Vagaro Features

Personal Tasks: 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 for additional information, such as the customer's previous appointments, notes, and product purchases.

Timeline: View the events of an appointment or class, including 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: Add customers to a waitlist if their desired timeslot is unavailable or allow customers to add themselves to a waitlist. Once a spot becomes available, you can quickly fill it with the waitlisted customer to maximize your appointment schedule and increase your earnings by quickly filling in 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.

Gap Processing Time: Split a service into two blocks of time so you can take additional appointments during a service when a customer doesn't need your attention. For example, while you're waiting for a customer's hair to set or a facial treatment to take effect, you can take a walk-in customer so you can maximize your schedule.

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 time, the customer must book at least 60 minutes before the service, giving you enough time to respond to a request.

Set Appointment Intervals: Specify the number of minutes between the available timeslots on your Vagaro Listing Page. For example, if you set the value to 15, then customers would see available appointment times listed as 9:00, 9:15, 9:30, 9:45, and so on.

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.

View Multiple Calendars: Display up to 25 employees' calendars at once for the current day so you can see everyone's schedules at a glance.

Access Levels: Set up customizable permissions and roles to limit or restrict employees from viewing and editing specific Vagaro features.

Automatic Credit Card Deposits: Your customers' credit card payments are transferred daily to your Merchant Account. Transactions made by 3 PM Pacific or 6 PM Eastern Time are included in a single batch. Transactions made after this cut-off time are included in the next day's batch.

HIPAA Compliance: Ensure your customer notifications are HIPAA compliant if your business requires it. Customers will only see the date and time of their appointments.

Mobile Services: Configure and specify which services can be performed at a customer's home or another location outside of your business's location. You can block off time before and after an appointment to allow for time to travel from a customer's location and charge an additional cost for providing the service off-site.

Multi-Location: Add additional businesses and locations to your Vagaro account. You'll be able to share various account details such as customer information, gift cards, packages, memberships, and points between the different locations and easily toggle between the businesses.

Safe IP Address: Restrict the IP addresses you allow to log into and access your business account, such as at your business location, your home, and your employees' locations.

Payroll: Track and manage employee pay rates, create custom commission tiers, and view reports on your business's payroll. If you charge rent, payments are also shown in the report. To pay your employees directly via direct deposit and track their paid time off, consider Vagaro Payroll*.

QuickBooks Integration*: Sync your Vagaro business transactions with QuickBooks Online.

Rent and Fee Collection: Set up and manage renters and contractors. The process can be managed by text and email to add payment information and sign contracts so you can charge and collect rent directly from contractors and booth renters and track payments in your payroll. The process includes

Reports: Generate live and historical reports about your business's sales, employees, customers, appointments, inventory, messaging, and billing.

Timecards: Track hourly employees' work hours by having them clock in at the start of their shift and then clock out at the end. This feature is synced with payroll and Vagaro Payroll*. We also provide physical timecards for use with our QR scanner.

Vagaro Capital*: Request funding for your small business and pay the funding with a percentage of your daily credit card sales.

Vagaro Drive*: Choose from a range of data plans to store and access photos, files, images, and forms for your business and your customers' profiles and appointments.

Vagaro Payroll*: Integrate Gusto or switch your payroll software over to your Vagaro business account to pay your team members via direct deposit and manage employee time off.

Vendors: Manage companies or individuals that supply the products you sell.

Xero Integration*: Automatically import Vagaro sales transactions, taxes, and refunds into Xero Online, reconcile your books against your bank statement, and increase accuracy.

Credit Card Processing*: Accept card payments at checkout, store credit cards on file, manage auto-renewal of memberships and packages, as well as many other features.

Discounts and Promo Codes: Set up discounts for services, classes, products, memberships, and packages for promotions, sales, and special occasions, and conveniently add them when checking out your customers or allow customers to enter a code at checkout on your Vagaro Listing Page.

Group Customers: A transaction to checkout multiple customers who have appointments on the same day by a single payee.

Invoices: Set a due date for when a customer has to pay for rendered services, send automatic reminders for overdue payments, and keep track of all invoices on the Invoice Management screen.

