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Welcome to Vagaro! We hope you're excited to join thousands of service providers on the free Marketplace and millions of customers looking for businesses like yours! But before you can start getting booked & busy, you need to get set up. The Vagaro software is intuitive and easy to use. To make things even easier, we’ve assembled this guide to walk you through everything that the most comprehensive software solution can do for your business. We’ll even provide some pointers & tips to help you stand out from the competition. So, let’s get started! 

Getting Started with Vagaro Pro 

Features Included with Your Subscription 

Getting Started with Vagaro Pro

When you first log in to your Vagaro Pro account, it's important to take the time to set everything up so you can hit the ground running. If you forego setting up, you may leave out valuable information or miss a feature that could be beneficial for your business. As you open your Pro account, locate & select the Settings tab. Then, navigate over to the menu on the left-hand side. 

*Please note some features require Vagaro Merchant Services (VMS) to be enabled.   

Business Information 

At the top of the lefthand menu, you’ll see different tabs to click to fill out information regarding your business that will appear on your Vagaro landing page. Display your business on our free Marketplace to be found by the millions of customers searching for classes & services. Your business will show up when users perform searches in your area. 

Business Profile 

Your business profile will be displayed on your Vagaro page and contains all the pertinent information clients need to know about who you are, your location, your hours of operation and how to contact you. Here, you can choose to list your business on the Vagaro Marketplace, Google and Apple Maps. 

COVID-19 Ready 

Taking steps to ensure your business adheres to COVID safety guidelines? In this section, you can share your business cleaning practices, toggle on the touchless check-in option and enable a contactless checkout experience. 

Facility Information 

Let clients know the specifics of your business. Set a clear cancellation policy to protect yourself from no-shows or last-minute cancellations. If there are any unique directions a client needs to get to your business location, you can also input that in the Special Instructions text box. Below this box, you can check off other applicable options, like whether you accept walk-ins or which amenities are offered. 

Billing Information 

Input your credit card information to pay for your monthly subscription and other purchases you make with Vagaro. Keep your billing information up to date to avoid an interruption to your subscription. 

Import Management 

Overwhelmed by the thought of manually inputting your client list into Vagaro? We’ve got you covered! Quickly transfer existing client information to your Vagaro account using one of the listed import methods. If you’re using another software, our specialized Imports Team can help you get all of that service, appointment & client information switched over with ease! 

Multi-Location 

If you have multiple business locations, use this feature to share information, like client lists, Forms, Memberships & more between locations. You can link your account to an existing Vagaro business or create a new one. 

*Please note that each location will have its own monthly Vagaro subscription. 

Employee Information 

Employee Profiles 

Add employees to your roster. Encourage your employees to write a short bio highlighting their background and experience, which appeals to potential clients. Choose whether each employee can take online bookings, which services they offer, their working hours and whether they are currently active & accepting clients. 

Rent & Fees

Collecting rent & fees from booth renters is simple. Activate the feature and set rent collection frequency. You can choose to deduct retail commission from rent. Here, you can store digital rental agreements. Have renters input their preferred payment methods for seamless rent collection that you don’t have to think about each month!  

Access Levels 

Manage employee permissions for different aspects of your business by creating custom access levels. When you add a new access level, you can choose how an employee with this level can help run your business, like whether they can run reports or manage marketing campaigns. 

Website Employee Lineup 

Drag to arrange the order in which employee names and bios appear under the Staff section on your Vagaro page. 

Booking Settings

Email & Text Notifications 

Customize how clients are notified & reminded about their appointments and whether you require an appointment confirmation before the service. You can also decide whether the service provider and business also receive notifications. 

Online Appointment Rules 

Create parameters around how appointments can be made, including the lead time required before booking a service. Decide whether an appointment must be accepted when booked online. Choose how your waitlist is filled and specific cancellation times & rescheduling rules. 

House Calls 

If you offer mobile services performed at a client's location, this section allows you to add travel time & associated fees for House Call appointments. 

Booking Widget 

Allow clients to book anytime, anywhere via a Booking Widget for your social channels & personal website. Decide which tabs will be visible in the widget and how the booking page pops up. You can also create booking widgets for individual employees to use. Widgets are embeddable in your social media pages & business websites for a one-stop booking experience. 

