Create a personal task on the calendar to block online booking or set reminders for yourself or other employees during a specific time frame. Personal tasks reserve time on your calendar to keep availability accurate and are ideal for blocking breaks, holidays, administrative work, or other planned events. You can also set the task to repeat daily, weekly, monthly, or yearly for recurring events.
If the personal task blocks customer bookings, some businesses may require employer approval before the task is added to the calendar.
Prerequisites: This feature is available for all Vagaro businesses. Requesting and tracking paid time off requires Vagaro Payroll.
Create a Personal Task to add non-appointment activities or reminders to your calendar and prevent bookings when you're not available.
To schedule a personal task:
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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 add the task, select any timeslot to open the menu, and then select Personal Task.
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Optionally, enter the following details for the task:
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Task Name: The name of the task as it will appear on the calendar.
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Task Color: The color of the task as it will appear on the calendar.
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Date: The day you're setting the task for.
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Comments: Any additional notes added to the task. These comments can be viewed when opening the task.
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Files: Add files to the personal task. These files can be viewed by opening the task.
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To set the duration of your personal task, select Time Off, choose a duration, and then select Submit in the top-right corner.
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To block off a specific timeframe, set a Starting and Ending time.
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To block the entire day, select Entire Day Off.
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Personal tasks block online booking by default. To use this task as a reminder without preventing bookings, clear Block Online Booking.
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Select Book to finalize the personal task.
You've blocked off the calendar with a personal task.
If the business requires approval for personal tasks. The task will show "Pending" until it is approved by a manager.
To schedule a personal task:
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Go to the Calendar
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Go to the day you want to add the task, select any timeslot to open the menu, and then select Personal Task.
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Optionally, enter the following details for the task:
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Task Name: The name of the task as it will appear on the calendar.
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Add Comment: Any additional notes added to the task. These comments can be viewed when opening the task. You can also drag and drop files to add them to the task.
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Set the personal task's duration.
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To set a specific timeframe, enter a From and To time.
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To block the entire day, select Full Day Off.
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Personal tasks block online booking by default. To use this task as a reminder without preventing bookings, clear Block Online Booking.
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To change the personal task's color, select the color menu next to Task Name and choose a color.
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Select Book to finalize the personal task.
You've blocked off the calendar with a personal task.
If the business requires approval for personal tasks. The task will show "Pending" until it is approved by a manager.
Create recurring personal tasks on your calendar to block off time for regular activities and reminders. This helps you stay on track with tasks that need to happen consistently and prevents customers from booking appointments during those times in the future.
Recurring personal tasks are great for weekly meetings, routine personal errands, holidays, and other ongoing responsibilities. Once added, they appear on your calendar just like appointments, so your availability stays accurate without extra upkeep.
To schedule a personal task:
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Go to the correct day on your calendar, select any timeslot, and then select Personal Task.
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Optionally, enter the following details for the task:
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Task Name: The name of the task as it will appear on the calendar.
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Task Color: The color of the task as it will appear on the calendar.
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Date: The day you're setting the task for.
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Comments: Any additional notes added to the task. These comments can be viewed when opening the task.
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Files: Add files to the personal task. These files can be viewed by opening the task.
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To repeat this personal task, select Repeat, choose a frequency, choose an end date, and then select Save.
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Daily: Repeat this task every day until the end date.
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Weekly: Repeat this task on the days you choose using a weekly schedule. Pick an interval that works for you, whether that’s weekly, biweekly, or every few weeks, and keep it running until the end date.
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Monthly: Repeat this task on a specific day of the month until the end date.
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Yearly: Repeat this task on a specific day of the year until the end date.
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To set the duration of your personal task, select Time Off, choose a duration, and then select Submit in the top-right corner.
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To block off a specific timeframe, set a Starting and Ending time.
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To block the entire day, select Entire Day Off.
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Personal tasks block online booking by default. To use this task as a reminder without preventing bookings, clear Block Online Booking.
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Select Book to finalize the personal task.
You've blocked off the calendar with a personal task.
If the business requires approval for personal tasks. The task will show "Pending" until it is approved by a manager.
To schedule a personal task:
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Go to the correct day on your calendar, select any timeslot, and then select Personal Task.
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Optionally, enter the following details for the task:
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Task Name: The name of the task as it will appear on the calendar.
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Add Comment: Any additional notes added to the task. These comments can be viewed when opening the task. You can also drag and drop files to add them to the task.
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To repeat this personal task, choose an option under Repeat:
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Daily: Repeat this task every day until the end date.
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Weekly: Repeat this task on the days you choose using a weekly schedule. Pick an interval that works for you, whether that’s weekly, biweekly, or every few weeks, and keep it running until the end date.
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Monthly: Repeat this task on a specific day of the month until the end date.
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Yearly: Repeat this task on a specific day of the year until the end date.
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Set the personal task's duration.
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To set a specific timeframe, enter a From and To time.
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To block the entire day, select Full Day Off.
