Manually Collect a Customer Deposit From the Calendar – Vagaro Support

With Vagaro, collecting deposits is flexible. You can charge deposits online or in-house over the phone or face-to-face. Online deposits require the Online Shopping Cart feature, but in-house deposits do not.

Prerequisites: This feature is available for all Vagaro businesses. However, Credit Card Processing is required to charge credit cards.

About Deposits

Here's what you should know about deposits in Vagaro.

Appointments and classes with the 100% Prepaid Appointment , Partial Deposit , Deposit Paid by Membership , and Deposit Paid by Package icons have been fully or partially paid for.
Customers can use a membership or package visit to fully pay for an appointment that requires a deposit.
If a membership is used to partially discount a service or class, the deposit amount will be recalculated accordingly.
Any deposits paid with a card online will automatically store that card in the customer's profile.
If you have a Vagaro Merchant Account, you'll receive your funds for the deposit one business day after the deposit is paid. Please see our batch time schedule for when you will receive your funds. Employees with their own merchant account will receive the funds for any deposits paid for on their bookings.
If you run Payroll through Vagaro, employees will receive money from the deposit on the same Payroll Cycle as the appointment date.
You can refund a deposit when you (or the customer) cancel an appointment. This can be set up automatically from your online appointment settings or directly from the Calendar.

Collect a Deposit for a Service From the Calendar

On the Vagaro Pro App

To collect a deposit for a service:

Go to the Calendar screen, then select the calendar you want to view.
Go to the day you want to book, select a timeslot, and then select New Appointment.

Tip

If you want to collect a deposit for an existing appointment, select it on the calendar to open its details, then select Edit.
Enter the necessary information for the service, then enter the Deposit Due or select Deposit % to set a percentage-based deposit.
Select Charge Deposit.
Select Please select a payment method, then choose a payment method to fully pay for the deposit:
Note
- Sending an invoice or going to the checkout screen will automatically book the appointment once checkout is successful or the invoice is sent. You can skip the next step.
- When using points or a membership/package visit to pay the deposit, the appointment will be fully paid for and the deposit waived. A Tip box will appear if the appointment is fully paid for.
- If a membership is used to discount the appointment, the price will be reduced accordingly, and the deposit amount will be recalculated based on the new price.
After collecting payment, select Book & Charge Deposit.

Once the deposit is collected, a receipt is sent to the email attached to the customer's profile and the appointment is scheduled. If you used a credit card to pay for the deposit, that card will only save to the customer's profile if you selected Save Card on File.

On a Computer

To collect a deposit for a service:

Go to the Calendar screen, then select the calendar you want to view.
Go to the day you want to book, select a timeslot, and then select New Appointment.

Tip

If you want to collect a deposit for an existing appointment, select it on the calendar to open its details, then select Edit.
Enter the necessary information for the service, then enter the Deposit Due.
Select Charge Deposit.
The checkout popup will appear. Collect payment for the deposit.

Once the deposit is collected, a receipt is sent to the email attached to the customer's profile and the appointment is scheduled.

Collect a Deposit From a Class Attendee

On the Vagaro Pro App

To collect a deposit for a class:

Go to the Calendar screen, then select the calendar you want to view.
Find the class session.

If the attendee isn't sure which class they want to book, you can search all your class availability.
Select the class session on the calendar to open its details, then select Add Attendees.
Select one attendee from the list, then select Next.

Note

You can't collect a deposit from multiple attendees at the same time.
Enter the necessary information for their class session, then enter the Deposit Due or select Deposit % to set a percentage-based deposit.
Select Add & Charge Deposit.
Choose a payment method to pay for the initial deposit, then select Add Attendee & Charge Deposit.
Note
- Sending an invoice or going to the checkout screen will automatically register the attendee once checkout is successful or the invoice is sent.
- When using points or a membership/package visit to pay the deposit, the class session will be fully paid for and the deposit waived. A Tip box will appear if the appointment is fully paid for.
- If a membership is used to discount the class session, the price will be reduced accordingly, and the deposit amount will be recalculated based on the new price.

Once the deposit is collected, a receipt is sent to the email attached to the customer's profile, and the attendee is registered. If you used a credit card to pay for the deposit, that card will only save to the customer's profile if you selected Save Card on File.

On a Computer

To collect a deposit for a class:

Go to the Calendar screen, then select the calendar you want to view.
Find the class session.

If the attendee isn't sure which class they want to book, you can search all your class availability.
Select the class session on the calendar to open its details, then select Add Attendees.
Select one attendee from the list, then select Next.

Note

You can't collect a deposit from multiple attendees at the same time.
Enter the necessary information for their class session, then enter the Deposit Due.
Select Add Attendee & Charge Deposit.
The checkout popup will appear. Collect payment for the deposit.