Things We Sell 

Service/Class Menu 

Creating a clear class & service menu allows for a seamless booking experience for your clients. Add categories to make your service & class menu organized and easy to navigate. You can also create service or class Add-Ons. Add-Ons automatically upsell extra services based on client selections while booking. For more information, check out these articles about Add-Ons for spas, salons & barbershops and fitness classes

Simply select Services or Classes, then click the Add button. Choose from the drop-down menu what you’d like to add. Under Services, you can add a Category, Service, Service Bundle, Service Add-On Category or Service Add-On. Under Classes, you can add a Category, Class, Class Add-On Category or Class Add-On. Once you click on an option, fill out all applicable information. You can use a premade Vagaro template or create your own. 

If you have any resources (like equipment or a specific room) that are available in a limited quantity, add Resources that can be reserved for scheduled classes or services. 

Membership

Recurring memberships generate a recurring source of revenue and bring in a consistent stream of customers. To create a new membership, enter its name & description along with its cost and the charge frequency. Toggle on applicable filters for the membership. At the bottom of the page, choose which classes, services or add-ons you want included in the membership.

Packages 

Use packages to sell a set of visits at a discounted price. Create a new package, name it, include a description and then specify the price & charge frequency. Toggle filters on as needed. At the bottom of the page, identify which classes, services or add-ons are included as part of the package. 

Inventory 

Input a product barcode and fill out other pertinent information, including the brand name, product type & cost. Add an image to distinguish products, visually. Set low-quantity warnings which remind you to create and send purchase orders when selected products dip below a set threshold. You can also set maximum quantities to avoid ordering too many products. 

Purchase Orders 

Quickly create & send purchase orders. Choose between a purchase order for low-quantity products, quantity less than a set amount or create orders based on average weekly sales & usage. Input vendor and shipping information. Once you receive the order, mark it as Received or Partially Received so products can be automatically input into your system while avoiding discrepancies in your inventory count. 

Invoices

Let customers pay for a service online using invoices. This feature is of particular interest when providing services to a group of people. Hit Create Invoice, select the recipient, add services, products, gift certificates, packages or memberships, confirm the total, and voilà! Your invoice is ready! You can toggle on the option to allow customers to leave a tip. 

Online Shopping Cart* 

Create an online store where clients can submit deposits and buy anything your business offers, including services, products, memberships, gift certificates & packages! Decide whether products can be shipped or picked up and which days of the week clients can come to pick up purchases. Be sure to outline your refund policy. 

Vendors 

Input information to organize your inventory according to brand and vendor. This makes inputting purchase orders and pulling sales reports that much easier.   

Discounts 

Create parameters for any discount your business offers. Aside from the name & description, choose whether this discount expires, can be used multiple times or has a minimum purchase amount, among other customizable settings. You can also decide whether the discount applies only to certain service providers. 

Daily Deals 

A Daily Deal is a limited-time promotion your business can run for free to attract new clients or to entice clients to return. Before creating a Daily Deal, list your business on Vagaro’s Marketplace for online booking. Once your Daily Deal is published, you can analyze its performance by clicking on its Status. Vagaro does not take a commission from Daily Deals.  

Taxes & Checkout 

With Taxes & Fees, you can accurately tax your services and quickly add fees. Apply multiple taxes & fee rates to anything you sell. Fees can either be a monetary amount or a percentage. You can add up to five fees to your profile and decide whether they apply automatically or choose to add them manually at the time of checkout. 

Customizing Look & Feel

Calendar Configuration 

Your calendar is customizable. Choose between different page layouts and whether you’d like optional labels—like ones for customer tracking—to appear on appointments. You can also rearrange the order of how service providers will appear on your calendar. 

Photo Gallery 

Upload photos to feature on your Vagaro page, so clients can see the services and classes you offer. This gives potential clients an idea of what a service looks like, so they can choose the correct service when booking.  

Design Gift Certificates 

Upload an image to appear on printed and digital gift certificates. Each image must be 700x400.  

Themes 

Choose a color scheme for your Vagaro Pro account theme. 

