Customers typically register for classes online through your Vagaro Listing Page. For walk-ins or customers who call to register, you can add them directly to the class from the calendar.
Once registered, each customer will appear in the attendee list. From there, you can quickly see their status, including whether they have checked in, prepaid, confirmed, or been approved. You can also update an attendee's status to remove them from the class or reschedule them for a different session.
Prerequisites: This feature requires a scheduled class on the calendar.
Go to your class session on the calendar to add more attendees.
Adding attendees and checking them out at the same time will only check out one attendee 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
screen, then select the calendar you want to view.
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Find the class session.
If the attendee isn't sure which class they want to book, you can search all your class availability.
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Select the class session on the calendar to open its details, then select Add Attendees.
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Select the customers to register, then select Next. The class's details will display.
Tip
If the attendee doesn't have a profile at your business, you can create one for them by selecting + in the top-right corner.
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Optionally, make sure that the Start Date of the customer's first class is correct.
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Optionally, add any add-ons and payment information:
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To save a credit card on file, select the Card
button next to the attendee's profile.
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To charge a deposit, enter a Deposit Due for your attendee. This option will not be available if you register multiple attendees at once.
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To add an add-on to the attendee's sessions, select + Add-Ons.
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Add your attendees:
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To register your attendees and check them out later, select Add Attendees.
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To register your attendee and prepay for their class, select Add & Checkout.
Note
You can't check out multiple attendees at the same time.
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To register attendees for a class:
-
Go to the Calendar
-
Find the class session.
If the attendee isn't sure which class they want to book, you can search all your class availability.
-
Select the class session on the calendar to open its details, then select Add Attendees.
-
Select the customers to register, then select Next.
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Customers already enrolled will have "(enrolled)" next to their profile.
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If the attendee doesn't have a profile, select Create New to make one for them.
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Optionally, add any add-ons and payment information:
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To save a credit card on file, select the Card
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To charge your attendee a deposit, enter a Deposit Due for your attendee. This option will not be available if you register multiple attendees at once.
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To add an add-on to the attendee's sessions, select + Add-Ons.
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Optionally, make sure that the Date of the class session is correct.
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Add your attendees:
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To register your attendees and check them out later, select Add Attendees.
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To register your attendee and prepay for their class, select Add & Checkout.
Note
You can't check out multiple attendees at the same time.
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If attendees want to sign up for more than one class session, you can register them for all of them directly from the Calendar. No need to book each session one at a time.
Before registering attendees for multiple sessions, confirm that the class is set up as recurring or as a workshop. If it’s not, you won’t be able to add the customer to more than one session.
To register attendees for a class:
-
Go to the Calendar
-
Find the class session.
If the attendee isn't sure which class they want to book, you can search all your class availability.
-
Select the class session on the calendar to open its details, then select Add Attendees.
-
Select the customers to register, then select Next.
Tip
If the attendee doesn't have a profile at your business, you can create one for them by selecting + in the top-right corner.
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Enroll the attendees in multiple class sessions:
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Enter the Number of Sessions you want to add the attendees to and set the Start Date for their first class.
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Choose a Frequency for the attendees.
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Weekly: Choose a frequency, such as every two or three weeks, then select the days of the week you want to sign the customer up for.
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Monthly: Choose the day of the month you want to repeat.
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Optionally, add any add-ons and payment information:
-
To save a credit card on file, select the Card
-
To charge a deposit, enter a Deposit Due for your attendee. This option will not be available if you register multiple attendees at once.
-
To add an add-on to the attendee's sessions, select + Add-Ons.
-
-
Add your attendees:
-
To register your attendees and check them out later, select Add Attendees.
-
To register your attendee and prepay for their class, select Add & Checkout.
Note
You can't check out multiple attendees at the same time.
-
To register attendees for a class:
-
Go to the Calendar
-
Find the class session.
If the attendee isn't sure which class they want to book, you can search all your class availability.
-
Select the class session on the calendar to open its details, then select Add Attendees.
-
Select the customers to register, then select Next.
-
Customers already enrolled will have "(enrolled)" next to their profile.
-
If the attendee doesn't have a profile, select Create New to make one for them.
