The Multi-Location feature allows you to manage several business locations from a single Flagship Vagaro account, eliminating the necessity for micromanagement. Within the Multi-Location settings of your account, you can share customers, points, gift cards, form responses, and other information across different locations. Additionally, you can sync your Flagship settings across all businesses, ensuring consistency throughout each location. By default, only the business owner has access to these settings; however, you can give employees access to this screen from Access Levels.
Prerequisites: This feature is only available for multi-location businesses.
Businesses must be organized into groups to share customers and sync settings. Information can only be shared within locations in the same group.
To set up a multi-location group:
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Select Settings
→ .
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Select Add and select New Group.
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Enter a Group Name, and select locations to include in the group from the Select Locations drop-down list.
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Optionally, you can choose whether to Share Customers between all locations in the group.
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Optionally, you can choose whether to Sync Settings between all locations in the group.
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Select Save.
Your new group with the businesses you've added appears at the end of the multi-location listings.
Existing locations can be added to groups or removed as needed. You should create any new locations beforehand if needed.
To manage locations within a group:
Sharing customers between grouped locations will sync:
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New customers from all locations within a group.
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Merged customers within a group.
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Edited customers within a group, like changing the profile name or phone number.
When you first sync customers, the customer lists for all locations you selected are merged, resulting in multiple locations having the same customer lists. Customers that are deleted at one business will not be removed from other locations. Let's use an example of two locations: Location X and Location Z. Their customer lists look like this:
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After grouping these locations and syncing their customers, they will have the same customers in their lists.
To share customers:
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Select Settings
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Next to the group you want to modify, select the Action
menu, then select Edit Group.
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Under the Shared Settings heading, toggle Share Customers on.
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In the Share Customers From list, select all locations you want to share with this group.
Note
If you select locations from another multi-location group, their customers will be shared with this group without affecting that location's customer list.
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To sync between businesses in a group:
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Points: Whether points can be earned and redeemed at all locations where customers are shared.
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General Tags: Whether general tags associated with customer profiles will be visible at all locations where that customer is shared.
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Gift Cards: Whether gift cards can be redeemed at all locations where customers are shared.
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Form Responses: Customer form responses and SOAP notes will be shared at all locations where customers are shared.
Note
If any of the locations in the group do not have Forms activated, a popup will prompt you to activate this feature for those locations.
Syncing forms between all your businesses can take up to 2 hours.
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Memberships: Whether memberships can be redeemed if they share the same qualifying services, classes or products.
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Packages: Whether packages can be redeemed if they share the same qualifying services or classes.
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Vagaro Drive: Whether to share uploaded files to all locations.
Important
If packages and memberships to be shared between locations do not have the exact same package/membership name, services, classes, or products that they include, they will not be synced.
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Select Save.
If you turn off customer sharing or remove a location from a group, the system separates and restores each business's customer list back to its original configuration. The exception is if a shared customer has made a purchase at one of the other businesses in the group.
For example, if a customer from Location X makes a purchase with Location Z while both locations are sharing customers, turning off sharing will remove all customers shared except that profile.
To turn off customer sync for a group:
When you Reviews selected in your Share Customers settings, reviews for employees that work in more than one location are shared on the booking page for each location. If you add an employee to a new location that's part of a group, their existing reviews will be replicated on the new location's booking page. Reviews are shared throughout the entire multi-location setup, including between different groups.
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Location: On your Vagaro Listing Page, the About tab shows an overall rating (from all ratings in all reviews) and a link showing the number of reviews.
When a review for an employee from a location is added, the rating is calculated to include the latest ratings, and the number of reviews is incremented. When a customer selects the link to see the location reviews, they'll see only ones that were written for services performed at this location.
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Employee: On the Staff tab of your Vagaro Listing Page and when a customer is offered multiple employee choices when booking a service, all reviews for an employee, regardless of location, appear.
When a new review is added for an employee who works at more than one of your locations, the overall rating changes to add the new rating into the overall calculation, and the number of reviews increments for that employee - in ALL locations.
Removing employees from a location or removing a location from a group will affect the employee's reviews:
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Removing an Employee From a Location:
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Location/Venue Reviews
All reviews for the location are maintained in the About tab, even after the employee is removed. The rating from that review is kept as part of the overall rating calculation for the location.