Add-On Features

Feature Subscriptions 

Our unique à la carte model allows you to pick & choose which features work best for your business. Feature subscriptions unlock upgrades that can help grow your business. Vagaro offers a personalized approach to your business management, allowing you to choose which features you want, creating the perfect software for your business. These features cost a monthly fee on top of your subscription. 

On this page, you can toggle on features to add them to your subscription. If you no longer need one, simply return to toggle them off. Below, we’ll explain what each feature does, its cost and how it can benefit your business. To further customize these settings, head over to the respective tab on the left-hand side to make additional changes. 

Forms ($10) 

Customize forms, surveys & waivers to send to clients before or after appointments. These forms can be attached to a customer profile for quick reference and are a handy way to get to know client preferences. 

Check-In App ($10) 

Let clients scan in for classes or events without interrupting your flow. The app will notify you when a client checks in. If they need to register or complete a form, they can do it here.   

Get Featured ($10) 

Boost yourself to the top of local search results and make it easier for clients to find you. Just one new client acquired will pay for this feature! 

Branded App ($200) 

Want to keep your business top of mind and relevant for your customers? What about one-stop booking, branded specifically for your business? With the Branded App, clients will have direct access to all things relating to your business. And with a custom logo & design, you’re sure to stand out from the crowd. 

Payment Processing (VMS) 

When you add Vagaro Merchant Services (VMS) to your account, you unlock features that require credit card processing. Accept payments at your business or on the go, so you get paid anytime, anywhere. 

Vagaro Pay Later  

VPL (Vagaro Pay Later) lets customers make purchases now and pay in four interest-free installments over six weeks. This feature has a low transaction fee of 6% & poses no risk to you because you get paid in full, upfront. Plus, data shows customers are 30% more likely to buy from a business if they can use flexible payment options! 

*Pay Later is only available in the United States. 

Payments 

Take payments in-house, online or on the go. Speed up the checkout process by storing credit card information and charge cards on file. You can set up recurring payments for memberships & packages.  Plus, we offer competitive credit card processing rates.  

Online Shopping Cart ($10) 

Make all your business offerings available for online purchase! Clients can buy from you, even when you’re off the clock, creating a passive source of income. Plus, with the Shopping Cart enabled, you can accept deposits for services & classes, which really helps with no-shows. 

Text Marketing (Starting at $20) 

Use text marketing to stay connected with your clients & engage with them. You can create automated campaigns to create thank-you messages or launch re-engagement campaigns. With Vagaro’s Text Marketing Builder, you can quickly create messages, embed links & preview messages before sending. By sending text messages to your customers, they are 5x more likely to read and engage with your multi-channel campaigns.

Email Marketing (Starting at $10 after 1,000 FREE emails/mo.) 

Use our email editor to create aesthetically pleasing, easy-to-read emails for clients. Create automated campaigns to send to specific groups of customers. Analyze the effectiveness of your emails using our Reports feature. Combine email marketing with your social media efforts to see an increase in business! 

Vagaro Drive (Starting at $10) 

Store photos & files related to your business or clients, always accessible & secure. Save & access live streamed classes, that you can then upload on YouTube to promote your business & use for content creation.  

QuickBooks 

Ideal for small businesses or solopreneurs, QuickBooks helps expedite onboarding & payroll processing, giving you more time to build strong client relationships & a better business overall. 

Xero 

Designed for small to mid-sized businesses, Xero makes running payroll and onboarding new hires quick & easy. Get back time to focus on running your business and creating connections with clients. 

Webpage Builder ($10) 

Use our webpage builder to customize your Vagaro page to show off your brand. 

Live Stream ($10) 

Stay connected & available by offering virtual consultations, appointments, classes or workshops that clients can join from anywhere. 

Pay Desk & Hardware 

Choose which pay desk fits your business needs. Don’t want an entire pay desk? No problem. Use our handy, portable credit card reader, valued at $100, free when you sign up for VMS! 

Marketing

Get Featured 

A great way to increase your business reach, Get Featured boosts your business to the top of local search results. Be sure to review the guidelines in place in order to ensure your request to Get Featured is approved. Generally, be sure to have a complete business profile & a clear, appropriate photo. 

Social Links 

Copy & paste links to your social media platforms to appear on your custom webpage & outgoing emails. 

