Managing Customers - Vagaro Pro App

The Customer Management tool allows you to refund transactions, create new customer profiles, edit customer records, and run detailed searches to see customer booking and purchase history details. You also can keep track of IOUs and add customer notes, SOAP notes, and forms to a customer's profile.

To get started, click Customers at the top of the screen. From there, you can create a new profile or view the details of an existing one.

Related Article: Managing Customers - Web Version

Covered in this article:

Click the links to jump to that section.

Create a Profile for a New Customer

1. Tap the Customers tab and then tap the Plus sign to create a new customer.
   
   
2. Tap Save after entering the details.
   
   See Add a Customer - Vagaro Pro app for more detail.

Manage Existing Customers

1. Click the Customers tab.
   
2. Enter the name in the search box and click to select a customer.
   

You can do the following once you get to the customer's profile. 

• View and edit profile details (all info entered when you set up a new customer profile)
• Add, change, or remove their profile picture
• Manage Family & Friends group membership
• View details and dates for Customer Since, Sales, Appointments, No Shows, Last Visit, Check-Ins, Classes, Cancellations, and General Tags
• Add a credit card
• View and edit their Points Balance
  Loyalty points are given to customers as an incentive to book more services and purchase more products from your business
• Add customer notes, SOAP notes, and forms to the customer's profile
• Email the customer's username and password if they are having issues logging into their customer account
• Using the profile tabs, view details, add, edit the following (possible actions vary by tab) for the following:
  

  Data	Appointments	Classes	Check-Ins
  Notes	Files	SOAP	Forms
  Products	Gift Certificates	Packages	Memberships
  Invoices

Add a Photo to a Profile

1. Tap Edit Profile on the customer's profile.
   
2. Tap Edit under the profile picture to add, change or delete a photo.
   If there's no photo, you'll see a circle with the customer's initials.
   
   See How to Upload a Customer Photo.

Edit a Profile

1. Tap Edit Profile on the customer's profile.
    
2. Edit the customer information and then tap Save.

Add a Credit Card to a Profile

You can add a new credit card to a customer's profile or edit an existing one.

1. Click Add a Card (or Edit Card, if there's already one on file.)
   
2. Enter the card details, including the billing address, and click Save when you're done.
   
   
   Note: Billing Address is required when entering credit card information. Start typing in the address and the system will offer verified address suggestions to select from.
   

Email a Username and Password

If a customer can't access their customer account, you can email them their username and password.

1. Tap Email Login Info.
   
   
   Note: If the customer has never logged into their Vagaro account, the temporary login information is displayed and can be edited. Otherwise, you can email the current login info, but only the customer can change it from their account.
2. When you tap Email Login Info, you'll see a confirmation displayed.

Edit a Customer's Points Balance

Loyalty points are given to customers as an incentive to book more services and purchase more products from your business. View and Edit a customer's points balance from two different screens in Vagaro Pro.

1. To View the points balance, tap the Data tab (next to Profile).
   
2. To update a customer's Points Balance, tap Edit on the Profile tab.
   
3. Scroll down to find the Points Balance entry, tap it, enter the new balance, tap the checkmark, and tap Save.
   

Moving through Customer Profile Tabs on the Vagaro Pro app

The customer profile uses tabs to separate areas of detail for each customer. With the Vagaro Pro app, you have two ways to move to a new tab:

1. Scroll left or right through the list of tabs at the top, under the Customer's name, then tap the tap you want to jump to it.
2. Swipe left or right in any detail tab to move to the one before or after the one you're on.

Appointments History

To see a customer's appointments history, tap the Appointments tab. Appointments display as cards in date order.

Click an appointment to see available details:

To filter the appointments list:

1. Tap the Filters icon.
   
2. Tap Select Status and select a status option.
   
3. Tap Select Service to select an individual service from the list.
   
4. Tap Select Service Provider to select a specific employee.
   
5. Select a date range using the Start and End Date selections.
6. Click Apply.
   

Depending on the appointment's status, you may see an Action menu (3 vertical dots) on the detail screen. Tap it to access options to change the status of the appointment or upload files associated with the appointment.

Classes

To see all the classes a customer has booked, click on the Classes tab. Classes display as cards in date order.

You can see the following detail for each class:

To filter the classes list:

1. Tap the Filter icon.
   
2. Tap Select Status and select from the list of status options.
   
3. Tap Select Class to select an individual class from the list.
   
4. Tap Select Service Provider to select a specific employee.
   
5. Select a date range using the Start and End Date selections.
6. Click Apply.

Depending on the status of the class, you may see an Action menu (3 vertical dots) on the detail screen. Tap it to access options to change the status of the class.

Check-Ins

You can see an overall number of customer Check-Ins on the Data tab.

To see more detail on check-ins, use the Web version.

Notes

Click the Notes tab to see the following information regarding each note:

1. Filter the list by selecting a note type from the top of the Notes tab.
2. Add a new note by tapping the plus sign.
   Select a note type, enter up to 1000 characters of text, and tap Save when you're done.
   
3. Edit an existing note by tapping it on the list.
   You can change the note type, edit the text, or delete the note from the edit screen.
   

For more on managing notes from the customer profile, see:

• How to Add a Customer Note - Web Version
• How to Add a Customer Note - Vagaro Pro app
• Edit or Delete a Customer Note - Web Version

Files

If you have Vagaro Drive, you can store customer files and images, appointment files, and forms files.

Tap Upload to add appointment or customer files.

Appointment Files

Tap Appointment Files to see files associated with customer appointments, sort the files and search for specific file information.

