Customer profiles in Vagaro let you manage each customer’s information in one place. You can view contact details, activity, and key metrics like how long they’ve been a customer, their last visit, and the total number of appointments and classes attended. You can also view their points balance, appointment reminder preferences, linked family or friends, and update their profile details directly from the profile.
At the top of each profile, use the tabs to go to their data, appointment history, class history, purchase history, uploaded files, submitted forms, SOAP notes, and more.
Prerequisites: This feature is available for all Vagaro businesses.
The customer profile in Vagaro helps you manage all of your clients’ details in one place. The information shown in a customer's profile differs depending on whether you're on the Vagaro Pro app or the web.
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Contact Details: Name, email address, phone numbers, birthday, address, and gender.
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Customer Activity: Customer since, last visit, appointments, classes, check-ins, cancellations, and no-shows.
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Account Details: Points balance, cards on file, General Tags, referral information, and notification preferences.
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History and Records: Appointments, class sessions, purchase history, files, forms, SOAP notes, gift cards, packages, memberships, invoices, and IOU balances.
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Linked Profiles: Family members, friends, pets, and pending invitations.
You can edit a customer’s name, email address, phone number, and other details directly in their profile. These changes apply only to the information your business has on file and will not change the email address or password the customer uses to sign in. If a customer needs help accessing their account, direct them to these steps to reset their credentials and regain access.
To edit a customer's profile:
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Go to Customers
and select a customer.
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In the top-right corner, select Edit.
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Update the customer’s information as needed.
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First Name and Last Name: The customer's name.
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Gender: The customer's gender. Choose from male, female, and non-binary.
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Mobile: The contact phone number used to send appointment notifications. You can also add their Day Phone and Night Phone, but only the Mobile Number will receive text notifications and marketing. Invalid contact details will show an Invalid
icon.
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Email: The email used for appointment reminders and marketing messages. Invalid contact details will show an Invalid
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Address: The customer's address.
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Referred By: The person who referred this customer to your business. This information is used only in your Customer List Report to track where your customers are coming from.
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General Tag: The keywords or phrases used to categorize or label your customer for reporting, discounts, and marketing campaigns.
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Point Balance: The customer's current points balance. You can update the balance as needed.
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Card on File: If you have Credit Card Processing active, you can save the customer's card for future purchases. You can manage this by adding a new card or removing any existing cards on file.
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Customer Since: The date when this person became your customer.
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Send Email Copy: The recipient who receives copies of this customer’s appointment details and notifications.
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Optionally, select Online Booking to select the booking permission you want:
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Allow: The customer can book with you at any time.
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Require Acceptance: The customer requires approval for every booking. Their appointment remains pending until the service provider approves it.
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Block: The customer is blocked from booking with the business entirely.
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Optionally, turn on the options under Appointment Reminders to manage what types of notifications this customer gets.
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SMS Text: Control whether the customer receives text updates for their appointments.
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Email: Control whether the customer receives email updates for their appointments.
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Push Notification: Control whether the customer receives in-app updates for their appointments.
Note
Even if these settings are turned on, customers who have opted out of notifications will not receive any messages.
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Select Save.
To edit a customer's profile:
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Go to Customers
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In the top-right corner, select Edit Profile.
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Update the customer’s information as needed:
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Email Address: The email used for appointment reminders and marketing messages. Invalid contact details show an Invalid
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First Name and Last Name: The customer's name.
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Mobile Phone: The contact used to send appointment notifications. You can also add a Day Phone and Night Phone, but only the Mobile Number will receive text notifications and marketing. Invalid contact details will show an Invalid
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Birth Date and Gender: The customer's personal information.
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Customer Since: The date when this person became your customer.
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CC Appointment Email to: The recipient who receives copies of this customer's appointment details and notifications.
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General Tag: The keywords or phrases used to categorize or label your customer for reporting, discounts, and marketing campaigns.
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Referred By: The person who referred this customer to your business. This information is used only in your Customer List Report to track where your customers are coming from.
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Address Line 1: The customer's address. Address Line 2 is the apartment number or suite number.
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Optionally, use the Online Booking list to select the booking permission you want:
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Allow: The customer can book with you at any time.
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Require Acceptance: The customer requires approval for every booking. Their appointment remains pending until the service provider approves it.
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Block: The customer is blocked from booking with the business entirely.
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Optionally, use the Appointment Reminders to select the notification types the customer can receive:
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Email: Control whether the customer receives email updates for their appointments.
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SMS/Text: Control whether the customer receives text updates for their appointments.
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Push Notification: Control whether the customer receives in-app updates for their appointments.
Note
Even with these settings enabled, customers who have opted out of notifications will not receive any messages.
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Select Save.
You can manage your customers' card on file and points balance directly from their profile as well.
Comments
7 comments
I absolutely hate this update. I have my clients fill out a new paper form then i update in Vagaro for them. Someone gets a new phone number or email. I cant update when they book so then they don't get notices
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Hi Christina, we've actually updated this feature this week! Now, you can make whatever changes you need to your customer's profile.
Thanks, Jamie
Thank you for fixing this! I was so frustrated before. I saw in the article that we can also merge accounts with this update. That will be super useful in cleaning up my client records.
Glad you like the change!
Yes! So happy this has been updated. As a healthcare professional using this system it was imperative to stay in compliance with health records!
Customer photos no longer save on mobile devices. I go through the steps I always have the photo appears as it should. When I save the profile the photo goes away. If I import it from the computer it saves but no matter the orientation it will turn the photo sideways.
Hi Tim, I recommend contacting Vagaro Support for this issue. They'll be able to troubleshoot this issue for you.
Thanks, Jamie
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