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:
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 display 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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On the calendar, select an available time slot 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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On the calendar, select an available time slot 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 display 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.
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:
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 the Notes tab in the customer's profile.
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On the calendar, select the customer's appointment, then select Notes.
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At the bottom of the screen, select Customers, search for or select the customer, then 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 the Notes tab in the customer's profile.
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On the calendar, select the customer's appointment, then select Notes.
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In the top menu, select Customers, search for or select the customer, then 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 the Notes tab in the customer's profile.
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On the calendar, select the customer's appointment, then select Notes.
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At the bottom of the screen, select Customers, search for or select the customer, then 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 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 the Notes tab in the customer's profile.
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On the calendar, select the customer's appointment, then select Notes.
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In the top menu, select Customers, search for or select the customer, then 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 the Notes tab in the customer's profile.
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On the calendar, select the customer's appointment, then select Notes.
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At the top of the screen, select Customers, search for or select the customer, then 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.
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