Welcome to Vagaro! We're happy to have you aboard! Here's a handy guide that explains some of the core features that we offer. For more information on how to use specific functions of Vagaro, feel free to go to our Support Forum or YouTube Channel!
Let's get started!
Calendar
Personal Task - This allows you to schedule time off for sick days, vacations, holidays, lunch breaks, as well as any special meetings or tasks that need to be completed. You can disable online booking during the time frame a personal task is set and create recurring tasks, repeating them daily, weekly, monthly or yearly.
Daily Plan - This allows you to print out the appointment schedule for a specific day. You can print out a less detailed schedule that allows you to see the appointment summary or a more detailed report that allows you to see additional information such as the customer's previous appointments, notes, and product purchases.
Timeline - This allows you to see every detail of an appointment or class, including the following: its date, duration, the service that was added to the booking, the employee who provided the service, and if there were any updates or changes to the appointment.
Waitlist - This allows you to add customers to a waitlist if a timeslot on the Calendar is taken. Once the slot becomes available, you can quickly fill the spot with the waitlisted customer, allowing you to maximize your appointment schedule and increase your earnings by quickly filling last-minute cancellations. You can manually create a waitlist from the calendar or use one of our automated options to automatically notify a customer when a spot opens up.
Settings
2-Step Verification - Found in the Employee Profiles section, this is an added security measure, requiring a user to enter a security code before logging into the Vagaro account. The code is text and emailed to the user. This is helpful in preventing unauthorized access to the account.
Access Levels - These are permissions or roles that can be customized to limit employees from viewing and/or editing specific features of Vagaro.
Batch Time - This is the cut off time for when credit card transactions are included in one batch and deposited to a Merchant Account. Transactions that occur before 3 PM Pacific Time or 6 PM Eastern Time are included in a single batch. It then takes about 24 hours to deposit to the bank account. One of the few exceptions are transactions that occur after 3 PM on Friday as well as those that happen on Saturday or Sunday. These take 2 days to deposit to the bank. This is due to banks being closed on Sundays. If a transaction occurs after the 3 PM cut off time, it's included in the next day's batch. There also is a two-day deposit time for transactions that occur before a holiday.
Category - This is an item that consists of a group of services or classes. An example of a category is Haircuts and Other. The specific items within this category are things such as Men's Haircut, Women's Haircut, and Shave.
Class - This is a session that an instructor provides for a group of participants or attendees. Examples of classes include Yoga, Boxing, and Martial Arts. You can add a Vagaro class that's already in the account by default or add a customizable class that's more unique to the needs of the business.
Copy-to-All Tool - Found in the Employee Profiles section, this allows you to quickly add work hours to an employee's profile, copying Monday's Work Hours to other days of the week. This is especially helpful if you have an employee who works the same hours each day.
Copy Pricing Tool - Found in the Employee Profiles section, this allows you to copy the pricing configuration of one employee to other employee profiles. This is useful if you're adding an employee who has a very similar pricing setup as another employee.
Customer Retention - This allows you to keep track of the types of clients who are booking as well as the service providers who are being booked, further helping you to identify the best strategies when it comes to increasing your client base. There are four Customer Retention Types: Return Request, Return Non Request, New Request, and New Non Request.
Gap Processing Time - This is a specific duration that you can set within a service, allowing you to book another appointment while the service is being completed. This is a great way to take on more bookings and maximize your schedule when a customer is doing an activity that doesn't require your attention.
Lead Time - This allows you to limit how soon a customer can book an online appointment or class. For example, if you set a 60-minute lead team, this means that the customer will be required to book at least 60 minutes before the service, giving you enough time to respond to a request.
Mass Edit Tool - The mass edit feature allows you to seamlessly edit multiple items at the same time. You can use this function when adding services to Employee Profiles, editing Products, and creating Memberships, Packages, Preset Discounts, and Daily Deals.
Memberships - Use this tool to seamlessly add discounts to multiple services, classes, and products at once. You can then offer discounts based on a set number of visits as well as set specific auto-renew options, which allow you to charge clients automatically based on the charge frequency you set. This is great for rewarding loyal customers and giving them more incentives to purchase from the business.
Multi-Location Tool - This allows you to add multiple businesses and locations to the Vagaro account. You can share a variety of account details such as customer information, gift certificates, packages, memberships, and points between the different locations and easily toggle between the businesses.
Online Appointment Rules - Use this tool to set your online booking rules, including waitlist options, refund policies for customers making prepayments on your booking page as well as the cancellation, no-show, and rescheduling policies. You can also set a requirement to accept or deny a customer's request to book online with the business. This is especially helpful in deterring clients who don't adhere to your cancellation policies and cancel bookings frequently.
Outcall/Mobile - This allows you to configure and designate services that can be performed at a person's home or another location outside of the business. You can specifically add an estimated one-way driving time as well as an additional cost for providing the service.
Packages - This allows you to sell future visits and sessions in bulk at a discounted price. You can also set different auto-renew options, charging the client weekly, every four weeks, monthly, every two months, quarterly, yearly or after a set number of visits are completed.
Points - Points are given to customers as an incentive to purchase more items from your business. Clients can collect points when they book classes and services or purchase products, memberships, and packages. They can then use these points to redeem items if their points total exceeds the redeeming value.
Purchase Orders - This feature allows you to conveniently work with Vendors to ship products that are low in stock. From the Purchase Order Management page, you can also use different filters to narrow the list to specific orders you want to see and manage and update orders in a flash.
Preset Discounts - You can use this tool to set Discounts for services, classes, products, memberships, as well as packages. You can also add Promo Codes so customers can use them when shopping on your online booking page, create discounts for special occasions such as holidays and festivals and conveniently add them when checking out clients.
