When customers book with your business on your Vagaro Listing Page, they need to sign in to schedule an appointment. However, for walk-ins and new customers who don't already have a Vagaro customer account, you can create a customer profile for them.
Customer profiles not only contain your customers' information but they are also used to manage their appointments, IOUs, notes and SOAP notes, files, forms, and so on. You can also book their next appointment(s), manage their purchased products, gift cards, packages, memberships, invoices, and issue refunds.
Tip
You can also create a customer profile when scheduling appointments, booking classes, or checking out a customer.
Prerequisites: This feature is available for all Vagaro businesses.
To create a customer profile:
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Go to Manage Customers.
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On a Phone: At the bottom of the screen, select Customers, and then at the top of the screen, select the Add (+) button.
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On the Web: At the top of the screen, hover over Customers, select Customer Management, and then on the Select a customer screen, select Create New.
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On a Tablet, Pay Desk, or PayPro: At the bottom of the screen, select Settings, Customers, and then select the Add (+) button.
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Enter the customer’s information. 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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Email Address: Enter the customer’s email address to send them appointment reminders and marketing messages from your company. Keep in mind that they will not receive these emails if they have opted out of email notifications.
Note
If the email address is used in a customer profile that already exists at your business or an existing Vagaro account, you will be prompted whether you want to add the customer profile and update its information for your business.
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Mobile Number: Used to contact this customer and send them appointment notifications. You can also add their Day Phone and Night Phone, but only the customer's mobile number will receive text notifications and marketing, unless they have opted out of text notifications.
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Gender, Birthday, and Address: The customer's personal information.
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Customer Since: The date when this person first became your customer. It is used only for customer tracking purposes in the Customer List Report.
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Select the following options:
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Online Booking: Whether the customer is allowed to book appointments online or blocked from doing so (for example, customers who are frequent no-shows must call your business for bookings), or whether they Require Acceptance (in the Online Appointment Rules screen) from you before they are successfully booked. A customer set to Block will see a message when trying to book an appointment that they must call the business for reasons such as missing too many appointments.
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CC Appointment Email to: Select or enter other customers, such as their family members or caregivers, who will also receive this customer’s appointment details and notifications.
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Appointment Reminders: Whether you want them to receive appointment reminders by email, text message, or push notifications.
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General Tag: Enter any keywords or phrases that can be used to categorize or label your customer. For example, you can search "VIP" to filter specific customers with this tag for promotions or invitations to special events.
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Referred By: Select or enter the name of 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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Select Save.
If you enter an email address for a customer that is already in your customer list, you will see a popup that the customer profile already exists:
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 customer profile, or Create New Profile to add a new customer profile anyway.
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100% match means that both customers share the same phone number and first and last name.
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80% match means that both customers have the same first and last name but do not share the same phone number.
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75% match means that both clients have the same phone number and first name but do not have the same last name.
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40% match means that the customers have the same phone number and last name but do not have the same first name.
Note
For security purposes, businesses can't update a customer's profile if the customer has logged into their Vagaro account before. If this is the case, your clients are the only ones who can update their own customer information. If you need to update any of your clients' information, you'll have to ask them to log into their own Vagaro account to change their First Name, Last Name, phone number (Mobile Phone, Day Phone, Night Phone), and Email address.
You can request the customer to update their own account, or you can create a Vagaro form with the Contact module and send it to the customer for them to fill out, which will automatically update their information in your customer list.
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 profile. You'll have to instead create a customer profile using a different email address or ask the employee to update their information for you.
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