays.

    Tap the X button to close the pop-up.

    what_do_next_vpro_2x.png

  2. Rebook an Appointment

    1. Tap Rebook to open the Rebook Service screen.

      From this screen, you can make changes to the booking, like the service and provider.

    2. Tap + Service to book multiple services.

      rebook_vpro_2x.png

      Tap Next when finished.

    3. Select a date and time for the rebooking.

    4. Configure the appointment details, then tap Book.

  3. Or tap Go to Calendar to navigate to the Calendar screen.

  4. Or tap More Checkouts to return to the Checkout screen.

Additional Information

Related Article: Checkout: Appointments and Walk-Ins - Web Version

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