Adding an employee profile also creates a Vagaro account for them, which will be activated when they log in for the first time with the email you entered. Once their profile is created, only the employee can edit their information.
Regardless of their position, each person should log in with their own Vagaro account and be assigned to an Access Level. Doing so helps keep your Vagaro business account safe from unauthorized views and changes, see who last made changes on a screen, and prevent theft of your business's and customers' personal and financial information.
There is an additional $10 (US/CA/AU; £10) charge for each calendar added to your Vagaro account for up to seven licenses, after which it is $85 (£85) for unlimited licenses. If you do not have enough licenses to give to each employee, you will be prompted to add another one.
Important
Multi-location businesses will need to complete additional setup when creating an employee profile. See Add an Employee to Multiple Locations for more information.
Prerequisites: This feature is available for all Vagaro businesses.
To add an employee profile:
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Go to → → .
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Select Employees to view the employee list.
Note
If your business has multiple locations, employees profiles from all businesses will be displayed.
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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 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.
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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 blocking time off 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:
-
Go to → → .
Note
If your business has multiple locations, employees profiles from all businesses will be displayed.
-
Select Add Employee.
-
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:
-
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.
-
Address Line 2: The employee's room, unit, suite, or apartment number if they live in a multi-unit building.
-
Gender, Address, and Birthday: Personal employee information that is not shared with customers.
-
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.
-
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:
-
Start Date: The day your employee started working at your business.
-
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 blocking time off or paid time off on their calendar.
-
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.
-
-
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.
-
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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