To automatically refund a client who has prepaid for a service or class, follow these steps when using the Vagaro Pro app. You can configure automatic refunds in Online Appointment Rules by selecting 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 or the Customer Profile. Select a 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.
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Setting Automatic Refunds for Prepaid Appointments Online (next)
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Navigate to → → .
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Scroll down to the Cancellation section.
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Toggle Customers Can Cancel to On (green).
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Set the number of hours before the appointment to allow customers to cancel.
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Toggle Automatically Refund for Pre-paid Appointments to On to refund customers who prepay.
Note
This option applies to online booking only.
If the automatic refund option is off, you can select prepaid appointments on the calendar, set them to a status of Cancel, Delete, or Deny and manually refund the prepaid amount.
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Go to the Calendar and click a prepaid appointment (indicated by the $ icon).
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Tap Change Status, and then select Deny, Cancel, or Delete.
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Tap Refund on the pop up.
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Tap Refund under the transaction to continue.
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Enter the refund amount if not pre-entered, and then tap Next.
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Enter how you want to distribute the refund. Then, tap Submit.
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Tap Refund.
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Enter the reason for the refund. You can also email or print a copy of the receipt. Click Continue when you're finished.
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A Refunded confirmation displays.
To Delete, Deny or Cancel an appointment without refunding the customer, follow steps 1 and 2 above and then:
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Tap Don't Refund.
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Depending on the status selection, you'll see one of the following scenes:
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For Cancel, you'll have a Notify screen to send a comment to the customer and add the cancelation to their history.
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For Deny, you'll see the Notify screen without the cancelation history toggle.
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For Delete, you see only a confirmation with the option to delete or cancel.
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