Team members are the people you work with, whether they are business partners, employees, or booth renters who rent a station or room at your business. Regardless of their position, each person should have their own Vagaro Pro account to manage their tasks.
When you set up an employee profile, you also create a Vagaro account for them, and the account is activated once they log into Vagaro with the email you entered. For security purposes, you should assign access levels to limit what each user can see and do in Vagaro so they can't (accidentally) change your settings or read information you don't want them to see.
You can easily tell if an employee is an admin or a service provider if you see Hours and Services under their profile picture.
Note
If you do not have enough licenses to give to each employee, you will be prompted to add another one.
Prerequisites: This feature is available for all Vagaro businesses.
There are two types of employee profiles you can create:
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Admin: Team members who work at your business but do not provide services to customers, such as receptionists, accountants, and cleanup staff.
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Service Provider ($10 per license): Team members who regularly work with customers, such as stylists, instructors, therapists, and trainers. These users will manage their customers and appointments on the Vagaro calendar.
Note
Once an employee profile has been created, only the employee can edit the information in the profile.
To add an employee profile:
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Go to the Employee Profiles screen.
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On a phone: At the bottom of the screen, select → , and then under the Employees heading, select Employee Profiles.
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On a tablet/Paydesk: At the bottom of the screen, select Settings, and then under the Employees heading, select Employee Profiles.
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On the Web: At the top of the screen, select Settings, and then under the Employees heading on the left side of the screen, and then select Employee Profiles.
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Select New Employee.
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Enter the employee's Profile information.
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Optionally, add a Profile Picture of this person so your customers can see what your team member looks like.
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Provide the employee's details. Only their First Name and Last Name are required; all other information is optional:
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Gender, Birthday, and Address: Personal employee information that is not shared with customers.
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Mobile Number: Send text messages and notifications about their customer’s appointments. You can also add their Day Phone and Night Phone, but these numbers are not used for receiving text notifications.
Tip
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 Toggle if you and the team member want to make this information visible to customers on your online booking page on the Staff tab.
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Bio : A personal description, up to 1000 characters long, about the employee. For example, it can be a description of their experience and training to share with customers about why they are qualified to perform their services.
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Toggle which Notifications you want the employee to receive about upcoming appointments via Email, Text, or Push, and whether they will receive Low Inventory Notifications if a product in your inventory is running out.
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Toggle what kind of Marketing Notifications you want the employee to receive.
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My Business: Customized marketing messages sent to your customers to promote your business.
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Vagaro Emails: Special announcements sent by Vagaro via email.
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Vagaro Text Notifications: Special announcements sent by Vagaro via text messages.
Tip
Employees who have toggled off email notifications in their employee profile will not receive emails about appointment notifications or other emails from your business.
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Select Next.
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Enter the employee's Password & Security 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 the employee forgets their password, they can reset their password by answering their security question.
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Employee Type: Select whether the employee needs to have a calendar to manage their customers (Service Provider) or just access to Vagaro (Admin) to perform their job.
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Access Level: Specifies what the employee can see and do in Vagaro.
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Click Next. The employee's profile is listed in the Employee Profiles screen. Depending on how many employees there are, you may need to scroll down the list to see the profile.
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If you need to change or update an employee's information, select Profile under the team member’s profile photo.
To add an employee's working hours:
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Go to the Employee Profiles screen.
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On a phone: At the bottom of the screen, select → , and then under the Employees heading, select Employee Profiles.
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On a tablet/Paydesk: At the bottom of the screen, select Settings, and then under the Employees heading, select Employee Profiles.
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On the Web: At the top of the screen, select Settings, and then under the Employees heading on the left side of the screen, and then select Employee Profiles.
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Under the employee’s profile picture, select Hours.
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Toggle the Day of the week that the employee works, and then enter the Opens at and Closes at times.
Tip
If you are using Vagaro on the web, and the employee works most days of the week at similar times, you can move the mouse pointer next to the Closes at time, and then click Copy to All. You can then toggle off the unwanted days or change any of the times.
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Select Save.
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