In Vagaro, you can manage and color-code appointments on the Calendar by changing their statuses. New appointments can be managed by confirming, accepting, or denying them on the Calendar. Each of these actions has its own function:
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Accepting Appointments: When you require acceptance for appointments booked online.
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Confirming Appointments: When you send appointment confirmation requests for upcoming appointments.
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Denying Appointments: When you want to deny requested appointments on the Calendar.
Prerequisites: This feature is available for all Vagaro businesses.
By default, all appointments are accepted as soon as they are booked; however, in your Online Appointment Rules, you can require acceptance for all appointments. After turning on this setting, all appointments booked online will have the status of Requested and must be accepted by the business in order to be scheduled.
Based on your business's customer notification settings, your customers will receive an appointment confirmation message within a certain number of hours or days before their appointment.
Their appointment will be marked as Awaiting Confirmation when the confirmation message has been sent. The customer can then confirm the appointment themselves through Vagaro's automatic notifications and reminders. However, if a customer has confirmed they're coming to their appointment but hasn't done so themselves on Vagaro, you can do it for them.
By default, all appointments are accepted as soon as they are booked; however, in your Online Appointment Rules, you can require acceptance for all appointments. After turning on this setting, all appointments booked online will have the status of Requested and must be accepted by the business in order to be scheduled.
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.
Deny an appointment:
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Go to the Calendar.
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Find the appointment, then select it.
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Select the Change Status list, then choose Deny.
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If the customer has multiple appointments for the day or has a recurring service, choose to deny one or multiple appointments:
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If the service is recurring, choose to Deny This Occurrence (single appointment) or Deny Series (all repeating appointments).
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If the customer has multiple appointments scheduled today, select the appointments to be denied, then select Deny Selected. You can only deny multiple appointments scheduled on the same day.
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If the customer has multiple appointments for the day, select the appointment to be confirmed, then select Deny Selected.
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Select Deny again to confirm.
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Enter an optional message to your customer about the denial, then toggle Notify Customer to ensure your customer is notified via text and email.
Deny an appointment:
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Go to the Calendar.
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Find the appointment, then select it.
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Select the Change Status list, then choose Deny.
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If the customer has multiple appointments for the day or the service is recurring, choose to deny one or multiple appointments:
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If the service is recurring, choose to Deny only this occurrence (single appointment) or Deny the series (all repeating appointments).
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If the customer has multiple appointments scheduled today, select the appointments to be denied, then select Deny Appointment(s). You can only deny the appointments scheduled on the same day.
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Enter an optional message to your customer about the denial, then toggle Notify Customer to ensure your customer is notified via text and email.
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Select Deny Appointment.
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