-
-
Optionally, add any add-ons and payment information:
-
To save a credit card on file, select the Card
-
To charge your attendee a deposit, enter a Deposit Due for your attendee. This option will not be available if you register multiple attendees at once.
-
To add an add-on to the attendee's sessions, select + Add-Ons.
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Enroll the attendees in multiple class sessions:
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Enter the Number of Sessions you want to add the attendees to and set the Date for their first class.
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Choose a Repeat frequency for the attendees.
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Week: Choose a frequency, such as every two or three weeks, then select the days of the week you want to sign the customer up for.
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Month: Choose the day of the month you want to repeat.
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Add your attendees:
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To register your attendees and check them out later, select Add Attendees.
-
To register your attendee and prepay for their class, select Add & Checkout.
Note
You can't check out multiple attendees at the same time.
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To view the attendees of a class, you'll need to edit the class session. The class attendee list will include the customer's name, their class status, and whether they have prepaid or put down a deposit for the class. The following icons may appear next to your attendee:
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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.
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/
: This attendee has a required form to be filled out.
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: This attendee has a popup note attached to their profile.
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/
: This attendee has a note attached to their profile.
Each class attendee also has a status next to their profile
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Awaiting Confirmation: The customer registered for this class but hasn't confirmed they'll attend yet.
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Requested: The customer has requested to join this class. You'll only get appointment 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.
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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.
To manage class attendees:
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Go to the Calendar
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Find the class session.
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Select the class session on the calendar to open its details, then select the session name in the menu.
The Attendee list will appear.
To manage class attendees:
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Go to the Calendar
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Find the class session.
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Select the class session on the calendar to open its details, then select Edit.
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If the class repeats, select → .
The Attendee list will appear on the right side of the popup.
If a customer calls your business 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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Select the class session on the calendar to open its details, then select the session name in the menu.
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From the list of attendees, select the attendee to remove, then select Cancel.
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Complete the optional steps, if applicable. If there are no additional steps, continue to mark the attendee as cancelled.
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If the customer is enrolled in multiple classes that day, cancel the customer’s enrollment for all classes or only the ones you select.
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If an attendee fully paid or put down a deposit for the class session, choose to give a refund. See Refund Prepaid Classes to learn more.
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In Cancel Enrollment, enter the following information:
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Message to Attendee: The reason why their session was cancelled. This message will appear in an email, text, and push notification to your customer if you choose to notify them.
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Cancellation Fee: A fee charged to your customer because they cancelled their class. You can enter a fee, or a value may be prepopulated if you have automatic cancellation fees configured. See charge a cancellation fee to learn more.
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Notify Attendee: Notify your customer of the cancellation via email, text, and push notifications. You can't turn off this setting if you charge a cancellation fee.
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Add to Cancellation History: Mark this cancellation in their profile so you know which customers cancel the most.
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If you entered a Cancellation Fee, choose a payment method.
Note
Sending an invoice or going to the checkout screen will automatically mark the attendee as cancelled once checkout is successful or the invoice is sent. You can skip the next step.
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Select Cancel Enrollment or Charge Fee. If you have a fee automatically entered, you can select Do Not Charge.
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Cancel any other attendees as needed, then select Save to return to the calendar.
The attendee was removed from the class session. If a fee is charged, a receipt will be sent to the customer's email as well.
To remove an attendee from a class:
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Select the class session on the calendar to open its details, then select Edit.
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If the class repeats, select → .
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Under the Attendee list, select Action
→ for the attendee to remove.
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Complete the optional steps, if applicable. If there are no additional steps, continue to mark the attendee as cancelled.
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If the customer is enrolled in multiple classes that day, cancel the customer’s enrollment for all classes or only the ones you select.
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If an attendee fully paid or put down a deposit for the class session, choose to give a refund. See Refund Prepaid Classes to learn more.
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In Cancel Enrollment, enter the following information:
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Message to Attendee: The reason why their session was cancelled. This message will appear in an email, text, and push notification to your customer if you choose to notify them.
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Cancellation Fee: A fee charged to your customer because they cancelled their class. You can enter a fee, or a value may be prepopulated if you have automatic cancellation fees configured. See charge a cancellation fee to learn more.
