When you add an employee profile, a Vagaro account is automatically created for them. The account activates when they log in for the first time using the email address you entered. Once their profile is set up, only the employee can edit their personal information. If they forget their password, you can change it for them, or they can reset it themselves.
Every employee, regardless of position, should have their own Vagaro account and be assigned an access level. This keeps your business account secure, helps track who made changes, and protects your business’s and customers’ personal and financial information.
There is an additional monthly charge for each calendar you add, up to seven licenses. After seven licenses, you can add more employees at no extra cost. If there aren’t enough licenses for all employees, you’ll be prompted to purchase another. The additional monthly charge for each bookable calendar differs by country:
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United States: $10 per month
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Canada: $15 per month
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United Kingdom: £10 per month
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Australia: $15 per month
Important
Multi-location businesses will need to complete additional setup when creating employee profiles.
Prerequisites: This feature is available for all Vagaro businesses.
To add an employee profile:
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Select More
→ → .
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Select Employees to view all profiles.
Note
If your business has multiple locations, employee profiles from all businesses will appear.
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Select Add Employee.
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Enter the employee's First Name, Last Name, Email, and Confirm Email. Only these fields are required; you can fill out any optional information as needed:
Note
If an employee already has a Vagaro account, they will be prompted to enter their Vagaro password, and that account will be added to your business.
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Under the Personal Information heading, enter the following information:
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Profile Picture: Optionally, upload a photo of this person so your customers can see what your team member looks like.
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Gender: Personal employee information that is not shared with customers.
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Address Line 1: The employee's street number and name. As you type, the address line will autofill with the address's city and zip code. To change the employee's country of residence, select the flag and choose the country.
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Address Line 2: The employee's room, unit, suite, or apartment number if they live in a multi-unit building.
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Birthday: Personal employee information that is not shared with customers
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Phone Number: Send text messages and notifications about their customers’ appointments.
Note
Employees who have toggled off text notifications in their employee profiles will not receive text messages about appointment notifications or other text messages from your business.
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Show contact email and phone on Vagaro: Whether to make this team member's information visible to customers on your Vagaro Listing Page in the Staff tab.
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Under the Company Information heading, enter the following information:
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Start Date: The day your employee started working at your business.
Note
Once added to their profile, an employee's Start Date can only be modified by the business owner or the employee's manager (Reports To).
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Reports To: This employee's manager. By default, the business owner is selected and will need to be changed if authorization is required for employee actions, such as addin a personal task or paid time off on their calendar.
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Employee Bio: A personal description of the employee, up to 1000 characters long, about the employee that will be viewable by customers on the business's Vagaro Listing Page . For example, share the employee's experience and training and why they are qualified to perform their services.
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Under Business Notifications, toggle whether your want the employee to receive Email Notifications, Text Notifications, and/or Push Notifications.
Note
Employees who have toggled off email notifications in their employee profiles will not receive any of these emails, text messages, or notifications.
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Under Marketing Notifications, toggle whether you want the employee to receive Marketing Emails from my Business, Vagaro Emails, or Vagaro Text Notifications.
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Select Next.
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Enter the employee's Login Information settings:
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Username: Automatically filled with the employee's email address.
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Password and Confirm Password: Only the employee will know what the password is.
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Security Question and Security Answer: If this employee contacts Vagaro Support, the agent will verify their identity by asking the selected question, and they must provide the answer entered.
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Enter the employee's Employee Access settings:
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Employee Type: The type of Vagaro user your employee is at your business.
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Service Provider: Team members who manage their customers and appointments on the Vagaro calendar and perform services. They may have different working Hours than the business, and they can choose to allow Online Booking and Share Calendar. There is a license fee for each service provider added, other than the business owner's, for up to seven calendars, after which it is a flat fee to add an unlimited number of service providers.