1. Tap the Plus sign to upload files to an appointment.
   You'll have a choice of upcoming and past appointments, and can use your device's camera or choose files and photos stored on the device.
2. Tap the Sort icon (up and down arrows) to choose sorting options.
   
3. The view defaults to Grid. Tap the List or Grid icons to toggle between the views.
   

Customer Files

Tap Customer Files to see customer files, sort files, and search for specific file information.

1. Tap the Plus sign to upload files from your photo library or stored files, or use the device's camera.
2. Tap the Sort icon (up and down arrows) to choose sorting options.
   
3. The view defaults to Grid. Tap the List or Grid icons to toggle between the views.
   

Forms Files

Tap Forms Files to see files uploaded as part of a form, sort files, and search for specific file information.

1. Tap the Sort icon (up and down arrows) to choose sorting options.
   
2. The view defaults to Grid. Tap the List or Grid icons to toggle between the views.
   

All Files

Click the Action menu (3 vertical dots next to the file name) menu on individual files to make changes to the file. This applies to all three file type areas (Appointments, Customer, and Forms.)

SOAP Notes

To learn how to add SOAP Notes to a customer's profile, click this link: How to Add SOAP Notes.

Forms

On the Forms tab, you can add a new form to the customer's profile or view and edit forms they've already completed.

1. Tap Fill New Form to select from available forms and fill them out or send them to the customer.
   
2. Tap the drop-down menu for previously filled forms to view and edit them.
   
   
   1. Tap Edit to change the form, add or download images.
      
   2. Tap Details (on the Action menu - 3 vertical dots) to see info about the form:
      
      • The date and time submitted
      • The device used to submit the form
      • The IP Address and location
        
   3. You can also print, download or delete a completed form using the Action menu choices.
      Tap Select a printer and then use Save as PDF to download the completed form.
      

Products

To see all the products a customer has purchased, click on the Products tab once you've accessed the profile. Products sold to the customer are displayed as buttons to tap for more detail.

Once you get to the detail page, you can see the following information for each product sold. (Product Name is at the top of each detail page.)

To do more with product sales from the customer profile, including filtering what you see and refunding some purchases, use the Web version.

Gift Certificates

Tap this tab to see the gift certificates a customer has purchased. You can filter the list with options at the top of the screen to see only Outstanding, Redeemed, Voided, Expired, or All gift certificates.

Tap a gift certificate to view the GC# and balance, print or save a copy to PDF, and get more information.

Tap More Info to get more detail. On this page, you can see the following information for each gift certificate: Initial Amount, name of the service provider that created the GC, the current balance, and gift certificate history (balance increase, decrease, redemptions.)

Packages

Tap the Packages tab to view a customer's packages:

You can filter the packages list on Outstanding, Redeemed, Voided, Expired, or the default of All.

Tap a package to see the actions you can take.

1. The Edit Package button opens a pop up screen telling you that you can only edit a package on the Web version.
2. Tap Edit Balance, and then tap the detail to add or subtract visits, or change to Unlimited visits.
   Tap Save when you're done.
   

   The Edit Balance screen also shows you a list of all the services that are included in the package.

3. Tap Pause Auto Renew to temporarily suspend package renewal until you manually resume it.
   The Package shows in the list as paused.
   
   To resume a paused package, tap the package and select Resume Auto Renew, then tap Resume Package in the confirmation that pops up.
   
4. Tap Cancel to cancel the package.
   
   Important: This action does not provide a "confirm" option. Once you tap Cancel, the package is canceled and cannot be restored.
5. Tap History to view all actions taken on this package.
   
   If you tap Starting Balance on the History page, you can also edit the package balance as shown in step 2.

See Managing Customer Packages for more information.

Memberships

Tap the Memberships tab for information about a customer's membership. (Remember: only one membership can be active at a time.) There are no filtering options for the Memberships tab.

Tap a membership to see the actions you can take.

1. The Edit Membership button opens a pop up screen telling you that you can only edit a membership on the Web version.
2. The Edit Balance button show you tabs for Services/Classes and Products included in this membership. Select a tab, then tap a detail area to edit the Visits (services and classes) or Quantity (product) and toggle either to Unlimited.
   

   Services/Classes	Products

   Tap Save when you're done.
3. Tap Pause Auto Renew to temporarily suspend auto-renewal of the membership.
   
   1. Use Pause to suspend the membership renewals for an unlimited period (you will have to resume auto-renew manually.)
      
   2. Tap Pause Temporarily to select a number of billing cycles, change the membership price during the pause, and allow membership benefits to continue until the end of the current billing cycle.
      
   3. Tap Pause Membership on either screen to save the change.
      The membership now shows as Paused on the Memberships tab.
      
      To edit the pause or resume auto-renew, tap one of the options:
      
      If you resume auto-renew, a confirmation box pops up.
      
4. Tap Cancel to cancel the membership.
   
   Important: This action does not provide a "confirm" option. Once you tap Cancel, the membership is canceled and cannot be restored.
5. Tap History to view all actions taken on this package.
   
   If you tap Starting Balance on the History page, you can also edit the member balances as shown in step 2.

See Managing Customer Memberships for more information.

Invoices

Click the tab to see all invoices for a customer. You can search by entering all or part of the invoice number, date, or amount.

The Action menu (3 vertical dots) provides these options:

Tap the invoice, or the View option on an Action menu to see the invoice details:

Swipe up or down to view all of the detailed information.

See Manage Invoices from the Customer Management Page.

IOUs

IOUs can only be managed on the Web version. See Managing Customers - Web Version or Manage IOUs from the Customer Profile for details.