Get Personalized Customer Insights with Custom Fields – Vagaro Support

Vagaro's Custom Fields feature helps you capture insights about your customers that are important to your business, like health vitals and emergency contacts. Custom fields appear on the customer’s profile, where you can enter field data manually or collect it through forms or SOAP note responses.

You can create the following field types:

Text Field: Enter up to 100 characters in a text box.
Long Text: Enter up to 500 characters in a text box.
Single-Select Dropdown: Select an option from a list.
Multi-Select Dropdown: Select one or more options from a list.
Number: A numeric value that can be used for measurements, currency, or percentages.
Date: A specific day, month, and year or day and month.
Formulas: A complex equation used to calculate things like BMI, body fat percentage, and daily water intake.

Your Vagaro account already has multiple fields added by default. These templates cover common use cases for your industry, so you can start collecting relevant client information right away.

Prerequisites: You can only create or edit custom fields on the computer, tablet, Pay Desk, or PayPro version of Vagaro. Once created, you can view and add to field data from a customer's profile on all devices. If you want to add a field to forms or SOAP notes, the Forms feature is required.

Create Groups for Custom Fields

Like your service and class categories in Vagaro, custom fields must be organized into groups. If there isn’t an existing group for your field, create one first. Fields in the same group appear together on the customer’s profile, which helps keep related information organized.

To create a group:

Select Settings → Custom Fields.
Select Add → New Group.
Enter a Group Name, then from the Add Fields to Group menu, choose any existing fields you want to include.
Select Create Group.

Create Custom Fields

You can create a custom field using Vagaro's list of pre-built templates, or create your own from scratch.

Create Custom Fields from a Template

To create a field from a template:

Select Settings → Custom Fields.
Select Add → New Field.
On the Template tab, choose the templates you want to add.
Select Add.

The templates you selected will be added to the Custom Fields page. You can edit that template if needed.

Create Custom Field from Scratch

To create custom fields from scratch

Select Settings → Custom Fields.
Optionally, if you haven't created one already, add a new group:
1. Select Add → New Group.
2. Enter a Group Name, then from the Add Fields to Group menu, choose any existing fields you want to include.
3. Select Create Group.
To create a custom field, select Add → New Field.
On the Create New tab, choose a field type, then select Add.
Enter the following information:
- Field Name: The name of the field as it's displayed on customers' profiles.
- Description (optional): An optional description of this field shown on the Custom Fields page.
- Title: This title will be displayed to your customer if you add this field to a form or SOAP note.
- Description (optional): This description will be displayed to your customer if you add this field to a form or SOAP note.
Configure the following settings:
- Assign to Group(s): Add this field to a group. You can add the same field to multiple groups, or you can create a new group from the menu as well.
- Display on Customer Profile: Choose whether to show or hide this field from customers' profiles. You may want to hide a field if it's used specifically for a formula.
- Field Type: Switch to another field type.
- Track Changes: Monitor changes to this field over time in your customer's profile. Your customer's data will be shown as a graph or table.
Depending on the field type you choose, you will need to add additional information to your field. To learn more about each field type, see How Each Field Type Works. When you finish creating your field, select Save.

How Each Field Type Works

Text Field

The Text Field allows you to add a short paragraph to customers' profiles. You or your customer can enter up to 100 characters in this field. If you choose this field type, you'll be able to see a preview of what the field will look like on a form or SOAP note.

Long Text

The Long Text field allows you to add long-form content to customers' profiles. You or your customer can enter up to 500 characters in this field. If you choose this field type, you can add an optional Placeholder Text. The preview of this field will display under Preview.

Single-Select Dropdown

The Single-Select Dropdown field allows you to add a dropdown menu to customers' profiles. If you choose this field type:

Enter the text for each option you want customers to choose from.
To add a new option, select Add Option.
To remove an option, select X.
To move options around, select Move and drag the option to the new position.

You can see a Preview of this field and how it'll look on a form and SOAP note.

Multi-Select Dropdown

The Multi-Select Dropdown field allows you to add a dropdown menu to customers' profiles. If you choose this field type:

Enter the text for each option you want customers to choose from.
To add a new option, select Add Option.
To remove an option, select X.
To move options around, select Move and drag the option to the new position.

You can see a Preview of this field and how it'll look on a form and SOAP note.

Number

The Number field allows you to add a numerical value to customers' profiles. If you choose this field type, configure the following fields:

Unit: Choose the measurement unit for the number, such as USD, grams, or Celsius. Select No Unit to show only a number, or Custom to create your own.
Position: Determines whether the unit appears before or after the number.
Decimals: Sets the maximum number of decimal places allowed for the value.

You can see a Preview of this field and how it'll look on a form and SOAP note.

Date

The Date field allows you to add a date to customers' profiles. If you choose this field type, select a Date Type:

Standard Date: The month, day, year format.
Reminder Date: Set a reminder for a future date.
- Notify Me of This Reminder: When the reminder date is reached, the field on your customer's profile will be highlighted to draw attention, and a popup note will be added to your customer's profile.
- Duration: The days, weeks, or months before the date you want to be reminded.
Month-Year: The month, year format.

You can see a Preview of this field and how it'll look on a form and SOAP note.

Formulas

The Formula field can be used to calculate complex information in a customer's profile, such as BMI, weight loss, or averages.

