Customers can register for classes scheduled on the Calendar by either calling in to register with you or by registering online on your Vagaro Listing Page. Once registered, each customer will be displayed in an attendee list showing if they've been checked in, prepaid for the appointment, confirmed, or approved. You can also change each attendee's status to remove them from the class or reschedule them.
Prerequisites: This feature requires a scheduled class on the Calendar.
After you schedule a class on the calendar, your customers can register for that class online, or you can register them yourself. You can register all class attendees from the Calendar.
Tip
Adding attendees and checking them out at the same time will only check out one of the attendees and will not group them together. We recommend adding the attendees and checking them out individually later.
To register attendees for a class:
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Go to the Calendar.
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Select the class session on the Calendar, then select Add Attendees.
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Search for and select the customers you want to register for the class, then select Next.
Tip
If the attendee doesn't have a profile at your business, you can create one for them by selecting the Plus + button in the top-right corner.
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Optionally, enroll the customer for multiple class sessions:
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Number of Sessions: Total sessions to register this customer for.
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Start Date: The date they'll begin attending classes.
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Frequency: Whether to register this customer for a Weekly or Monthly frequency.
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If you set a Weekly frequency, choose how often you want to register your customer for this class, like Every two or three weeks, then select the days of the week you want to sign up the customer for. For example, the customer can be registered for the class on Tuesday and Wednesday, repeating every three weeks.
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If you set a Monthly frequency, select the day of the month that you want to register the customer for. For example, you can register them for the 14th day of every month.
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Optionally, enter a Deposit Due for your attendee. Charging a deposit will not be available if you register multiple attendees simultaneously.
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Optionally, save a card to the customer's file by swiping to the bottom of the screen and selecting the Card
button next to their profile. A card on file can be used to pay for the class and future appointments or charge no-show and cancellation fees.
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Choose whether to just Add Attendees (without checking out) or Add & Checkout beforehand.
Tip
Adding attendees and checking them out at the same time will only check out one of the attendees and will not group them together. We recommend adding the attendees and checking them out individually later.
To register attendees for a class:
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Go to the Calendar.
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Select the class session on the Calendar, then select Add Attendees.
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Search for and select the customers you want to register for the class, then select Next.
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Customers already enrolled will have the checkbox selected and "(enrolled)" next to their profile.
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If the attendee registering for the class doesn't have a profile at your business, you can create a new one for them by selecting Create New.
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You can also select a customer's profile in the list to update their profile.
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Optionally, save a credit card to the customer's file by selecting the Card
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Optionally, enroll the customer for multiple class sessions:
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# of Sessions: Total sessions to register this customer for.
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Repeat: Select a weekly or monthly Repeat schedule.
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If you set a Week repeat schedule, select the Days of the week the customer wants to register for, then set the frequency of Every class session. For example, register the customer for the class on Tuesday (Tue) and Wednesday (Wed), repeating every three weeks.
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If you set a Month repeat schedule, select the Day of the month you want to register them for. For example, you can register them for the 14th day of every month.
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Date: The date they'll begin attending classes.
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Optionally, enter a Deposit Due for your attendee. Deposit Due will not be available if you register multiple attendees simultaneously.
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Choose whether to just Add Attendee(s) (without checking out) or Add Attendee & Checkout beforehand.
Note
If there is a Deposit Due, you'll need to check the customer out first.
To view the attendees of a class, you'll need to edit the class session. The list of class attendees will display the customer's name, their status for the class, and whether they have prepaid or paid a deposit for a class. If your customer has one of the following icons next to their profile, they have either prepaid or paid a deposit for the class:
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: This attendee has paid a partial deposit for this class session.
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: This attendee has paid for their class session with a membership.
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: This attendee has paid for their class session with a package.
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: This attendee has fully prepaid for their class session.
Each class attendee also has a status next to their profile. Each status has a different meaning:
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Awaiting Confirmation: The customer registered for this class but hasn't confirmed that they'll be attending.
