A note is a comment that an employee or service provider can add to a customer's profile for business purposes, such as reminders, allergy information, or an explanation of a customer's assessment and treatment; whereas an appointment note is specific to a scheduled appointment. Customer appointments on the calendar indicate that the customer has a note in their profile if there is a red or black note icon in the bottom-right corner of the appointment. There are four types of notes in Vagaro that may be added to a customer's profile:
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General, Allergy, and Formula Notes (
): These notes are intended for informational use that an employee should be aware of when booking an appointment for a customer. You can create as many of these notes as needed.
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Popup notes (
): These notes will automatically appear in a popup message when booking a new appointment and when the customer is selected on the Checkout screen. Such notes are intended to alert the employee of important information about the customer or a reminder. For example, a pop-up note could be added if a customer still needs to fill out their forms, or a reminder to return a customer's sunglasses they left behind. You can add up to two pop-up notes.
Prerequisites: This feature is available for all Vagaro businesses.
Customer notes are saved in their respective customer profiles. Here, they can also be updated and deleted as required
To add a note to a customer's profile:
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Go to Customers
and select a customer.
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At the bottom of the screen, select Customers.
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Search for or select the customer.
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In the customer's profile, select the Notes tab.
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In the top-right corner of the screen, select the add (+) icon.
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Select the Note Type in the list, then enter the comment.
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Select Save.
To add a note to a customer's profile:
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Go to Customers
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Search for or select the customer.
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In the customer's profile, select the Notes tab.
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Select Create New.
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Select the Note Category, then enter the comment.
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Select Save.
Customer notes can also be added to a customer's profile when booking a new appointment.
When booking an appointment in Vagaro Pro, customer profiles that already have a note will appear a note or popup note
icon in Customers Notes. If there are both, then only the popup note icon will appear.
To add a customer note when booking an appointment:
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Go to the Calendar
screen.
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Select an available timeslot and create a New Appointment for the customer.
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Scroll down to Customer Notes and select it.
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In the top-right corner of the screen, select the add (+) icon.
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Select the Note Type in the list.
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Enter the text for the note.
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Select Save.
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Complete the customer's booking.
When creating a new appointment on the web, an icon on the Notes button indicates if the customer has a note or pop-up note
. If there are both, then only the popup note icon will appear.
To add a customer note when booking an appointment:
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Go to the Calendar
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Select an available timeslot and create a New Appointment for the customer.
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Search for or select the Customer.
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Below the customer's profile picture, select the Notes button. The customer's profile will appear on the Notes tab.
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Select Create New.
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Select the Note Category, then enter the comment.
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Select Save.
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Complete the customer's booking.
Customer notes can also be added to a customer's profile when updating an appointment that's already been scheduled.
To add a customer note when editing an appointment:
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Go to the Calendar
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Select the customer's appointment, then select Notes.
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In the top-right corner of the screen, select the add (+) icon.
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Select the Note Type in the list, then enter the comment.
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Select Save.
When editing an existing appointment on the web, an icon on the Notes button indicates that the customer already has a note or pop-up note
. If there are both, then only the popup note icon will appear.
To add a customer note when editing an appointment:
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Go to the Calendar
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Select the customer's appointment, then select Notes.
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Select Create New.
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Select the Note Category, then enter the comment.
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Select Save.
Edit a customer's note to make updates or corrections to a saved note after it's been created.
To edit a customer note:
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Go to Customers
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Select the Notes tab.
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Under the Notes tab, select the tab for the note type.
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Select the note to edit, then update it as required.
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Select Save.
To edit a customer note when editing an appointment:
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Go to Customers
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Select the Notes tab.
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Optionally, filter the list of notes:
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By note type: In the top-left corner, select the Show All list, and then select a note type.
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By business location: In the top-right corner, select the All businesses list, and then select a location.
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At the end of the row of the note to edit, select the Action
menu, then select Edit.
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Update the note as required.
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Select Save.
Customer notes that are no longer applicable or required can be deleted directly from a customer's profile, when creating an appointment, or updating an existing appointment. Deleted notes cannot be recovered and will need to be recreated to add them back.
To delete a customer note:
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Go to Customers
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Select the Notes tab.
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Select the note to delete.
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At the bottom of the note, select Delete Note.
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In the confirmation popup, select Delete Note.
To delete a customer note:
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Go to Customers
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Select the Notes tab.
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Optionally, filter the list of notes:
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By note type: In the top-left corner, select the Show All list, and then select a note type.
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By business location: In the top-right corner, select the All businesses list, and then select a location.
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At the end of the row of the note to delete, select the Action
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In the confirmation popup, select Delete Note.
Customer notes can be downloaded or exported only on the web version of Vagaro. Although notes can be filtered by business location, all of a customer's notes, regardless of the category, will be exported to an Excel file or printed as a hard copy.
To download or export a customer's notes:
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Go to Customers
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Select the Notes tab.
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Optionally, filter the list of notes:
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In the top-left corner, select the Show All list, and then select a note type.
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For multi-location businesses, in the top-right corner, select the All businesses list, and then select a location.
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In the top-right corner of the screen below the All businesses list, select whether to Export
the notes to an Excel file or Print
them out.
Comments
4 comments
No, they are only seen by the business owner or any employees at the business. Thanks.
Can you update the system so the pop up note actuallt pops up when booking instead of just displaying a red icon? This would be helpful and more of a “pop up note”
Hi Tash,
These notes should appear as a popup when you book or check out the customer. If this is not happening, I recommend contacting Vagaro Support.
Thanks, Jamie
Can customers view the notes taken
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