To build your formula:

Select a Field for your formula. This can either be a custom value or an existing number or formula custom field.
Apply a Function (add, subtract, multiply, or divide) to your formula.
Select a second Field for your formula. If the previous value didn’t include a custom field, you must select one here.
To create a multi-step formula, select Add Formula to add another row. You can then include the Result Above to use the previous formula’s result in the next calculation.
Finalize the rest of your formula.
Customize how the result appears on the customer’s profile using these settings:
- Resulting Unit: The unit of measurement associated with the result, such as USD, grams, or Celsius.
- Position: Determines whether the unit appears before or after the result.
- Decimals: Sets the maximum number of decimal places allowed for the value.

Add Custom Fields to Forms and SOAP Notes

Add custom fields to forms and SOAP notes to gather data from form responses. To ensure the data is collected and added to the correct profile, turn on Require Vagaro Login in your form's settings.

For example, to collect a customer’s emergency contact information, add an emergency custom field to a form or SOAP note. When the customer submits the form, their response is saved to their profile. If they complete the form for a family member, friend, or pet, the information is saved to that profile instead.

Custom Fields can be added to forms and SOAP notes on the computer, tablet, Pay Desk, or PayPro versions of Vagaro.

Add Custom Fields to Forms

To add fields to a form:

Go to Forms .
Create or edit a form:
- To create a form template, in the top-left corner, select Create New → Form.
- To edit an existing form, select Action → Edit.
- To duplicate a form, select Action → Duplicate.
In the form designer, select the Custom Field element and drop it into the form builder. The element settings will appear on the right side.
From the Select Field list, choose the custom field you want to add.

Note

If you decide to add a new custom field from this menu, any changes you made to this form will be lost.
To display a different title specifically for this template, enter an Alternate Title.
To make this field required, turn on Required Field.
Make any additional changes to your form and save them.

Add Custom Fields to SOAP Notes

To add fields to a SOAP note:

Go to Forms .
Create or edit a SOAP Note:
- To create a SOAP note template, select Create New → SOAP Note.
- To edit an existing SOAP Note, select Action → Edit.
In the form designer, select the Custom Field element and drop it into the form builder. The element settings will appear on the right side.
From the Select Field list, choose the custom field you want to add.

Note

If you decide to add a new custom field from this menu, any changes you made to this form will be lost.
To display a different title specifically for this template, enter an Alternate Title.
To make this field required, turn on Required Field.
Make any additional changes to your SOAP note and save them.

Manage Custom Fields on a Customer's Profile

You can manage custom fields on a customer's profile from both a computer and the Vagaro Pro app.

On the Vagaro Pro App

To manage fields on your customer's profile:

Go to Customers and select a customer.
Go to the Data tab.
To add a new value in the field:
1. Select the field you want to change, then select Edit Field.
2. Update the field as needed, then select Save.
To see all changes made to a field, select View Trend. Depending on the field type, this chart will be shown as either a table of all changes made or a trendline graph. From your field's trend chart, you can do the following:
- If you can see a trendline graph, you can switch between the Chart View or Grid View.
- Change the date range shown on the chart.
Note

If you don't see this option, you may need to turn on Track Changes in your field's settings.

On a Computer

To manage fields on your customer's profile:

Go to Customers and select a customer.
To add a new value in the field:
1. Hover over the field you want to change, then select Edit Value .
2. Update the field as needed, then select Save.
To see all changes made to a field, select View Trend . Depending on the field type, this chart will be shown as either a table of all changes made or a trendline graph. From your field's trend chart, you can do the following:
- If you can see a trendline graph, you can switch between the Chart View or Grid View.
- Change the date range shown on the chart.
Note

If you don't see this option, you may need to turn on Track Changes in your field's settings.

Manage Custom Fields You've Created

To manage the fields you've created on a computer, tablet, Pay Desk, or PayPro:

Select Settings → Custom Fields.
To filter the list of custom fields, select Filter, set filters for Field Type or Display on Customer Profile, and then select Apply Filter.
To reorder your custom fields:
- To rearrange a custom field, select Move and drag the field to a new position. You can't move fields to different groups with this method.
- To move a field to another group, select Action → Edit, go to Assign to Group(s), and choose the groups you want to add this field to.
Tip

Changing the order of custom fields and groups on the Custom Fields page.
To manage your fields, select Action , then choose an option:
- Edit: Make changes to your field.
- Duplicate: Make a copy of this field. A "Copy" tag will be added to the duplicated field.
- Delete: Remove this field.
To undo the deletion of the field, select Undo Delete, select the fields to restore, and then select Confirm.

You can restore a field only within 90 days of deleting it. An "(Old)" tag will be added to the field's title once restored.

Manage Groups

When you delete a group, you can reassign a field to another group. If it's reassigned to a group with those custom fields already.

Select Settings → Custom Fields.
To rearrange a group, select Move and drag the group to a new position.
To add a custom field to this group:
1. Next to the group, select Action → Edit.
2. From the Add Fields to Group menu, choose the custom fields to be added, then select Save.
To edit the name of a group:
1. Next to the group, select Action → Edit.
2. Enter a new Group Name, then select Save.
To delete a group:
1. Next to the group, select Action → Delete.
2. Choose whether to Reassign fields in this group or Delete fields in this group.
3. If you choose to reassign fields, select the group you want to reassign them to. Custom fields that are attached to both groups won't be duplicated.
4. Select Delete Group to confirm. Any fields you reassigned will be added to the group you selected.

Control Employee and Multi-Location Access

If you want to control access to custom fields for your employees at other locations, see the following articles:

You can configure Access Levels to prevent employees from viewing or editing custom field values and settings.

If you use Multi-Location, you can also choose to share Custom Fields across locations, along with the data entered in those fields.