Accept, Confirm, or Deny Appointments on the Calendar – Vagaro Support

In Vagaro, you can manage an appointment from the Calendar by changing its status. Each status you give to an appointment has a corresponding color and function:

Accepting Appointments: Approve the appointment and lock the timeslot. Only applies if you require acceptance for online bookings.
Confirming Appointments: Confirm that the customer will be coming in. The customer can confirm themselves from the text or email sent to them.
Denying Appointments: Deny the appointment. Only applies if you require acceptance for online bookings.

Prerequisites: This feature is available for all Vagaro businesses.

Accept an Appointment

By default, all appointments are automatically accepted as soon as they are booked. If you turn on Require Acceptance for Online Booking in your Online Appointment Rules, any appointments that meet your criteria will be booked with a Requested status and must be accepted by the business from the Calendar.

On the Vagaro Pro App

To accept an appointment:

Go to the Calendar screen, then select the calendar you want to view.
Find the appointment.
Select the appointment on the calendar to open its details, then select Change Status → Accept.

On a Computer

To accept an appointment:

Go to the Calendar screen, then select the calendar you want to view.
Find the appointment.
Select the appointment on the calendar to open its details, then select Change Status → Accept.

Confirm an Appointment

If your customer notification settings are configured, your customers will automatically receive an appointment confirmation message a set number of hours or days before their appointment.

Once the confirmation message is sent, the appointment will be marked as Awaiting Confirmation. Customers can confirm the appointment themselves through Vagaro's automatic notifications and reminders. If a customer lets you know they're coming but has not confirmed through Vagaro, you can confirm the appointment on their behalf.

On the Vagaro Pro App

To confirm an appointment:

Go to the Calendar screen, then select the calendar you want to view.
Find the appointment.
Select the appointment on the calendar to open its details, then select Change Status → Confirm.
If the customer has multiple appointments for that day, select the appointment to be confirmed, then select Confirm Selected.

On a Computer

To confirm an appointment:

Go to the Calendar screen, then select the calendar you want to view.
Find the appointment.
Select the appointment on the calendar to open its details, then select Change Status → Confirm.
If the customer has multiple appointments scheduled for that day, choose the appointments to be confirmed, then select Ok.

Deny an Appointment

You can also deny a customer's request if they have a history of no-shows or if the appointment doesn't fit in your schedule.

On the Vagaro Pro App

Deny an appointment:

Go to the Calendar screen, then select the calendar you want to view.
Find the appointment.
Select the appointment on the calendar to open its details, then select Change Status → Deny.
If the service is part of a recurring series or the customer has multiple appointments that day, you can deny them all at once, select Deny This Occurrence, or choose Deny Series.
Enter an optional message for your customer, then choose Don't Notify Customer or Notify Customer.

On a Computer

Deny an appointment:

Go to the Calendar screen, then select the calendar you want to view.
Select the appointment on the calendar to open its details, then select Change Status → Deny.
If the service is part of a recurring series or the customer has multiple appointments that day, you can deny them all at once, select Deny only this occurrence, or Deny the series.
Choose whether you want to Notify Customer of the denial, enter a message to your customer, and then select Deny Appointment.