Use Online Appointment Rules to set the online booking rules, including automated waitlist options, refund policies for customers prepaying online, and cancellation, no-show, and rescheduling policies. You can also set a requirement to accept or deny a customer's request to book online. This is especially helpful if you have clients who don't adhere to your cancellation policies and cancel bookings frequently.
To learn more about this feature, follow the steps below.
Related Article: Set Online Appointment Rules - Vagaro Pro app
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To get started, navigate to
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Go through the sections of the page following the instructions below.
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When you have configured all your rules settings, click Save to finish.
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Enter the Appointment Lead Time (how soon before an appointment a customer can book) for the services you offer. You can change the lead time to minutes, hours, and days.
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Class Lead Time allows you to limit how soon a customer can book an online appointment for a class, giving you enough time to respond to a request. You can change the lead time to minutes, hours, and days.
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Use Appointment Search Limit to set the number of available appointment times your customers will see when they book online.
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Enter the Search Appointment Interval to set the time interval between available appointment options online.
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If you have Search Appointment Interval set to 15, 30, 45, or 60 minutes, the next available appointment will round to the next 15-minute interval.
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If you have Search Appointment Interval set to 5, 10, 20, 75, or 90 minutes, the next available appointment will round to the next 5-minute interval.
The next available booking times will round up to the nearest 5 or 15 minutes if a customer books at, for example, 7:32 PM.
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Toggle Show Number of Seats Remaining in Classes on (green) to show customers the number of seats available in a class when booking online.
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Display Business Phone Number When Appointments are Unavailable defaults to being Off.
With the option on (green), when a customer tries to book an appointment or class that is either within the set Lead Timeor outside of the Advanced booking limit (Booking section,) they see a message that displays the business's phone number asking them to Call to Book.
The customer can click the phone number displayed to initiate a call to the business.
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Select Auto-Assign Employee When Booking. See this article to learn more.
If you want to make your customer's booking experience as simple as possible, we recommend that you turn on Auto-Assign Employee When Booking. With Auto-Assign turned on, customers no longer need to select a service provider when booking online. A service provider will automatically be assigned to the service based on your settings.
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Use Service Provider Order to set how your employees are ordered on your Vagaro booking page. If you have Auto-Assign turned on, the function of this setting changes.
Website Employee Line Up is configured in → → .
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Select Block New Customers from Online Booking, then open the Employees Not Accepting New Customers list and select the employees that will block new customers.
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Select Membership or Package Required to Book, open the Memberships or Packages Required to Book and Membership/Package Holders Can Only Book lists, and then select memberships/packages to be required and services or classes that will require a membership/package.
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Select Require Acceptance for Online Booking option to allow your business to deny or approve a customer's request to book your business online. You can require acceptance for:
When you select Customer with no-shows or cancellations, enter a minimum number. For example, entering "5" will require acceptance for clients with at least five no-shows or cancellations.
Note
You can also select which employees will require acceptance under These Employees Require Acceptance.
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To limit how far in advance a customer can book a service online, enter the number of days in the field corresponding to this option.
The limit can range from 1 day to 3 years.
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You can also restrict when a customer can book a class online. Enter the number of days.
Click this link for more information on creating a Waitlist in Vagaro: Create a Waitlist - Web Version.
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To create a Waitlist, select from the four options below.
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You Pick: This allows you to manually select a client from a waitlist and add them to an opening slot on the calendar.
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Money Maker: An automatic notification is sent to the customer with the highest-paid appointment on the waitlist.
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First in Line: An automatic notification is sent to the first client on the waitlist.
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Instant Book: An automatic notification is sent to all wait-list clients.
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Toggle Waitlist Notifications on to send notifications to employees selected for waitlist bookings.
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Select Customers Can Add to Waitlist to allow customers to add themselves when booking online.
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Set Customers Can Cancel on (green) to allow customers to cancel an appointment. Then enter the minimum hours required before canceling or rescheduling.
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Toggle Automatically Refund Prepaid Appointments on (green) to refund customers who prepay for appointments.
Note
This option only displays when Customers Can Cancel is on (green.)
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Enter your Refund Policy.
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Toggle Customers Can Reschedule on (green) to allow clients to reschedule appointments. Then enter the minimum number of hours clients can reschedule before an appointment.
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Toggle Customers Can Cancel Memberships and/or Customers Can Cancel Packages. This allows customers to cancel their renewing memberships and packages online.
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Enter your Cancellation Policy for Appointments and Classes.
Important
These two fields are used in common in the settings pages for Online Appointment Rules, Online Shopping Cart, and Facility Information. If you change this text in one place, it is reflected in all three.
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