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Vagaro Pro App |
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Quickly create a customer profile for walk-in customers to keep information organized for their next appointment.
A customer profile is the central place to manage everything tied to that customer. It includes their contact details, appointment history, IOUs, notes and SOAP notes, files, forms, purchases, gift cards, packages, memberships, and invoices.
Prerequisites: This feature is available for all Vagaro businesses.
To create a customer profile:
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Go to Customers
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Select Add (+).
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Enter the customer’s information. See here to learn about each field and what it means.
Tip
Only the customer's First Name and Last Name are required. All other information is optional and can be added later.
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Select Save.
Note
If the email you enter is associated with another Vagaro account, you will be prompted with the option to merge the accounts. See If a Customer Already Exists to learn more.
To create a customer profile:
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Go to Customers
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Select Create New.
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Enter the customer’s information. See here to learn about each field and what it means.
Tip
Only the customer's First Name and Last Name are required. All other information is optional and can be added later.
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Select Save.
Note
If the email you enter is associated with another Vagaro account, you will be prompted with the option to merge the accounts. See If a Customer Already Exists to learn more.
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Email Address: The email used for appointment reminders and marketing messages.
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First Name: (required) The customer's first name.
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Last Name (required): The customer's last name.
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Mobile Phone: The contact used to send appointment notifications. This number will receive text notifications and marketing.
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Day Phone: The customer's alternate number. Notifications won't be sent to this number.
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Night Phone: The customer's alternate number. Notifications won't be sent to this number.
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Birth Date: The customer's birthday entered as Month, Day, and Year.
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Gender: The customer's gender: Male, Female, Non-Binary.
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Customer Since: The date when this person became your customer. This information can be used to track customers in the Customer List Report.
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Online Booking: The customer's booking permission, which determines whether or not the customer can book with you online. You can set their permission to Require Acceptance for each booking, Allow them to book, or Block them entirely.
Note
Multi-location businesses can apply this setting to just one or all locations.
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CC Appointment Email to: The additional email appointment details and notifications will be sent to.
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Appointment Reminders: The option to receive appointment reminders by email, text message, or push notifications. Your customer will have the option to change this setting in their profile.
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General Tag: The keywords or phrases used to categorize or label your customer for reporting, discounts, and marketing campaigns.
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Referred By: The person who referred this customer to your business. This information is used only in your Customer List Report to track where your customers are coming from.
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Address Line 1: The customer's address.
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Address Line 2: The apartment number, suite number, unit number, and so on.
If the customer you enter is similar to an existing profile, a pop-up will appear asking to use the existing customer:
Between the two profiles, a meter shows how likely the customer profile already exists at your business. Compare the customer's information and then select whether to Use Existing Customer and update their profile, or Create New Profile to add a new customer profile anyway.
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100% match: Both customers have the same phone number, first name, and last name.
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80% match: Both customers have the same first and last name, but different phone numbers.
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75% match Both customers have the same phone number and first name, but different last names.
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40% match Both customers have the same phone number and last name, but different first names.
If you enter an email address for a customer that's used by another Vagaro account, you will see a popup that tells you this customer already has a Vagaro account:
You can either select Use Existing Customer to import their customer profile to your business and update their customer profile, or select Back to create a profile using a different email address.
Note
You cannot update customer profiles with emails that belong to employees of other Vagaro businesses. You will get an alert that only employees can edit their own profiles. You'll have to instead create a customer profile using a different email address or ask the employee to update their information for you.
Comments
2 comments
What do you do when you input a new client in order to book them initially, then go to book them again, but they aren't in the client list?
Hi Cheryl, if they've booked before, that should mean they're in your Customer List. You may need to try searching for them by email or phone number.
Otherwise, you may need to create the profile again if you truly can't find that.
Thanks,
Jamie
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