Auto-Assign Employees for Online Bookings – Vagaro Support

To make your customer's online booking experience as simple as possible, we recommend auto-assigning service providers to automatically select an employee based on your settings. This feature is especially useful for businesses that pay commission for services and want their bookings auto-assigned.

When a customer books an appointment online, or the customer does not select a specific employee when searching for appointments, Vagaro selects an employee based on whether the employee offers the service, has online booking enabled, and is available at the chosen time. This feature only applies to online bookings for services, not classes, and to recurring appointments, though customers may not be assigned the same employee each time. Additionally, once assigned, the employee's name is removed from the customer's booking experience across all notifications and platforms. Customers will not see the selected employee's name in any of their appointment notifications via push, email, or text message, waitlists, or on the customer's Appointment screen.

Prerequisites: This feature is available for all Vagaro businesses. You must already have at least one service set up, and Enable Online Booking must be toggled on for each employee to be considered for auto-assignment.

To automatically assign employees when customers book online:

Go to Online Appointment Rules:
- Phone: Select More → Settings → Online Appointment Rules.
- Computer, Tablet, Pay Desk, or PayPro: Select Settings → Online Appointment Rules.
Under the Booking heading:
1. Toggle on the Auto-Assign Employee When Booking switch.
2. Optionally, in the Online Employee Booking Order list, select how Vagaro will auto-assign employees to bookings. If you don't select an option, the First Available employee will be chosen.
  - First Available: Select the first employee with an available timeslot that matches the customer's search criteria. The customer can review the booking before finalizing the appointment.
  - Website Employee Lineup: Select the first employee in your Website Employee Lineup shown on the Staff tab on your Vagaro Listing Page. If that employee is unavailable, the next employee in the lineup will be selected, and so on.
  - Most Open Schedule: Select the employee with the most availability on that day based on the total hours available, not how many appointments they have. For example, an employee with six hours available will be given priority over an employee with only four hours available. If the most-available employee is fully booked, the next employee with the second-most availability will be selected, and so on.
  - Best Reviewed: Select the employee with the highest rating (out of five). A low-rated employee will only be booked when other employees aren't available.
  - Alphabetical Order: Select the first available employee by first name in alphabetical order (from A to Z).
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