Best Practices for Vagaro Security

Create an employee profile for each of your team members, including your business partners and family members who use Vagaro at your business, and ensure everyone logs in to their own account. Emphasize that no one should share their Vagaro login or password information so that you can accurately track who changed information on a screen and when it happened.

Set up access level permissions for each role at your business and assign each team member to an access level. Not everyone needs access to all your client records and employee profiles, business’s financial information, or Vagaro features, so restrict permissions accordingly. You can create as many access levels as needed for every job in your business. For example, only business owners should be able to change account ownership, and only accountants should be able to run your business reports.

Install and use Vagaro only on your business’s computers and devices. You cannot trust that someone else won't access your Vagaro account on a library computer, a friend’s phone, or a family member’s tablet.

Deactivate or delete employee profiles of team members who no longer work with you or your business. (Deleting an employee profile only removes that account from your business; it does not delete that employee's Vagaro account.) Not only does removing unused employee profiles free up a Vagaro license if your business has fewer than eight licenses, but you also prevent people who don’t work with you from logging into Vagaro.

Enable auto-logout in the Access Levels screen so that the system returns to the Login screen after a specified time. Doing so prevents customers and other strangers from using Vagaro if you leave your computer or device unattended.

If you allow your team members to access your Vagaro account outside of your business location, set up safe IP addresses in the Access Levels screen so they can log in to Vagaro from specific locations that you’ve allowed. Every device that connects to the Internet or a network is assigned an IP address, and permitting specific employees' devices prevents unknown users and devices from logging into your Vagaro business.

Businesses that need to keep patients’ medical information on file should enable HIPAA compliance in their text messages, push notifications, and emails. Vagaro also provides additional tips and recommendations that you can implement to maintain customer privacy

Use strong passwords that are not easy to guess, and use a different password for every account and app you use. It is also important that you do not share your login and passwords with any of your employees, team members, or even business partners. A strong password is made up of a combination of upper- and lower-case letters, numbers, and symbols. The more characters you use, the harder it is to guess what they are.

Always keep your devices' operating system, Internet browser, and other apps up-to-date to fix any bugs and patch up vulnerabilities. If you see a notification to update your software, you should accept and run the update as soon as you can.

Beware of emails and text messages from unknown senders and companies asking for your personal information, and avoid clicking any provided links or downloading their attachments. They may be phishing attempts to steal your personal information, trying to scam you to give them money, or contain malware that could affect your computer or device. Emails from Vagaro are always sent from support@vagaro.zendesk.com, and if we call you, our caller ID will show 1 (800) 919-0157 or a phone number starting with the (925) area code.

Keep papers with sensitive information out of view, such as customer and team member information, business reports, passwords, and banking details.

If you use Wi-Fi at your location, ensure your network is password protected so that unauthorized users cannot access your network. If you provide free Wi-Fi to your customers, set up another account on your router that limits what can sites and content be accessed when people connect to it.

Educate your staff regularly about the importance of client privacy, data security, and cybersecurity It is important to train them in how to handle all business information responsibly and securely.