Promo Code - This is a code that a customer uses to get a discount on online purchases. From the Preset Discounts page, you can set discounts for multiple items, including services, classes, products, memberships, and packages and create a promo code to allow the customer to use it for purchases on the Online Booking Page.
Resource - This is an item that is needed to perform a service or class. It's available in a limited quantity and shared by more than one person at a business. If a resource is booked, the software recognizes this and defaults to the next available resource that's been assigned to the service or class. Some examples of a resource include a massage room, a chair, or a type of exercise equipment.
Safe IP Address - This allows you to block any IP address from getting access to the account. You can also allow users to log in from a location of their choice.
Search Appointment Interval - This allows you to set the minute intervals between the available times on the online booking page. You can select from an interval of 5 minutes to 180.
Service Bundle - This allows you to group up to three services and sell them together, typically at a discounted price to give clients more of an incentive to purchase popular items from your business. You can also use this tool to book multiple services and service providers at the same time. Once the bundle is created, you can sell it from the Custom Website or Vagaro Online Booking Page, as well as from the Checkout screen of your Vagaro account.
Vendors - These are companies or individuals that supply the products you sell. The Vendor Management feature keeps all your vendors in one place and helps you add, and make changes at any time. They go hand-in-hand with Inventory Management and Purchase Orders.
Workshop - This is a short and intensive session dedicated to educating a small group of people about techniques and skills in a particular field. Workshops enable businesses to make substantial extra income. They are also a great way to attract new customers, particularly if you offer free or low-cost sessions. Payment for workshops is normally due up front, which helps with cash flow. Attendees are required to take all sessions in sequential order to gradually build their skill set. You can create workshops from the Service-Class Menu.
Checkout
Gift Certificates - This is a voucher that a client gives to another customer as a present. You can add a dollar amount or assign a specific service or class to it. You also can choose from a variety of pre-made templates and designs when creating and selling them to clients or add custom images to the electronic gift cards you sell.
IOUs - These are issued to customers who are unable to pay for an item on the day of the service. They can be generated from the Checkout screen or from the IOU Report page. Once an IOU is generated or checked out, you can view it the next time the customer is selected on the Checkout screen. From there, you can collect payment.
Invoice Tool - This allows you to bill customers from the Vagaro account. You can set a due date for when a customer has to pay, send automatic reminders to clients whose payments are overdue, and easily keep track of all invoices in the Invoices Management page.
Save for Later Tool - This allows you to save the Checkout Items of a customer and check them out at a later time. This is great if you get interrupted while checking out a customer and need to leave the Checkout page. You can save up to 20 records to the Save for Later list.
Customer Management
General Tag - This is a keyword or a phrase that is added to a customer's profile. It can be used as an identifier or as a way to locate a client. For example, you can add a general tag such as VIP to designate specific profiles that are on the VIP list and use the Customer List Report to view customers who have been designated a specific tag. You can also offer Preset Discounts to customers who have a specific tag.
SOAP Notes - A SOAP note (which stands for Subjective, Objective, Assessment, and Plan) is a document that's used by healthcare providers to create a patient's chart. It's especially useful for assessing, diagnosing, and treating patients.
Verified Customers - These are clients who have been marked as "Checked Out" or "Completed" for a service. You can limit reviews of your business to just these types of customers.
Marketing
Custom Website - This allows users to create a custom Vagaro online booking page. You can choose from a slew of high-quality themes and templates and easily add your own images and content with the Website Builder.
Daily Deals - This allows you to promote discounts on services, classes, memberships, and packages. Once you launch it and it's approved, it appears on the Vagaro Landing Page, your Online Booking Page, and Custom Website. You can also post the deal to your Facebook page.
Email Marketing Feature - This allows you to send custom emails directly to your client base. You can select from a group of high-quality designs and templates or add your own images, customizing it to your liking. You can specifically send one-time, non-automated emails or recurring, automated emails. You can also send an email to all customers or to a Filtered List.
Portfolio: Adding photos to the Portfolio is a great way to attract new online customers. You can showcase the services you offer and promote them on your Online Booking Page as well as the Vagaro Landing Page. There also is an opportunity to feature your portfolio images on Vagaro's Social Media pages. You can upload up to three images to the Portfolio Gallery.
Venue Gallery: Adding photos and images to the Venue Gallery is a great way to attract new online customers. You can showcase the interior and exterior of the business, giving customers a sense of how the inside and outside of the store looks. You can add up to 12 photos including a logo image, which is automatically added to your Receipts, Forms, and Online Booking Page.
Widget - This allows you to integrate your independent website with the Vagaro Book 24/7 Widget. You can customize the appearance of it and get access to an embedded code that enables the booking function on your site once you add it to the online page.
Add-On Features
Forms - This allows you to create custom consent forms, liability waivers, customer surveys, registration forms, and intake forms using our customizable builder. You can also send links to digital forms to clients, easily keep track of electronic signatures, and select from a variety of templates to build forms that fit your business needs.
Online Shopping Cart - This allows you to sell packages, memberships, services, products, classes, and gift certificates directly from the Facebook account, Vagaro website, and Online Booking Page. Additionally, you can select convenient shipping options for your products and require customers to prepay for items when shopping with your business online.
Check-in App - A self-service platform, this allows customers to check in for classes, book future appointments, and purchase memberships. The app primarily works on an iPad and tablet.
Integrations - This allows you to integrate your Vagaro account with online platforms such as QuickBooks, Xero, Yelp, Facebook, and Instagram. You can sync all your sales with QuickBooks and Xero and get customers to book from Yelp, Facebook, and Instagram.
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