Vagaro Features

Personal Task: Block off time in your schedule for sick days, vacations, holidays, lunch breaks, and any special meetings or tasks that need to be completed. You can disable online booking during the time frame a personal task is set and create recurring tasks, repeating them daily, weekly, monthly or yearly.

Daily Plan: View or print out the appointment schedule for a specific day. You can print out a less detailed schedule to see the appointment summary or a more detailed report to see additional information, such as the customer's previous appointments, notes, and product purchases.

Timeline: See appointment or class details, including the following: its date, duration, the service that was added to the booking, the employee who provided the service, and if there were any updates or changes to the appointment.

Waitlist: Quickly add customers to a waitlist if a timeslot on the Calendar is taken. Once the slot becomes available, you can quickly fill the spot with the waitlisted customer, allowing you to maximize your appointment schedule and increase your earnings by quickly filling last-minute cancellations. You can manually create a waitlist from the calendar or use one of our automated options to notify a customer when a spot opens up automatically.

Access Levels: Permissions or roles that can be customized to limit employees from viewing and editing specific features of Vagaro.

Batch Processing Schedule: The cut-off time when credit card transactions are included in one batch and deposited into a Merchant Account. Transactions before 3 PM Pacific or 6 PM Eastern Time are included in a single batch. It then takes about 24 hours to deposit to the bank account. One of the few exceptions is transactions that occur after 3 PM on Friday and those that happen on Saturday or Sunday. Batches take two business days to deposit to the bank, due to banks being closed on Sundays. If a transaction occurs after the 3 PM cut-off time, it's included in the next day's batch. There is also a two-day deposit time for transactions before a holiday.

Category: Services and classes grouped together for organization and management, such as Haircuts." Items within could be men's haircuts, women's haircuts, and shaves.

Class: A session that an instructor provides for a group of attendees. Examples of classes include Yoga, Boxing, and Martial Arts. You can add a Vagaro class that's already in the account by default or add a custom class that's unique to the needs of the business.

Customer Retention: Track your client types and service providers being booked to identify the best strategies for increasing your client base. There are four customer retention types: Return Request (repeat customers who asked for a specific service provider), Return Non Request (repeat customers who didn't ask for a specific service provider), New Request (new customers who asked for a specific service provider), and New Non Request (new customers who didn't ask for a specific service provider).

Gap Processing Time: Blocked off time during a service when a customer doesn't need your attention that you can use to take another appointment, such as waiting for a customer's hair to set or a facial treatment to take effect. With this available time, you can schedule more bookings and maximize your schedule.

House Call: Configure and designate services that can be performed at a person's home or another location outside the business. You can add an estimated one-way driving time and an additional cost for providing the service.

Lead Time: Limit how soon a customer can book an online appointment or class before the requested start time. For example, if you set a 60-minute lead team, the customer will be required to book at least 60 minutes before the service, giving you enough time to respond to a request.

Mass Edit Tool: Edit multiple items at the same time when adding services to Employee Profiles, editing Products, and creating Memberships, Packages, Preset Discounts, and Daily Deals.

Memberships: Add discounts to multiple services, classes, and products at once. You can then offer discounts based on a set number of visits and auto-renew options, allowing you to charge clients automatically based on the charge frequency you set. This is great for rewarding loyal customers and giving them more incentives to purchase from the business.

Multi-Location Feature: Add multiple businesses and locations to the Vagaro account. You can share various account details such as customer information, gift certificates, packages, memberships, and points between the different locations and easily toggle between the businesses.

Online Appointment Rules: Set your online booking rules, including waitlist options, refund policies for customers making prepayments on your booking page, and cancellation, no-show, and rescheduling policies. You can also set a requirement to accept or deny a customer's request to book online with the business. This is especially helpful in deterring clients who don't adhere to your cancellation policies and cancel bookings frequently.

Packages: Up to 10 services, classes, or products that can be sold together at a discounted price. You can also set different auto-renew options, charging the client weekly, every four weeks, monthly, every two months, quarterly, yearly, or after a set number of visits are completed.

Points: Loyalty incentives you give to customers that they can redeem for additional items from your business. Clients can collect points when they book classes and services or purchase products, memberships, and packages. They can then use these points to redeem items if their total points exceed the redeeming value.

Purchase Orders: Coordinate with Vendors to ship products that are low in stock at your business. In the Inventory screen, you can also filter individual orders to manage and update them in a flash.

Preset Discounts: Set discounts for services, classes, products, memberships, and packages. You can also add Promo Codes so customers can use them when shopping on your Online Booking Page, create discounts for special occasions, such as holidays and festivals, and conveniently add them when checking out your customers.

Promo Code: A code that customers redeem online for a discount on a purchase. On the Discount Setting screen, you can set discounts for multiple items, including services, classes, products, memberships, and packages, and create a promo code to allow the customer to use it for purchases on your Online Booking Page.

Resource: A limited number of rooms, spaces, or equipment needed to perform a service or class. Because of its limited quantity, Vagaro defaults to the next available resource assigned to the service or class.

Safe IP Address: An employee's device has been allowed to access a business account outside of the business's location by toggling the Login from any IP address in the Access Levels screen. For example, if a service provider only performs house calls, their device must be allowed to log in to the businesses to be able to book appointments and check out customers.

Set Appointment Interval: The number of minutes between the available appointment times on your Online Booking Page. You can select from intervals of 5 to 180 minutes. For example, if you set the value to 15, then customers would see available appointment times listed as 9:00, 9:15, 9:30, 10:00, and so on.