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Employee Reviews
The employee is no longer shown on the Staff tab. This means that reviews for the deleted employee are not shown, either.
However
An employee review written while they were in Business B is still shown with that employee's reviews on Business A's staff page.
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Removing a Location From a Group:
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All reviews for the location are maintained in the About tab. The rating from that review is kept as part of the overall rating calculation for the location.
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The employee is shown on the Staff for both locations after separation. The review for that employee is only shown on the Staff page of the business that was reviewed.
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Keeping a consistent brand for your business is important, especially when you own multiple locations. Simplify this process by syncing a flagship's pricing, menu, and settings to a group or all your locations. A flagship can be a template business, or it can be one of your most successful locations.
After the first sync, certain fields will either be Locked or Unlocked. Unlocked fields can be modified by all locations, while Locked fields can only be modified by the flagship. See here to learn more.
Note
You can only select one flagship location per grouping.
In Vagaro, some settings depend on each other to function. For example: turning on Membership Menu will also enable Service Menu, Class Menu, Product Menu, and Vendors.
To sync business settings:
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Select Settings
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Next to the group you want to modify, select the Action
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Scroll down and toggle Sync Settings.
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In the Choose Flagship Location list, select a flagship.
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Select the following settings to be synced:
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Things We Sell: Sync your services, class, and package offerings to other locations.
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Service Menu
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Class Menu
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Membership menu
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Package Menu
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Product Menu
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Vendors
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Discount Menu
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Fees, Payment Methods, & Checkout Settings
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Business: Pay for all your location on one card and sync custom fields.
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Billing Information
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Employees: Sync your access levels and payroll information to other locations.
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Access Levels
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Payroll Configuration Settings
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Look & Feel: Sync your gift card designs to other locations.
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Gift Card Images
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Premium Feature: Sync settings for premium Vagaro features.
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Form Templates (Includes SOAP notes)
Note
This setting syncs form and SOAP note templates. To also sync responses, turn on Form Responses in your Share Customer settings.
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Online Shopping Cart Settings
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Optionally, select whether to Sync Business Pricing to other locations as well.
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In the Sync Pricing From list, choose the location you want to use as the pricing template for the synced items.
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Choose the types of items you want to sync, such Service Menu Pricing, Class Menu Pricing, and so on.
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Select Save, then complete the steps in Sync for the First Time to complete the syncing process.
You can decide whether to manually or automatically sync information with the flagship every day. We recommend syncing manually for the first time and then setting up automatic syncing.
Important
Make sure you are logged into the flagship you want to sync to the other locations because each location may have different settings.
Vagaro automatically syncs your locations daily at 3:00 AM local time.
To set up automatic syncing:
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Select Settings
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For the flagship business, select the More
Note
The
icon shows what location you are currently logged into. Hover over the Flagship
icon to see what group a flagship is attached to.
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Toggle on Automatic Syncing.
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Select Save.
To manually sync with the flagship:
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For the flagship business, select the More
Note
The
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For the flagship business, select the More
Note
The
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Next to Automatic Syncing, select Sync Now.
The locations attached to the flagship will begin syncing. This may take a moment to complete. Refer to the Sync Status column to see if a location has synced.
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Any locations with the
icon are currently syncing.
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Any locations with the
icon have synced.
A business with a branded app from Vagaro can share it with some or all of its locations.
To share the branded app:
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Select Settings
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Go to → → .
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Under Branded App, select an option for sharing the Branded App:
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Activate Branded App for All Locations.
Immediately shares the branded app with all locations and automatically adds the app to any locations you add in the future.
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Activate Branded for Specific Locations.
Use checkboxes to select individual locations that will share the branded app.
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Select Save.
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If you selected Activate for all locations:
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Review the locations in the Activate Branded App popup confirmation and Activate the branded app.
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If you selected Activate for specific locations, you might see two pop-up confirmation screens when you select Save.
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For locations that currently have an active branded app but won't be included in sharing with the other locations in the group, select the checkbox to agree to the Terms & Conditions, then select Deactivate.
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For locations that don't have the branded app, agree to the Terms & Conditions, then select Activate.
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Select Save again to finish.
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