Appointment statuses allow you to keep track of your service appointments and stay organized. You can mark an appointment as a show or no-show, cancel the appointment, mark it as in progress, accept any appointment requests, and so on to plan out your day and document changes in your appointments from the calendar. Each appointment on the calendar also has a color associated with each status, allowing you to view how your day is going at just a glance. The status color is either shown as a bar on the left side of the appointment or will change the color of the entire appointment card on the Calendar.
Note
The appointment status colors will display as a bar when you have a Service Category Color associated with the service.
Prerequisites: Requires a scheduled appointment on the Calendar.
On both the web version and Vagaro Pro app, you can select an appointment on the Calendar and then Change Status by selecting one of the following options:
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Accept: Accept a Requested (Purple) appointment on the Calendar. To require appointment requests, turn on Require Acceptance for Online Booking in your Online Appointment Rules.
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Deny: Deny a Requested (Purple) appointment on the Calendar. To require appointment requests, turn on Require Acceptance for Online Booking in your Online Appointment Rules.
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Confirm: Confirm an appointment on the Calendar that is Awaiting Confirmation (Yellow) for the customer. An appointment will automatically be changed to this status if the customer confirms it themselves.
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Show: Mark that the customer has arrived at their appointment and send a push notification to the service provider that their customer has arrived.
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No-Show: Mark that the customer did not show up to their appointment and send an optional message to them. Changing an appointment to No-Show will add to the customer's no-show total in their customer profile. If you have Credit Card Processing, you can charge a No-Show fee to the customer's card.
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Start Service (Live Stream Video): If you have the Vagaro Live Stream enabled and scheduled a live-streamed service, begin the live stream with the customer.
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Ready to Start Service: If you have the Contactless Check-In feature enabled at your business, mark a service as ready to notify the customer that they can come to the business and start the service.
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Service in Progress: Mark that the service is being performed, which is especially useful to notify other employees that a room you're working in is occupied.
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Cancel: Cancel an appointment if the customer calls in to cancel or the service provider needs to cancel. When cancelling an appointment, you can choose to send a message and notify the customer of the cancellation, add to the customer's cancellation history in their customer profile, and charge a cancellation fee to their card.
You can also change the appointment status directly from a customer's profile if you can't find the appointment on the calendar.
To change the status from a profile:
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Go to Customers.
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Find and select the customer you want to change.
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Near the top of the screen, select the Appointments tab.
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Change the appointment status:
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On the Phone: Select the appointment to be changed, select the Action
menu in the top-right corner, then select Change Status.
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On the Web, Tablet, or Pay Desk: For the appointment to be changed, select the Action
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Requested (purple) If your business requires customers' online bookings to be approved, it stays in the requested status until it is approved or denied. |
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Accepted (light blue) A requested appointment has been approved by the business and added to the calendar. If Require Acceptance for Online Booking setting in the Online Appointment Rules screen is off for this type of appointment, it will be automatically accepted without approval from the business. |
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Awaiting Confirmation (yellow) Based on your business's customer notification settings, your clients will receive an appointment confirmation message within a certain number of hours or days before their appointment. This status shows that the confirmation request has been sent to the client and is awaiting their response. |
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Confirmed (pink) The business has received confirmation, either verbally or a response through a notification, that the client will be there for their appointment. |
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Show (light green) Indicates that a client arrived for their appointment. |
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No Show (red) The business manually selects this status on the calendar screen to indicate that the customer did not shown up for an appointment. You can also run the Cancellations & No-Shows report to see which customers missed their appointments and how often. |
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Ready to Start (blue) Clients who used the Contactless Check-In feature have been notified that the business is ready for them and that they may enter the business for their appointment |
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In Progress (green) The appointment has already begun. |
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Complete (grey) Once the appointment is completed, use this status to show that the service has been performed and the appointment has been completed. |
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