Market Your Business with Vera Fill My Books – Vagaro Support

Fill My Books is a growth tool powered by Vera (Vagaro's built-in AI assistant). When you turn it on, Vera automatically creates deals to promote your availability across the Marketplace and sends out emails and push notifications to bring in more bookings.

Vera doesn't just market the campaigns it creates, it puts your business front and center on the Vagaro Marketplace! Vera Fill My Books features you on the Vagaro Marketplace homepage in a "Sponsored" section, and places you at the top of the results when customers search for services on Vagaro.

You can create two different campaigns through Vera Fill My Books:

Campaign	What it Does	Best for	Fee per booking
Get New Customers	Promotes your business to people nearby who've never booked with you, using a discount you set.	Growing your client base	20% fee when a new customer books with you for the first time.
Fill Last-Minute Caledars Openings	Promotes availability within the next 72 hours to nearby clients, using a discount you set.	Filling gaps in your schedule	20% fee when a new customer books with you for the first time; 5% if the customer has booked with you before.

You stay in control. You choose:

Your goal (new customers, last-minute openings, or both)
The most you're willing to discount.
Which services, classes, and team members to promote.

Vagaro handles the rest: it creates the promotions, places them in front of the right customers, and highlights your business on the Marketplace.

Prerequisites: This feature requires that you meet the Business Account Requirements below.

How Does Vera Market My Business?

When you're approved for Vera Fill My Books, Vera immediately starts marketing your business. Here's how:

Marked as sponsored on the marketplace. When people visit the Vagaro Marketplace home page, your business will appear in the list of sponsored businesses in their area.
Top of the list in search. When people search for services and classes in their area, your business will be ranked higher if your business matches what they're looking for.
Vera creates Daily Deals for you. Vera creates Daily Deals with the discount you entered.
Market to nearby Vagaro users. Vera will send out email campaigns advertising your deals to customers in your area. These emails are sent to Vagaro users within 25 miles of your business who haven't visited you before.
Market to your existing clientele. If you have Fill Last-Minute Calendar Openings turned on, existing customers with the Vagaro customer app will receive push notifications and emails about this deal.

Business Account Requirements

Our Design Team reviews all requests to activate Fill My Books in one business day. During the review process, we may need to add or change your logo image to meet our image standards, and complete or update key information missing from your business account. Once you're approved, your business is listed on the Vagaro Marketplace. If you later change your business account information, we will review it again to confirm it still meets our requirements

You need to have the following information in your business account:

A business type set up to offer services and classes in the barber, beauty, fitness, wellness, self-care, pet grooming, and similar industries.
A business description in your Business Profile
At least one spoken language in your Facility Information
At least one accepted payment method in your Facility Information
A service cancellation policy and/or class cancellation policy
A logo or high-quality photo of your space, your work, or your team set as your business logo

For example, the following logo images would be approved for a business to be featured:

The following logo images would be replaced by our Design Team because they do not meet our logo image requirements:

Set Up Vera Fill My Books Campaigns

To set up your campaigns

Go to Vera Fill My Books:
- Phone: Select More → Settings → Vera Fill My Books.
- Computer, Tablet, Pay Desk, or PayPro: Select Settings → Vera Fill My Books.
Select Get Started.
From Settings, turn on the campaign(s) you want to run:
- Get New Customers: Promote your business to new clients in the Vagaro Marketplace as featured listings and Daily Deals. Vera will also send automated email promotions to Vagaro users in your area.
- Fill Last-Minute Calendar Openings: Promote open time slots within the next 72 hours as last-minute deals in the Vagaro marketplace. Vera also sends automated emails to Vagaro users in your area and to your customers. Your existing customers will also receive push notifications on the Vagaro app.
In the Maximum Discount Offered field for each campaign, enter the discount you want to offer for this campaign.
Optionally, for one of the campaigns you want to activate, select Advanced Settings to customize the campaign:
- In the Limit Number of Customers field, enter how many customers can use this deal every month.
- Use the Services and Classes Offered list to limit this deal to only a specific set of items on your menu.
- Use the Employees Who Offer list to limit this deal to specific employees.
Tip

You won't be charged a booking fee unless a customer books one of the services, classes, or employees you've selected.
Agree to the participation agreement.
Select Save.

Your business will be listed on Vagaro and your business will be sent for approval. Once approved, Vera will begin marketing to your customers.

How is the Fee Collected?

Fill My Books is available to every business, including those that don't use Vagaro Credit Card Processing. Vagaro collects the fee as a deposit when the customer books online.

Here's how it works:

When a customer books online, Vagaro collects a deposit equal to 5% or 20% of the customer's cart total.

Note

The deposit owed is based on the price the customer pays after any discounts. Taxes and tips are not included in the calculation either.
That deposit covers the booking fee.
You collect the remaining balance when you check out the customer.

If you already require a deposit, Vagaro works with the deposit you've set rather than adding a separate one:

Your current deposit	What happens
None, or lower than the fee	Vagaro collects a deposit equal to the fee (5% or 20%) and uses it to cover the fee.
Higher than the fee (for example, 50%)	Your deposit applies. The customer pays the amount you set, and Vagaro takes its fee from it.

Additional Information:

Vagaro Credit Card Processing rates and fees do not apply to the booking fee.
Customers can't use gift cards or points to cover the booking fee deposit.
Once a deal is used, Vagaro calculates the booking fee from all items in the cart, even if the customer adds other items that aren't included or books with employees who aren't included in the deal. For example, if a new customer uses your deal for a haircut but also adds a package and another service, the fee is calculated from all three items.
In the scenario above, the only items excluded from the calculation are gift cards and products. The booking fee won't be calculated from these two items unless you've specifically created a daily deal for gift cards.

How do Cancellations and Refunds Work?

Whether the booking fee is refunded depends on how far in advance the appointment is canceled. Vagaro refunds the fee to the customer only if the appointment is canceled at least 24 hours before it starts. If your cancellation policy requires more notice than that, for example, 36 hours, the longer window applies instead.

You will be responsible for refunding the 20% or 5% deposit to the customer if you refund them after the appointment is checked out.

How Does Vera Fill My Books Affect My Online Appointment Rules?

If you have the following settings turned on in your Online Appointment Rules, this feature may affect how they function:

Appointment Lead Time/Class Lead TIme: If you have Fill Last-Minute Calendar Openings turned on, lead time will be overwritten and customers will be able to book as soon as the next available time slot.
Block New Customers from Online Booking: This setting must be turned off if you want to activate, Get New Customers.
Minimize Gaps in Your Schedule: This setting is not affected by any of the Vera Fill My Books campaigns and will work like normal.
Require Acceptance for Online Booking: The customer will still be required to pay a deposit for bookings. You must deny the appointment before the cancellation window to receive a refund of the booking fee.
Waitlist: A deposit will not be required to waitlist. If a spot opens, the customer will be prompted to book and pay the deposit.
Auto-Assign Employee When Booking: We recommend enabling Fill My Books for all employees if you have this feature turned on. Vera will only book employees who offer the deal.