IOUs: An informal agreement recorded in Vagaro that logs the amount a customer has not paid for a service. A reminder will be displayed the next time the customer is selected on the checkout screen. From there, you can collect payment or let the customer know at the next appointment.

Other Hardware: Improve your customers' check-in and checkout experience with Vagaro hardware, compatible with PCs, Android, and Apple devices, like our cash drawer, receipt printers, credit card (EMV reader) and dock, swivel stand, QR scanner. You can buy them individually or in a bundle.

Other Payment Methods: Track and accept other payments such as third-party payment processors.

Pay Desk (POS): Check out your customers with a dual-screen point-of-sale that fully integrates with Vagaro. Not only can you accept payments, but you can also perform the same tasks you already do in the Vagaro Pro app.

Save for Later: Save up to 20 customer checkouts to complete later, like if you get interrupted during the transaction, the customer isn't ready to pay yet, or you want to prepare a customer's shopping cart for checkout after their service is completed.

Split Payments: Allow customers to pay for products and services using multiple payment methods.

Taxes and Fees: Automatically charge taxes and fees for specific services and products.

Vagaro Pay Later*: Get paid fully and immediately but allow your customers to pay for your services in four interest-free installments.

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. However, every Vagaro account is eligible for one free premium import to transfer your customer contacts and inventory from a different system to your Vagaro account, future appointments, customer notes, services, memberships, and packages.

Check-in App: Allow customers to register a new account with your business (and buy a membership if you want them to have one to use the app,) check in for services and classes, and book appointments for future services and classes.

Customer Retention: Track your client types and service providers being booked to identify the best strategies for increasing your client base. Run a report to see how many new and returning customers visited your business and which service providers were requested the most.

Customer Reviews: Allow all Vagaro customers to leave reviews about your business, or limit reviews only to customers who have checked out or completed appointments at your business. You will also have the opportunity to respond to their comments.

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

General Tags: Add a keyword or phrase to customer profiles to categorize or filter clients in your Customer List. For example, you can add a general tag such as VIP to designate specific profiles on the VIP list, run a filtered Customer List Report, and offer preset discounts to customers with a specific tag.

Notifications and Reminders: Keep customers updated about their upcoming appointments with confirmations and reminders via text messages and/or emails. These messages can be HIPAA-compliant if your business requires it.

Loyal Points and Rewards: Offer reward points to your customers that they can redeem for products and services. 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.

Premium Import: Every Vagaro account is eligible for one free premium import from another booking software to your Vagaro account. We'll transfer your customer contacts and inventory, future appointments, customer notes, services, memberships, and packages.

SOAP Notes: Create a document to provide Subjective, Objective, Assessment, and a Plan for your patients to chart and track their diagnoses and treatments.

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

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

Branded App*: Our Customer Design Team will create an app designed for your business that customers can download from the App Store or Google Play to book and shop directly with your business.

Custom Design Services*: Work with our in-house graphic designers to create a brand for your business, a unique gift card or membership card, or a defining logo that represents you and your business. All work includes two proofs, and you get to keep all the finished files.

Daily Deals: Offer discounted services, classes, memberships, bundles, and packages to promote your business. These deals will appear on the Vagaro Marketplace and your Vagaro Listing Page. You can also post the deal on your social media pages.

Email Marketing*: Send custom emails directly to your client base. You can select from a group of high-quality designs and templates and customize the messages. When you're ready, select whether to send the emails to all or just a filtered list of customers once or as recurring, automated emails.

Get Featured: Bump your business to the top of the Vagaro Marketplace to show off your business and get found by new customers when they search for services in your area.

Mobile App: The Vagaro app that customers can download at the App Store and Google Play for customers to find and book with your business on Vagaro.

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

Social Media Integration: Link your Vagaro Listing Page or add a custom widget on your social media accounts so that customers can book an appointment when they visit your business on Tik Tok, Facebook, Instagram, Yelp, X (formerly Twitter), Pinterest, LinkedIn, YouTube, and even your blog site.

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.

Vagaro MySite*: Create and manage your own business website for a unique online presence, or have one of our design experts create one for you. All settings managed in MySite and Vagaro are synced with each other.

Venue Gallery: Show customers how your business looks inside and outside your facility. You can add up to 100 photos, including a logo image, automatically added to your receipts, forms, and Vagaro Listing Page.