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Personal tasks block online booking by default. To use this task as a reminder without preventing bookings, clear Block Online Booking.
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To change the personal task's color, select the color menu next to Task Name and choose a color.
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Select Book to finalize the personal task.
You've blocked off the calendar with a personal task.
If the business requires approval for personal tasks. The task will show "Pending" until it is approved by a manager.
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If the task has a Recurring Appointment
icon, it is a repeating task.
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If the task has the Online Booking Blocked
icon, online booking is blocked for this timeslot.
When scheduling or editing a personal task, you can customize its color. You can select a preset color, choose a custom color using the color picker, or enter a specific color code.
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Preset Color Options |
Custom Color Picker |
To use the custom color picker:
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Move the rainbow slider left and right to see different colors in the color spectrum.
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Use the square color picker box to select a specific color.
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Enter a hex code in the HEX if you have a specific color.
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Change the R (red), G (green), and B (blue) values to fine-tune the color.
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Save a custom color by selecting + under Saved Colors. You can save up to 10 colors at a time. To remove a saved color, select Edit, select the X on the unwanted colors, then select Done.
Make changes as needed to your personal task.
To edit a personal task:
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Go to the Calendar
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Go to the task's date and time.
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Select the personal task on the calendar to see actions, then select Edit.
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If the personal task is part of a repeating series, a popup will appear. From there, you can choose to Edit This Occurrence or Edit Series.
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From the personal task, make changes as needed.
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To see all previous changes made to this personal task, select Action
→ in the top-right corner. See View Personal Task History to learn more.
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Select Save.
To edit a personal task:
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Go to the Calendar
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Go to the task's date and time.
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Select the personal task on the calendar to see actions, then select Edit.
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If the personal task is part of a repeating series, an Edit Recurring Personal Task popup will appear. From there, you can choose to Edit only this occurrence or Edit the series.
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From the personal task, make changes as needed.
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To see all previous changes made to this task, select the Timeline tab. See View Personal Task History to learn more.
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Select Save.
Cancel a personal task at any time if your plans change.
To delete a personal task:
Editing a task allows you to access its history, even if it repeats. Task history can help you review an employee's reasons for scheduling time off or how often they block time off their calendar.
To view changes to a personal task:
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Select the personal task on the calendar to see actions, then select Edit.
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If the personal task is part of a repeating series, a popup will appear. From there, you can choose to Edit This Occurrence or Edit Series.
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Select Action
Your task timeline/history shows the following information:
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Appointment Date: Date and time of the task.
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Duration: The duration of the task.
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Online Booking: If online booking is blocked.
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Comment: Any comments added to the task.
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Service Provider: Who scheduled the task.
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Modified By: Who last edited the task.
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Modified Date: The date and time it was modified
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Action: Any actions made to the task, like creating or editing it.
To view changes to a personal task:
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Select the personal task on the calendar to see actions, then select Edit.
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If the personal task is part of a repeating series, an Edit Recurring Personal Task popup will appear. From there, you can choose to Edit only this occurrence or Edit the series.
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Select the Timeline tab.
Your task timeline/history shows the following information:
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Appointment Date: Date and time of the task.
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Duration: The duration of the task.
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Online Booking: If online booking is blocked.
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Comment: Any comments added to the task.
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Service Provider: Who scheduled the task.
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Modified By: Who last edited the task.
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Modified Date: The date and time it was modified
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Action: Any actions made to the task, like creating or editing it.
Comments
9 comments
Is there a way to customize the Personal Task listings/menu? Thanks for any insight!
Hi Lynn,
Currently, Vagaro does not have that functionality; however, you can add a comment to a personal task.
Once saved, your comment will appear on the personal task.
You can describe the exact personal task you or your team has. I have also submitted this comment as a feature request and let our product team know.
Thank you,
Jamie
I am also here to make the same statement as Elle Marke. I have clients adding themselves to the wait list on days that I am no open and the calendar shows that I am open on Thanksgiving. It is confusing for customers.
Is the personal task color customization available for the phone and iPad app?
Hi Kasha, yes, this feature is available on the Vagaro Pro app. If you don't see it, you may need to update your app.
Thanks, Jamie
How do we disable booking until our business opens
Hi Chi-chi, to do this, please follow the steps in these two articles.
First, you can unlist your business from the Vagaro Marketplace: https://support.vagaro.com/hc/en-us/articles/360000604014.
Then, turn off online booking for your employees: https://support.vagaro.com/hc/en-us/articles/360009853913
Thanks, Jamie
Are Personal Tasks considered when using the Rebooking functionality? I have recurring tasks created for lunch, but when utilizing Rebook Appt it still shows that timeslot each day as available. Perhaps a bug?
Hi Melissa, I checked your account and saw the personal task you're talking about. The reason why this happens is because you don't block online booking during that time. Without this toggle turned on, customers can book with you during the task.
You can check if a task blocks online booking by looking for this hand icon.
Thanks, Jamie
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