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Requested: The customer has requested to join this class. You'll only need to accept registration requests if you have Require Acceptance for Online Booking turned on in your Online Appointment Rules.
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Confirmed: The customer has confirmed they'll attend this class session, or you approved their registration request.
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Checked-In: You checked in this customer for their class session.
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No-Show: You marked this customer as a no-show for this class session.
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Completed: You have checked out all attendees for this class session and completed the class.
Registered customers will either need to confirm that they'll be attending the class or, depending on the business's settings, the business will need to Accept their registration request. You'll only need to accept registration requests if you have Require Acceptance for Online Booking turned on in your Online Appointment Rules.
To manage class attendees:
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Go to the Calendar.
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Select the class session on the Calendar, then select the name of the session.
The Attendee list will be displayed.
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Select the attendee to be changed.
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Choose one of the following statuses:
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Accept: Approve a customer's class registration request.
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Confirm: Confirm that the customer will be attending the upcoming class session. The customer can confirm themselves, or you can confirm for them.
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To manage class attendees:
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Go to the Calendar.
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Select the class session on the Calendar, then select Edit.
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If this is a repeat class session, select Edit only this occurrence to view the list of attendees for the class.
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Select the Action
menu for the attendee to be changed.
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Choose one of the following statuses:
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Accept: Approve a customer's class registration request.
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Confirm: Confirm that the customer will be attending the upcoming class session. The customer can confirm themselves, or you can confirm for them.
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Select Save.
If you have Require Acceptance for Online Booking turned on in your Online Appointment Rules, customers who register online must first be accepted or denied by the business before they're added to the class. You can Deny a customer's request for reasons such as if the class is full or they have a history of not showing up for their class. Denying an attendee will remove them from the attendee list.
To manage class attendees:
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Go to the Calendar.
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Select the class session on the Calendar, then select the name of the session.
The Attendee list will be displayed.
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Select the attendee to be changed, then select Deny.
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If the customer is enrolled in multiple classes, select whether to remove them from multiple sessions:
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Remove the customer from multiple class sessions by toggling off each one. Only classes scheduled for "today" will be displayed.
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If the customer is scheduled for class sessions in the future, toggle on Deny Enrollment from future classes, choose the classes to be cancelled, and then select Deny Selected or Deny All. This will bring you back to the sessions scheduled for today
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After choosing which class sessions to cancel, select Deny Selected or Deny All.
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To manage class attendees:
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Go to the Calendar.
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Select the class session on the Calendar, then select Edit.
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If this is a repeat class session, select Edit only this occurrence to view the list of attendees for the class.
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Select the Action
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If the customer is enrolled in multiple classes, you'll be able to remove them from multiple sessions:
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Remove the customer from multiple class sessions by selecting each one. Only the classes scheduled for today will be displayed.
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If the customer is scheduled for class sessions in the future, select Deny Enrollment from future classes, choose the classes to be cancelled, and then Confirm.
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After choosing which class sessions to cancel, select Deny Enrollment(s).
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Select Save.
Delete attendees from a class if you accidentally added them to the class. Deleting an attendee from a class will remove them from the attendee list.
To manage class attendees:
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Go to the Calendar.
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Select the class session on the Calendar, then select the name of the session.
The Attendee list will be displayed.
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Select the attendee to be removed, then select Delete.
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If the customer is enrolled in multiple classes, select whether to remove them from multiple sessions:
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Remove the customer from multiple class sessions by toggling each one. Only the classes scheduled for today will be displayed.
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If the customer is scheduled for class sessions in the future, toggle Delete Enrollment from future classes, choose the classes to be cancelled, and then select Delete Selected or Delete All. This will bring you back to the sessions scheduled for today.
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After choosing which class sessions to cancel, select Delete Selected or Delete All.
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To manage class attendees:
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Go to the Calendar.
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Select the class session on the Calendar, then select Edit.
