How to Refund a Prepaid Appointment

To automatically refund a client who has prepaid for a service, follow these steps when using the Mobile and Desktop Versions.

• Once you get to the Settings page, select Online Appointment Rules. Then select the Customers Can Cancel option. You'll then see an option to give an automatic refund. 

If the automatic refund option is turned off, you can manually refund from the Calendar screen. Once you get to this page, select the prepaid appointment to begin the process. A prepaid appointment is indicated by a dollar icon. 

When refunding the service, you can send an email to the client, informing them of the reason for the refund. You can also email or print a copy of the receipt. 

If you choose not to refund a customer, you will be required to enter a reason for denying, canceling or deleting the appointment before sending the notification.  

Let's get started!

On the Vagaro Pro App

• Setting Automatic Refunds for Prepaid Appointments Online
• Manually Refunding Denied Appointments
• Manually Refunding Canceled Appointments
• Manually Refunding Deleted Appointments

On the Web Version

• Setting Automatic Refunds for Prepaid Appointments Online
• Manually Refunding Canceled Appointments
• Manually Refunding Deleted Appointments
• Manually Refunding Denied Appointments
• Manually Refunding on the Customer Management Page

On the Vagaro Pro App

Setting Automatic Refunds for Prepaid Appointments Online

1. Tap More at the bottom of the screen. 

2. Tap Settings.

3. Tap Online Appointment Rules. 

4. Select to allow customers to cancel an appointment. A green color means that the option has been enabled. Next, enter the minimum hours required before canceling. If you allow customers to cancel, you'll be able to enable the automatic refund option. 

5. Toggle to refund customers who prepay for appointments.  Remember this option pertains to online booking.  

Refunding a Denied Appointment

1. Select the prepaid appointment on the calendar. 

2. Tap Deny.

3. Tap Refund. 

4. Locate the service. Then tap on the arrow to the right of the Refund option. 

5. Enter the refund amount. Then, tap Next. 

6. Enter how you want to distribute the refund. Then, tap Submit. 

7. Tap Refund. 

8. Enter the reason for the refund. Toggle to email or print a copy of the receipt. Then, click Continue when you're finished. 

Opting Not to Refund a Denied Appointment

1. Select the prepaid appointment on the calendar. 

2. Tap Deny. 

3. Tap Don't Refund. 

4. Enter a comment, which will be sent to the customer. Tap Notify Customer when you're finished. 

Refunding a Canceled Appointment

1. Select the prepaid appointment on the calendar. 

2. Tap Cancel.

3. Tap Refund. 

4. Locate the service. Then tap on the arrow to the right of the Refund option. 

5. Enter the refund amount. Then, tap Next. 

6. Enter how you want to distribute the refund. Then, tap Submit. 

7. Tap Refund. 

8. Enter the reason for the refund. Toggle to email or print a copy of the receipt. Then, click Continue when you're finished. 

Opting Not to Refund a Canceled Appointment

1. Select the prepaid appointment on the calendar. 

2. Tap Cancel. 

3. Tap Don't Refund. 

4. Enter a comment, which will be sent to the customer. Tap Notify Customer when you're finished. 

Refunding a Deleted Appointment

1. Select the prepaid appointment on the calendar. 

2. Tap Delete.

3. Tap Refund. 

4. Locate the service. Then tap on the arrow to the right of the Refund option. 

5. Enter the refund amount. Then, tap Next. 

6. Enter how you want to distribute the refund. Then, tap Submit. 

7. Tap Refund. 

8. Enter the reason for the refund. Toggle to email or print a copy of the receipt. Then, click Continue when you're finished. 

Opting Not to Refund a Deleted Appointment 

1. Select the prepaid appointment on the calendar. 

2. Tap Delete. 

3. Tap Don't Refund. 

4. Tap Delete to confirm the removal. 

5. Enter a comment, which will be sent to the customer. Tap Notify Customer when you're finished. 

On the Web Version

Setting Automatic Refunds for Prepaid Appointments Online

1. Click Settings. Then, click Online Appointment Rules.

2. Select to allow clients to cancel an appointment before being charged by toggling the switch next to Customers Can Cancel. A green color means the option has been turned on. Next, enter the minimum hours a customer can cancel prior to an appointment. 

3. Toggle the switch next to Automatically Refund for Pre-paid Appointments to allow clients to receive a refund if they cancel prior to the set Hours before appointment. A green color means that the option has been enabled. Remember this option pertains to online booking.  

4. Click Save at the bottom of the screen.  

Refunding Canceled Prepaid Appointments

1. Click Calendar.

2. Select the appointment on the calendar.

3. Select Cancel.

4. Select the cancellation option. Then, click Cancel Appointment(s).

5. Select the appointment you want to cancel. Click Cancel Appointment(s).

6. Click Refund.

7. Click on the box under the preferred refund option.

8. Enter the refund amount. Click Next when you’re finished.

9. Enter how you want to distribute the refund amount. Click Refund when you’re finished.

10. Enter the reason for the refund. You also can email or print a copy of the receipt.

11. Click Refund.

Opting Not to Refund Prepaid Canceled Appointments

1. Select the appointment on the calendar.

2. Select Cancel. 

3. Select the cancellation option. Then, click Cancel Appointment(s).

4. Select the appointment you want to cancel. 

5. Click Don't Refund. 

6. Enter the comment. Click Notify Customer when you're done. 

Refunding Prepaid Deleted Appointments

1. Click Calendar at the top of the screen. 

2. Select the appointment. 

3. Click Delete. 

4. Select deletion option. Then, click Delete Appointment(s). 

5. Select the appointment you want to cancel. Click Delete Appointment(s).

6. Click Refund. 

7. Click on the box under the preferred refund option. 

8. Enter the refund amount. Click Next when you're finished. 

9. Enter how you want to distribute the amount. Then, click Refund when you're finished. 

10. Enter the reason for the refund. You also can email or print a copy of the receipt. 

11. Click Refund. 

Opting Not to Refund Deleted Prepaid Appointments

1. Click Calendar.

2. Select the appointment. 

 

3. Select Delete. 

4. Select the deletion option. Then, click Delete Appointment(s). 

5. Select the appointment you want to cancel. Click Delete Appointment(s). 

6. Click Don't Refund. 

7. Enter the comment. Then click Notify Customer.

Refunding Denied Prepaid Appointments

1. Click Calendar. 

2. Select the appointment. Then click Deny. 

3. Select to either deny the sole appointment or deny multiple appointments. Click Deny Appointment(s). 

4. Select the appointment. Then click Deny Appointment(s). 

5. Click Refund.  

6. Click on the box under the preferred refund option. 

7. Enter the refund amount. Click Next when you're finished. 

8. Enter the how you want to distribute the amount. Then, click Refund. 

9. Enter the reason for the refund. You also can email or print a copy of the receipt. 

10. Click Refund. 

Opting Not to Refund Denied Prepaid Appointments 

1. Select the appointment. Then, click Deny. 

2. Select to either deny the sole appointment or deny multiple appointments. Click Deny Appointment(s). 

3. Select the appointment. Then, click Deny Appointment(s). 

4. Click Don't Refund. 

5. Enter a comment. Then, click Notify Customer. 

Refunding a Prepaid Appointment on the Customer Management Page

1. Click Customers at the top of the screen. 

2. Enter the name of the customer. 

3. Click on the Change Status drop-down. 

4. You can cancel, deny, or delete the appointment. Just make the selection and go through the refund process. 

Click on these links to learn more about the refund process. 

• Refunding a Canceled Appointment
• Refunding a Deleted Appointment
• Refunding a Denied Appointment