Service Bundle: Up to three services sold together, typically at a discounted price to give clients more incentive to purchase your business. You can also use this tool to book multiple services and service providers simultaneously. Once the bundle is created, you sell it from the Vagaro Online Booking Page, your custom booking page, and the Check Out screen.

Vendors: Companies or individuals that supply the products you sell. The Vendors screen helps you manage your vendors' information in one place.

Workshop: A series of classes taught by an instructor to a group of attendees, usually to improve their techniques and skills. Customers must take all sessions sequentially to build skills. They are also a great way to attract new customers, mainly if you offer free or low-cost sessions. Payment for workshops usually is due upfront, which enables businesses to make extra income. Workshops are created workshops from in Service/Class Menu screen.

Gift Card: A prepaid stored-value money card or email voucher that clients and recipients can redeem only at the business. You can add a dollar amount or assign a specific service or class to it. The image on the card can be created from pre-made Vagaro templates and designs or a custom image.

Group Customers: A transaction Customers who all have appointments on the same day can be checked out together same day A group of customers on the Check Out screen and select a payee for the services.

IOUs: An informal agreement recorded in Vagaro that logs the amount that a customer has not paid for a service for a product. They can be generated from the Check Out screen or the IOU Report screen. Once an IOU is generated or checked out, you can view it the next time the customer is selected on the checkout screen. From there, you can collect payment or let the customer at the next appointment.

Invoice Tool: Create a list of items to bill the customer for from their customer account. You can set a due date for when a customer has to pay, send automatic reminders to clients whose payments are overdue, and easily keep track of all invoices on the Invoice Management screen.

Save for Later Tool: Save a customer's checkout items so you can complete the transaction later, such as if you get interrupted while checking out a customer and must leave the Check Out screen, if the customer isn't ready to pay yet, or if you want to prepare the customer's transaction before their service is complete.to You can save up to 20 records to the Save for Later list.

General Tag: A keyword or phrase added to a customer's profile that can be used as an identifier or a way to filter a group of clients in your customer list. For example, you can add a general tag such as VIP to designate specific profiles on the VIP list and use the Customer List Report to view customers who have been designated a specific tag. You can also offer preset discounts to customers who have a specific tag.

SOAP Notes: A document that provides Subjective, Objective, Assessment, and Plan that healthcare providers use to create a patient's chart. It's beneficial for assessing, diagnosing, and treating patients.

Verified Customers: Your customers who have been marked as Checked Out or Completed in the Check Out screen. You can limit reviews of your business to just these types of customers on the Online Appointment Rules screen by toggling the Only Allow Reviews from Verified Customers setting.

Custom Booking Page: A subscription feature used for creating a custom Vagaro online booking page. You can choose from high-quality themes and templates and easily add your images and content.

Daily Deals: Discounted services, classes, memberships, and packages offered by your business that appear on the Vagaro landing page and your custom or Online Booking Page. You can also post the deal to your social media pages.

Email Marketing: This allows you to send custom emails directly to your client base. You can select from a group of high-quality designs and templates or add your images and customize them. You can send one-time, non-automated emails or recurring, automated emails. You can also send an email to all customers or a Filtered List.

Portfolio: An online album of up to three photos for you to showcase your services and promote them on your Online Booking Page and Vagaro.com. If approved, your images may also be featured on Vagaro's Social Media pages.

Text Marketing: A promotion tool to send one-time text marketing campaigns to customers. You can also send Automated Messages for customers' birthdays, lost customers, before customers' visits, and follow-up or thank you marketing campaigns.

Venue Gallery: Photographs you've selected show customers the inside and outside of your business. You can add up to 100 photos, including a logo image, which is automatically added to your receipts, forms, and Online Booking Page.

Booking Widget: An application or tool on your independent business website that customers can use to book an appointment on your Vagaro Online Booking Page. You can customize its appearance and get the code to embed the widget and enable the booking function on your site.

Forms: Documents that contain customer information and approvals, such as consent forms, liability waivers, customer surveys, registration forms, and intake forms using our customizable builder. You can also send customers digital form links, keep track of electronic signatures, and select templates to build forms that fit your business needs.

Online Shopping Cart: A subscription feature that allows you to sell packages, memberships, services, products, classes, and gift certificates directly from the Facebook account, Vagaro website, and Online Booking Page. Additionally, you can select convenient shipping options for your products and require customers to prepay for items when shopping with your business online.

Check-in App: A self-service platform that allows customers to check in for classes, book future appointments, and purchase memberships. The app primarily works on iPads and tablets.

Integrations: Synchronize your sales information with Gusto, QuickBooks, Xero, and Data Lake. You can also link your Online Booking Page with your social media accounts so that customers can book an appointment when they visit your business on Instagram, Facebook, and Yelp

Basic Import: The process of transferring only your customer contacts and inventory from a different system to the Vagaro account. Additional information will require a premium important to import them.

Premium Import: The process of transferring your customer contacts and inventory from a different system to your Vagaro account, as well as your future appointments, customer notes, services, memberships, and packages. Every Vagaro account is eligible for one free premium import; additional premium imports require an additional fee.

Vagaro-to-Vagaro Import: A secure data transfer between two Vagaro businesses without having to manually export and import data. Provided both owners agree to the transfer, you can transfer services, classes, customers, customer notes, future appointments, and Vagaro Drive files to a new Vagaro business from an existing Vagaro business.