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If this is a repeat class session, select Edit only this occurrence to view the list of attendees for the class.
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Select the Action
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If the customer is enrolled in multiple classes, you'll be able to remove them from multiple sessions:
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Remove the customer from multiple class sessions by selecting each one. Only the classes scheduled for today will be displayed.
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If the customer is scheduled for class sessions in the future, select Delete Enrollment from future classes, choose the classes to be cancelled, and then Confirm.
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After choosing which class sessions to cancel, select Delete Enrollment(s).
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Select Save.
If a customer calls your business to let you know they want to cancel their class, you can cancel it directly from the Calendar. Marking an attendee as cancelled will remove them from the attendee list.
To remove an attendee from a class:
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Go to the Calendar.
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Select the class session on the Calendar, then select the name of the session.
The Attendee list will be displayed.
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Select the attendee to be removed, then select Cancel.
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If the customer is enrolled in multiple classes, select whether to remove them from multiple sessions:
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Remove the customer from multiple class sessions by toggling each one. Only the classes scheduled for today will be displayed.
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If the customer is scheduled for class sessions in the future, toggle Cancel Enrollment from future classes, choose the classes to be cancelled, then select Cancel Selected or Cancel All. This will bring you back to the sessions scheduled for today.
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After choosing which class sessions to cancel, select Cancel Selected or Cancel All.
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If your customer prepaid for their session, choose to Refund or Don't Refund the attendee.
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Enter an optional cancellation message and fee:
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Enter a message to your customers informing them about the cancellation.
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Enter a Cancellation Fee and choose a payment method. Leave this field blank to avoid charging a fee.
Note
You can't charge a cancellation fee if the customer prepaid for their appointment.
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Enable Notify Customer to notify your customer via text and email. This notification will also contain the optional message you added earlier.
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Add this cancellation to the customer cancellation history.
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Select Cancel Enrollment
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To remove an attendee from a class:
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Go to the Calendar.
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Select the class session on the Calendar, then select Edit.
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If this is a repeat class session, select Edit only this occurrence to view the list of attendees for the class.
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Select the Action
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If the customer is enrolled in multiple classes, you'll be able to remove them from multiple sessions:
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Remove the customer from multiple class sessions by selecting each one. Only the classes scheduled for today will be displayed.
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If the customer is scheduled for class sessions in the future, select Cancel Enrollment from future classes, choose the classes to be cancelled, and then Confirm.
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After choosing which class sessions to cancel, select Cancel Enrollment(s).
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If your customer prepaid for their session, choose to Refund or Don't Refund the attendee.
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Enter an optional cancellation message and fee:
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Enter a message to your customers informing them about the cancellation.
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Enter a Cancellation Fee and choose a payment method. Leave this field blank to avoid charging a fee.
Note
You can't charge a cancellation fee if the customer prepaid for their appointment.
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Enable Notify Customer to notify your customer via text and email. This notification will also contain the optional message you added earlier.
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Add this cancellation to the customer cancellation history.
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Select Save.
From the Calendar, you can reschedule a customer's class session if there is a scheduling conflict, or you can rebook the customer for another class after they finish their session.
To manage class attendees:
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Go to the Calendar.
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Select the class session on the Calendar, then select the name of the session.
The Attendee list will be displayed.
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Select the attendee to be changed.
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Choose one of the following statuses:
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Reschedule: Remove the customer from this class session and add them to another session from the same class.
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Rebook: Add the customer to more class sessions for this class.
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Reschedule or rebook the customer for another class session.
To manage class attendees:
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Go to the Calendar.
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Select the class session on the Calendar, then select Edit.
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If this is a repeat class session, select Edit only this occurrence to view the list of attendees for the class.
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Select the Action
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Choose one of the following statuses:
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Rebook: Add the customer to more class sessions for this class.
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Reschedule: Remove the customer from this class session and add them to another session from the same class.
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Reschedule or rebook the customer for another class session.
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