Check in your class or workshop attendees and check them out as they trickle in to attend their class session. If a customer doesn't show up for their appointment, you can mark them as a no-show and charge a no-show fee for their lack of notice.
Note
Businesses can choose to check in their customers directly from the Calendar or with the Check-In app. This article covers how to check in customers from the Calendar without the Check-In app.
Prerequisites: This feature requires a scheduled class on the calendar.
Depending on how you've set up your Vagaro account, you may not need to check out customers when they arrive for their classes because they've paid beforehand. If you do have to check out your customers, we recommend checking out each customer individually instead of through group check-in.
You can save time checking in and out your customers by requesting that they prepay for their classes:
You can only check out class attendees one at a time. Once all attendees have been checked out, the class will be marked as Completed.
To check out an attendee:
-
Go to the Calendar
screen, then select the calendar you want to view.
-
Find the class session.
If the attendee isn't sure which class they want to book, you can search all your class availability.
-
Select the class session on the calendar to open its details, then select the session name in the menu.
-
Select the attendee's name, then choose an option:
-
To mark that the attendee has arrived for their class, select Check-In. This will only mark the customer as "Checked-In" and will not prompt them to pay for their session. You'll need to repeat this step to check out.
-
To collect payment from the attendee, select Checkout.
-
-
Collect payment for your attendee.
After checking out the customer, Vagaro will redirect you to the Calendar. You'll need to repeat the steps above until you've checked out all attendees.
To check out an attendee:
-
Go to the Calendar
-
Find the class session.
-
Select the class session on the calendar to open its details, then select Edit.
-
If the class repeats, select → .
-
Under Attendees, select Action
for the attendee, then choose an option:
-
To mark that the attendee has arrived for their class, select Check-In. This will only mark the customer as "Checked-In" and will not prompt them to pay for their session. You'll need to repeat this step to check out.
-
To collect payment from the attendee, select Checkout.
-
-
Collect payment for your attendee.
After checking out the customer, Vagaro will redirect you to the Calendar. You'll need to repeat the steps above until you've checked out all attendees.
Check in all your attendees for the class session.
To check in your customers:
-
Go to the Calendar
-
Find the class session.
-
Select the class session on the calendar to open its details, then select Check-in. A list of all attendees for this class will appear.
-
Select Check-In for each attendee who arrived for the class. You don't need to check in all attendees at once.
You can also mark attendees as a No-Show.
-
Select Continue to Checkout to check in the attendees. If any attendees haven't paid for their class yet, one customer will be randomly selected and added to the Checkout screen. You'll need to check out each attendee individually if multiple attendees haven't paid for their class yet.
-
If all attendees have been checked in and paid for their class, select Mark as Checked Out to complete the class session.
To check in your customers:
-
Go to the Calendar.
-
Select the class session on the Calendar, then select Check-In. A list of all attendees for this class will appear.
-
Select Check-In for each attendee who's arrived for the class. You don't need to check in all attendees at once.
You can also mark attendees as No-Show.
-
Select Apply to check in the attendees. If any attendees haven't paid for their class yet, one customer will be randomly selected and added to the Checkout screen. You'll need to check out each attendee individually if multiple attendees haven't paid for their class yet.
-
If all attendees have been checked in and paid for their class, select Mark as Checked Out to complete the class session.
Sometimes, customers don't show up to their class sessions. If you want to discourage that behavior, mark your customers as a no-show and charge a no-show fee to their credit card.
You can mark attendees as no-shows with the Group Check-In feature. This allows you to mark multiple attendees as a no-show simultaneously and give them all a message. However, you cannot charge a No-Show fee with this method. You'll need to go to the attendee list and individually mark each missing attendee as No-Show.
If multiple attendees don't show up to their appointment, you can mark them all as No-Show from group check-in.
Note
These steps cover how to mark multiple attendees as no-shows without charging a no-show fee.
To mark an attendee as a no-show:
-
Go to the Calendar.
-
Select the class session on the Calendar, then select Check-In. A list of all attendees for this class will appear.
-
Select No-Show for each attendee who didn't arrive for the class.
-
Select Apply to mark the attendees as no-show. The No-Show Enrollment popup will appear.
-
Enter an optional message to all attendees that no-showed. This message will be included in a text and email notification after you confirm the no-show. If you don't want to send a message, unselect Notify Attendee.
-
Select No-Show Enrollment. If any attendees haven't paid for their class yet, one customer will be randomly selected and added to the Checkout screen. You'll need to check out each attendee individually if multiple attendees haven't paid for their class yet.
To mark an attendee as a no-show:
-
Go to the Calendar.
-
Select the class session on the Calendar, then select Check-In. A list of all attendees for this class will appear.
-
Select No-Show for each attendee who didn't arrive for the class.
-
Select Apply to mark the attendees as no-show. The No-Show Enrollment popup will appear.
-
Enter an optional message to all attendees that no-showed. This message will be included in a text and email notification after you confirm the no-show. If you don't want to send a message, unselect Notify Attendee.
-
Select No-Show Enrollment. If any attendees haven't paid for their class yet, one customer will be randomly selected and added to the Checkout screen. You'll need to check out each attendee individually if multiple attendees haven't paid for their class yet.
When you mark an individual customer as no-show, you can also charge a fee to their card to deter and prevent future no-shows.
Tip
No-show and cancellation fees are at risk of being charged back by the customer. To prevent chargebacks, we recommend charging a deposit before the service.
To charge a no-show fee:
-
Go to the Calendar.
-
Select the class session on the calendar to open its details, then select the session name in the menu.
The Attendee list will appear.
-
Select the attendee to be changed, then select No-Show.
-
Enter an optional message to all attendees who did not show up. This message will be included in a text and email notification after you confirm the no-show.
-
Enter a No-Show Fee by entering the fee amount or selecting a percentage of the total (Fee %).
-
Charge a no-show fee by selecting Please select a payment method.
-
If you have Credit Card Processing, send an invoice to the customer or use a card on file.
-
Use one of the customer's packages or membership visits to pay for the fee.
-
If you don't have Credit Card Processing, use another payment method from the Checkout screen.
Select Save & Apply when you're ready to charge the fee.
-
-
If you want to notify this customer of the no-show, select Notify Attendee.
-
Select No-Show Enrollment.
To charge a no-show fee:
-
Go to the Calendar.
-
Select the class session on the calendar to open its details, then select Edit.
-
If this is a repeat class session, select Edit only this occurrence to view the list of attendees for the class.
-
Under the Attendee list, select Action
-
Select No-Show.
-
Enter an optional message to all no-show attendees. This message will be included in a text and email notification after you confirm the no-show.
-
Enter a No-Show Fee for your customer:
-
If you want to notify this customer of the no-show, select Notify Attendee.
-
Select No-Show Enrollment or Charge No-Show Fee.
If you charged a no-show fee, the Checkout popup will display for you to check the attendee out.
Comments
0 comments
Please sign in to leave a comment.