Booking a service appointment in Vagaro is quick and flexible, whether you are scheduling for a regular customer or a walk-in. You can book appointments directly from the calendar, choose services, assign a service pro, and adjust details like date, time, and duration as needed. This makes it easy to keep your schedule organized while giving customers a smooth booking experience from start to finish.
To book a mobile service, see Set Up Mobile Services.
Prerequisites: This feature is available for all Vagaro businesses; however, you need to have at least one service and one service provider already set up.
If the customer knows which day and employee they want to book with, you can book their appointment directly on the calendar by selecting a timeslot.
To book a new appointment:
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Go to the Calendar
screen, then select the calendar you want to view.
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Go to the day you want to book, select a timeslot, and then select New Appointment.
-
Select Select Customer, then choose the customer you want to add to the appointment. Only one customer can be added at a time.
If the customer doesn't have a profile, select + in the top-right corner to create one.
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Select Select Service, choose a service, and then select Confirm. If there are available add-ons, you'll have the option to add one.
Tip
To book multiple appointments at the same time, see Schedule Multiple Appointments at Once.
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Optionally, enter the following details for the appointment:
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Add-Ons: Any add-ons applied to this service. Add-ons are extra items used to customize the service.
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Date: Day and time of the appointment.
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Price: The price the customer will need to pay. This is set to the default price set in your service menu.
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Duration: The amount of time needed to perform this service appointment, including gap processing time, cleanup time, and any add-ons. This is set to the default duration in your service menu.
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Resource: If you require a resource for a service, you'll need to select one. A resource on Vagaro is a bookable item, such as a room, chair, or piece of equipment, that can be assigned to appointments to manage availability and prevent double booking.
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Appointment Type: If you track customer retention, choose whether the customer is a new request, new non-request, return request, or return non-request. Each option allows you to track whether the customer is returning and whether they requested a specific employee.
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Deposit Due: The amount the customer must pay ahead of time to reserve this appointment.
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Appointment Files: Attach any files, forms, or images relevant to the appointment. Vagaro Drive is required to save files to your Vagaro business account.
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Appointment Notes: Any notes about this appointment. Appointment notes help keep track of special requirements, reminders, requests, or comments for an upcoming appointment. Customers will not be able to see the information you enter.
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Customer Notes: View and add any notes you've added in the customer's profile. A customer 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. Customers will not be able to see the information you enter.
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Card on File: The customer's credit card information. You can enter or update the information if needed.
-
-
Select Book. The appointment is added to the calendar.
To book a new appointment:
-
Go to the Calendar
-
Go to the day you want to book, select a timeslot, and then select New Appointment.
-
In the Service with... menu, choose which service to add to this appointment. If there are available add-ons, you'll have the option to add one.
Tip
To book multiple appointments at the same time, see Schedule Multiple Appointments at Once.
-
Under Customer, choose the customer you want to add to the appointment. Only one customer can be added at a time.
If the customer doesn't have a profile, select Create New in the menu to create one.
-
Optionally, enter the following details for the appointment:
-
Add-On: Any add-ons added to this service. An add-on on Vagaro is an extra item that can be added to an appointment to customize the service.
-
Date: The day of the appointment.
-
Time: The time the appointment starts.
-
Price: The price the customer will need to pay. This is set to the default price set in your service menu.
-
Duration: The amount of time needed to perform this service appointment, including gap processing time, cleanup time, and any add-ons. This is set to the default duration in your service menu.
-
Deposit Due: The amount the customer must pay ahead of time to reserve this appointment.
-
Resource: If you require a resource for a service, you'll need to select one. A resource on Vagaro is a bookable item, such as a room, chair, or piece of equipment, that can be assigned to appointments to manage availability and prevent double booking.
-
Appointment Type: If you track customer retention, choose whether the customer is a new request, new non-request, return request, or return non-request. Each option allows you to track whether the customer is returning and whether they requested a specific employee.
-
Appointment Notes: Any notes that should be known about this appointment. Appointment notes help keep track of special requirements, reminders, requests, or comments for an upcoming appointment. Customers will not be able to see the information you enter. You can also attach any files, forms, or images relevant to the appointment. Vagaro Drive is required to save files to your Vagaro business account.
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Under the customer’s information, select any of the following buttons to view additional details.
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Notes: View and add any notes you've added in the customer's profile. A customer 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. Customers will not be able to see the information you enter.
-
History: The customer's previous bookings.
-
: The customer's credit card information on file. You can enter or update the information if needed.
-
-
Select Book. The appointment is added to the calendar.
If your customer isn't sure who they want to book with or what time, you can use the appointment search feature to review everyone's availability.
To book a new appointment:
-
Go to the Calendar, then in the top-right corner, select Menu
→ Search
→ .
-
In Search Service, enter the following information, then select Next.
-
Select Select Customer, then choose a customer from the list. If the customer doesn't have a profile, select + in the top-right corner to create one.
-
Select Select Service, choose the service to be performed, and then select Confirm. If there are available add-ons, you'll have the option choose one.
-
To search for specific employees' availability, select Any Employee, then choose one or more employees from the list.
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By default, the search will show the first available day. If the customer wants to book a specific day, select Date, then choose the date to schedule.
-
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Select a timeslot from an employee's availability. If there's no availability that day, you can go to another date.
-
Review the details in the New Appointment popup.