Features Included with Your Subscription 

When you sign up for Vagaro, you get access to the most comprehensive set of features included in your base subscription. We've looked at many of these features in this article, but if you need a refresher, just click on the feature to jump back and read more. 

Marketplace 

Vagaro’s Marketplace has millions of customers searching for businesses like yours. Did we mention it's free to list your business? While other software platforms might think it’s okay to charge fees, you’ll never pay commission for getting booked by clients on Vagaro because we believe your profits belong to you. 

Customer Tracking 

Keep track of client preferences, retention rates & any associated files. Customer tracking allows you to give your clients a personalized experience, so they’ll return to your business. 

Reports 

Comprehensive, advanced reports give you insight into all the happenings for your business. Make data-driven decisions that benefit your business by utilizing this feature. Run reports to analyze sales trends, client retention rates, where clients book from & more. 

Click to Learn More About These Included Features

Now that you're familiar with the Vagaro Pro app, it’s time to get started! Take the time to explore everything Vagaro offers and see how you can take your business to the next level with a management program that puts your success at the forefront. Because when you succeed, so do we. 

If you need assistance, check out our support articles, call our live & experienced Customer Service Team, available 24/7, or join our free weekly webinars to get a crash course in all things Vagaro! Once you’re set up, your business will be more efficient, giving you back valuable time to focus on building your business & serving your clients. Do what you love. We’ll do the rest. 

 

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Some people discover what they want to do early on in life. Tabatha Coffey, renowned hairstylist, entrepreneur & TV personality, knew she wanted to do hair from the age of 14. Despite her decades of experience & expertise, she doesn’t want to know it all. Instead, she pushes herself to continue learning. Over her career, Tabatha has garnered criticism for her blunt style. Rather than taking the criticism to heart, she redirected the narrative to embracing your empowerment—especially as a female business owner. Now, she offers life & business coaching to help women find their inner confidence & strength. We absolutely love to see it. 

This one is not to be missed. Listen to the invaluable jewels Tabatha drops in this week’s episode of On Point!

Snippets: 

(0:15) Hello, and welcome back to another episode of On Point. I’m your host, Taylor Burke, and today we have a very special guest. She is a hairdresser, a creator, an author, a coach, a speaker and a TV personality. I guess the better question is, what doesn’t she do!? We have the one and only, Tabatha Coffey! 

(4:20) Taylor: Was there ever a different path for you? When you were in middle school or high school, what did you say you wanted to be when you grew up? 

(7:18) Tabatha: I started my hairdressing career when I was 14 working at a salon as a Saturday girl and I formally started my hairdressing apprenticeship when I was 15. I literally have been a hairdresser my whole life. 

(8:35) Taylor: After Bravo offered you to be a part of Shear Genius, you turned them down at first. Why? 

(15:15) Tabatha: As soon as you start going, “I’m the best; I'm done,” you really are just signing your death warrant, I believe. So, I'm constantly learning my craft and evolving. 

(16:45) Taylor: Looking back at it all now, what are some things you wish you knew then that you now know? 

(23:54) Taylor: You’ve changed the narrative now and the label, “bitch,” you’ve now been made into a characteristic that everyone wants to be. The acronym you’ve came up with for it is: Brave. Intelligent. Tenacious. Creative. Honest. So, a lot to unload here. Tell me why changing this label was so important to you. 

(29:57) Tabatha: Something I always tell business owners all the time is that the best thing you can do is be like bamboo. Bamboo bends and it doesn’t break. You need to be flexible! 

(35:48) Tabatha: If you are not lit up as a business owner, if you are not believing in what you are providing, then it is subpar, and you know it. 

(44:05) Taylor: What hair products are in your shower right now?

Find the full episode on Apple and Spotify, and don't forget to rate!

 

 

 

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2022 was a year of new highs, milestones and firsts for Vagaro. From a boatload of new features to the company’s first conference, look at what we’re proud to have accomplished this year!

Booked Solid

120 Million Bookings...
(+16 million from last year. Still crushing it.)

Totally Streamy

170,000+ Live Stream Classes...
(These businesses know how to stream a profit—anytime, anywhere!)