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Notify Attendee: Notify your customer of the cancellation via email, text, and push notifications. You can't turn off this setting if you charge a cancellation fee.
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Add to attendee's cancellation history: Mark this cancellation in their profile so you know which customers cancel the most.
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Select Cancel Enrollment or Charge Fee. When a cancellation fee is required, the checkout screen appears, allowing you to collect the fee before completing the cancellation.
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Cancel any other attendees as needed, and then select Save to return to the calendar.
The attendee will be marked as cancelled.
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. Your customer will receive a notification after they're approved.
To manage class attendees:
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Select the class session on the calendar to open its details, then select the session name in the menu.
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Select an attendee and choose a status:
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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 through automatic notifications sent to their phone or email.
Note
If your attendee's status is Requested, then they're not officially an attendee and need to be accepted.
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To manage class attendees:
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Select the class session on the calendar to open its details, then select Edit.
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If the class repeats, select → .
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Under the Attendee list, select Action
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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 through automatic notifications sent to their phone or email.
Note
If your attendee's status is Requested, then they're not officially an attendee and need to be accepted.
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Select Save.
If you have Require Acceptance for Online Booking turned on in your Online Appointment Rules, customers must be approved by the business after registering online. Customers who requested a class session will appear as "Requested" on the class's attendee list. 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, and they will be notified of the denial.
To manage class attendees:
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Select the class session on the calendar to open its details, then select the session name in the menu.
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Select an attendee with the "Requested" status, then select Deny.
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Complete the optional steps, if applicable. If there are no additional steps, continue to mark the attendee as denied.
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If the customer is enrolled in multiple classes that day, cancel the customer’s enrollment for all classes or only the ones you select.
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If an attendee fully paid or put down a deposit for the class session, choose to give a refund. See Refund Prepaid Classes to learn more.
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Enter an optional Message to Attendee about why you denied the request, then choose to DON'T NOTIFY ATTENDEE or NOTIFY ATTENDEE.
The attendee will be removed from the list.
To manage class attendees:
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Select the class session on the calendar to open its details, then select Edit.
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If the class repeats, select → .
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Under the Attendee list, select Action
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Complete the optional steps, if applicable. If there are no additional steps, continue to mark the attendee as denied.
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If the customer is enrolled in multiple classes that day, cancel the customer’s enrollment for all classes or only the ones you select.
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If an attendee fully paid or put down a deposit for the class session, choose to give a refund. See Refund Prepaid Classes to learn more.
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Enter an optional Message to Attendee about why you denied the request, choose whether to Notify Customer, and then select Deny Enrollment.
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Select Save.
The attendee will be removed from the list.
Delete attendees from a class if you accidentally added them. Deleting an attendee from a class will remove them from the attendee list.
To manage class attendees:
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Select the class session on the calendar to open its details, then select the session name in the menu.
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Select an attendee, then select Delete.
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Complete the optional steps, if applicable. If there are no additional steps, continue to remove the attendee.
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If the customer is enrolled in multiple classes that day, cancel the customer’s enrollment for all classes or only the ones you select.
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If an attendee fully paid or put down a deposit for the class session, choose to give a refund. See Refund Prepaid Classes to learn more.
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The attendee will be removed from the list.
To manage class attendees:
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Select the class session on the calendar to open its details, then select Edit.
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If the class repeats, select → .
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Under the Attendee list, select Action
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Complete the optional steps, if applicable. If there are no additional steps, continue to remove the attendee.
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If the customer is enrolled in multiple classes that day, cancel the customer’s enrollment for all classes or only the ones you select.
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If an attendee fully paid or put down a deposit for the class session, choose to give a refund. See Refund Prepaid Classes to learn more.
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The attendee will be removed from the list.
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.
Tip
You can only reschedule a customer for the same class. To move them to a different class, first remove them from their current one, then register them for the new class.
To manage class attendees:
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Select the class session on the calendar to open its details, then select the session name in the menu.
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Select an attendee and choose a status:
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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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Select the class session on the calendar to open its details, then select Edit.
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If the class repeats, select → .
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Under the Attendee list, select Action
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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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