-
Add-Ons: Any add-ons applied to this service. Add-ons are extra items used to customize the service.
-
Date: Day and time of the appointment.
-
Price: The price the customer will need to pay. This is set to the default price set in your service menu.
-
Duration: The amount of time needed to perform this service appointment, including gap processing time, cleanup time, and any add-ons. This is set to the default duration in your service menu.
-
Resource: If you require a resource for a service, you'll need to select one. A resource on Vagaro is a bookable item, such as a room, chair, or piece of equipment, that can be assigned to appointments to manage availability and prevent double booking.
-
Appointment Type: If you track customer retention, choose whether the customer is a new request, new non-request, return request, or return non-request. Each option allows you to track whether the customer is returning and whether they requested a specific employee.
-
Deposit Due: The amount the customer must pay ahead of time to reserve this appointment.
-
Appointment Files: Attach any files, forms, or images relevant to the appointment. Vagaro Drive is required to save files to your Vagaro business account.
-
Appointment Notes: Any notes about this appointment. Appointment notes help keep track of special requirements, reminders, requests, or comments for an upcoming appointment. Customers will not be able to see the information you enter.
-
Customer Notes: View and add any notes you've added in the customer's profile. A customer 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. Customers will not be able to see the information you enter.
-
Card on File: The customer's credit card information. You can enter or update the information if needed.
-
-
Select Book. The appointment is added to the calendar.
To book a new appointment:
-
Go to the Calendar
-
In Search Service, enter the following information, then select Next.
-
Select Select Customer, then choose a customer from the list. If the customer doesn't have a profile, select + in the top-right corner to create one.
-
Select Select Service, choose the service to be performed, and then select Confirm. If there are available add-ons, you'll have the option choose one.
-
To search for specific employees' availability, select Any Employee, then choose one or more employees from the list.
-
By default, the search will show the first available day. If the customer wants to book a specific day, select Date, then choose the date to schedule.
-
-
Select a timeslot from an employee's availability. If there's no availability that day, you can go to another date.
-
Review the details in the New Appointment popup.
-
Add-Ons: Any add-ons applied to this service. Add-ons are extra items used to customize the service.
-
Date: Day and time of the appointment.
-
Price: The price the customer will need to pay. This is set to the default price set in your service menu.
-
Duration: The amount of time needed to perform this service appointment, including gap processing time, cleanup time, and any add-ons. This is set to the default duration in your service menu.
-
Resource: If you require a resource for a service, you'll need to select one. A resource on Vagaro is a bookable item, such as a room, chair, or piece of equipment, that can be assigned to appointments to manage availability and prevent double booking.
-
Appointment Type: If you track customer retention, choose whether the customer is a new request, new non-request, return request, or return non-request. Each option allows you to track whether the customer is returning and whether they requested a specific employee.
-
Deposit Due: The amount the customer must pay ahead of time to reserve this appointment.
-
Appointment Files: Attach any files, forms, or images relevant to the appointment. Vagaro Drive is required to save files to your Vagaro business account.
-
Appointment Notes: Any notes about this appointment. Appointment notes help keep track of special requirements, reminders, requests, or comments for an upcoming appointment. Customers will not be able to see the information you enter.
-
Customer Notes: View and add any notes you've added in the customer's profile. A customer 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. Customers will not be able to see the information you enter.
-
Card on File: The customer's credit card information. You can enter or update the information if needed.
-
-
Select Book. The appointment is added to the calendar.
To book a new appointment:
-
Go to the Calendar
-
In Search for New Appointment, enter the following information, then select Search.
-
Select a customer from the list. If the customer doesn't have a profile, select Create New.
-
Select the service to be scheduled. If there are available add-ons, you'll have the option choose one.
-
By default, all employees will be shown. If the customer wants a specific employee, choose one or more employees from the list.
-
Select the date to be scheduled.
-
-
Select a timeslot from an employee's availability. If there's no availability that day, you can go to another date.
-
Review the details in the Book Appointment with... popup.
-
Add-On: Any add-ons added to this service. An add-on on Vagaro is an extra item that can be added to an appointment to customize the service.
-
Date: The day of the appointment.
-
Time: The time the appointment starts.
-
Price: The price the customer will need to pay. This is set to the default price set in your service menu.
-
Duration: The amount of time needed to perform this service appointment, including gap processing time, cleanup time, and any add-ons. This is set to the default duration in your service menu.
-
Deposit Due: The amount the customer must pay ahead of time to reserve this appointment.
-
Resource: If you require a resource for a service, you'll need to select one. A resource on Vagaro is a bookable item, such as a room, chair, or piece of equipment, that can be assigned to appointments to manage availability and prevent double booking.
-
Appointment Type: If you track customer retention, choose whether the customer is a new request, new non-request, return request, or return non-request. Each option allows you to track whether the customer is returning and whether they requested a specific employee.
-
Appointment Notes: Any notes that should be known about this appointment. Appointment notes help keep track of special requirements, reminders, requests, or comments for an upcoming appointment. Customers will not be able to see the information you enter. You can also attach any files, forms, or images relevant to the appointment. Vagaro Drive is required to save files to your Vagaro business account.
-
Notes: View and add any notes you've added in the customer's profile. A customer 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. Customers will not be able to see the information you enter.
-
History: The customer's previous bookings.
-
-
-
Select Book. The appointment is added to the calendar.
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