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Account Admin: Team members, such as receptionists, accountants, and cleanup staff, who do not provide services to customers. This employee type typically doesn't have their own calendar but they can view or modify other calendars if their access level allows. Admins can be given a calendar if you toggle Add Calendar after selecting this employee type so they can schedule personal tasks, request time off, set working hours, clock in and out, and so on. If you toggle it on again, the calendar will be restored.
Warning
Allowing an Admin to have a calendar requires another Vagaro license; therefore, your subscription will be updated and billed accordingly.
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Access Level: Specifies what the employee can see and do in Vagaro.
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Employee Card ID: (Optional) Enter an employee ID, or use your device to scan the employee card number.
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Select Save. The employee's profile is listed in the Employee Profiles screen.
To add an employee profile:
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Select Settings
→ .
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Select Add Employee.
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Enter the employee's First Name, Last Name, Email, and Confirm Email. Only these fields are required; you can fill out any optional information as needed:
Note
If an employee already has a Vagaro account, they will be prompted to enter their Vagaro password, and that account will be added to your business.
-
Under the Personal Information heading, enter the following information:
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Profile Picture: Optionally, upload a photo of this person so your customers can see what your team member looks like.
-
Address Line 1: The employee's street number and name. As you type, the address line will autofill with the address's city and zip code. To change the employee's country of residence, select the flag and choose the country.
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Address Line 2: The employee's room, unit, suite, or apartment number if they live in a multi-unit building.
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Gender, Address, and Birthday: Personal employee information that is not shared with customers.
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Phone Number: Send text messages and notifications about their customer’s appointments.
Note
Employees who have toggled off text notifications in their employee profiles will not receive text messages about appointment notifications or other text messages from your business.
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Show contact email and phone on Vagaro: Whether to make this team member's information visible to customers on your Vagaro Listing Page in the Staff tab.
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Under the Company Information heading, enter the following information:
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Start Date: The day your employee started working at your business.
Note
Once added to their profile, an employee's Start Date can only be modified by the business owner or the employee's manager (Reports To).
-
Reports To: This employee's manager. By default, the business owner is selected and will need to be changed if authorization is required for employee actions, such as requesting paid time off on their calendar.
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Employee Bio: A personal description of the employee, up to 1000 characters long, about the employee that will be viewable by customers on the business's Vagaro Listing Page . For example, share the employee's experience and training and why they are qualified to perform their services.
-
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Under Business Notifications, toggle whether your want the employee to receive Email Notifications, Text Notifications, and/or Push Notifications.
Note
Employees who have toggled off email notifications in their employee profiles will not receive any of these emails, text messages, or notifications.
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Under Marketing Notifications, toggle whether you want the employee to receive Marketing Emails from my Business, Vagaro Emails, or Vagaro Text Notifications.
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Select Next.
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Enter the employee's Login Information and Employee Access settings:
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Username: Automatically filled with the employee's email address.
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Employee Card ID: (Optional) Enter an employee ID or use your device to scan the employee card number.
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Password and Confirm Password: Only the employee will know what the password is.
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Security Question and Security Answer: If this employee contacts Vagaro Support, the agent will verify their identity by asking the selected question, and they must provide the answer entered.
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Employee Type: The type of Vagaro user your employee is at your business.
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Service Provider: Team members who manage their customers and appointments on the Vagaro calendar and perform services. There is a license fee for each service provider added, other than the business owner's, for up to seven calendars, after which it is a flat fee to add an unlimited number of service providers.
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Account Admin: Team members, such as receptionists, accountants, and cleanup staff, who do not provide services to customers. This employee type typically doesn't have their own calendar but they can view or modify other calendars if their access level allows. Admins can be given a calendar if you toggle Add Calendar after selecting this employee type so they can schedule personal tasks, request time off, set working hours, clock in and out, and so on. If you toggle it on again, the calendar will be restored.
Warning
Allowing an Admin to have a calendar requires another Vagaro license; therefore, your subscription will be updated and billed accordingly.
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Access Level: Specifies what the employee can see and do in Vagaro.
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Select Save. The employee's profile is listed in the Employee Profiles screen.
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