Most Attended Class

For the second straight year, Abbe’s Golden Girls Yoga, Fitness & Strength, LLC stood out from the pack, hosting 101 participants in their Chair Yoga with Abbe class!

People Really Made Their Fitness a Priority in 2022

2.9 Million+ Attendees… (Now that’s a lot of movement!)

What Were the Top Fitness Classes of 2022?

Book Your Next Class!

Spreading the Word

183 Million Marketing Messages Sent by Businesses Through Vagaro

(Speaking of spreading the word about something BIG...)

iconic.22: The Conference that Rocked the Beauty, Fitness & Wellness Industries!

September 24–25, 2022 | San Francisco, CA

A Truly Iconic Experience

There’s a new top conference in the beauty, wellness & fitness industries—and it’s iconic! Vagaro’s iconic.22 conference brought members of the Vagaro community from all over the world together. Attendees spent two days networking with business owners and thought leaders, learning strategies to grow their businesses from truly iconic speakers such as Venus Williams, Tabatha Coffey & John Hallberg.

(Don’t forget book your ticket for iconic.23 in sunny San Diego!)

Vagaro Welcomed Quite a Few New Businesses in 2022

Start Your Free Trial

These Cities Repped Vagaro the Most in 2022

Persistent Innovation

It was a huge year for the Vagaro platform, with the release of 36 new features in the last 12 months alone. Here are the ones we (& our customers!) are most excited about:

  • Vagaro Pay Later
  • Taxes & Fees
  • Add-Ons
  • Vagaro Live Stream
  • Google & Apple Maps Integrations
  • Class Categories

Looking Ahead to a New Year

2023 is a new year with new challenges, great expectations and even greater successes. Our resolution is to provide the unparalleled software & support you need to elevate your business to new heights, always keeping the wellbeing of our customers & employees at the forefront of our intentions.

Book an Appointment

Try Vagaro for Free

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When Tom Schmidt opened Skin Experts in Brentwood, California, he sought a space to showcase QÚL Beauty, a hemp-based beauty product line. The location seemed far for a man based in San Diego. But he didn’t choose Brentwood because it was convenient for him—he chose it because it was close to Shelley Hancock, the spa’s Chief Beauty Officer whose impressive resume of owning spas and mentoring budding estheticians spans over 37 years. Once Josie Morgan, Skin Experts’ Director of Spa Operations, was on board, the spa opened its doors in June 2022. Over the past months, they’ve racked up over 100 five-star reviews and consistently deliver high-quality service at a reasonable price.

According to Hancock, Skin Experts differs from other spas around the country because of the high-tech facial services offered that are affordable & accessible. So, before Skin Experts opened, they knew they needed cutting-edge software to help them run everyday business operations. That’s where Vagaro came in. 

The team at Skin Experts had heard about Vagaro, as it is a well-known point-of-sale (POS) system in the beauty & wellness industries. Compared to similar systems, Vagaro has a more comprehensive set of features that you’re equipped with from the start. With Vagaro, Skin Experts could accept & process payments, expand their marketing efforts, engage with clients and stay on top of various aspects of running a new business. 

According to Morgan, one of the best things about using Vagaro is that it gives business owners more time to focus on their job and the clients they serve. It runs in the background, taking care of administrative tasks that add up & can quickly eat away at a business owner’s valuable time. Features like Inventory Management, Purchase Order Automation and Online Booking save Skin Experts countless hours that can now be spent providing the best experience possible for their clients, thus increasing overall revenue. Hancock also notes that, as a non-techie, Vagaro is easy to use & intuitive. It doesn’t require hours to figure out, and the interface is easy to navigate, so she can stay focused on her passion & craft. 

Recently, Skin Experts ran a Daily Deal for a free facial. Vagaro’s Reports dashboard allowed them to evaluate the effectiveness of their marketing efforts. The advanced reporting features allowed them to dig into how clients used the deal and how many new clients came in as a result of the promotion. When a client books an appointment, the business has customized Forms set up to automatically send before the appointment so that everything is filled out before they even arrive. After an appointment, clients receive an emailed receipt that requests a review of the service, which has helped Skin Experts rack up many positive reviews on their Vagaro page. And with their Online Store, clients can purchase Memberships or Packages from Skin Experts anytime, anywhere.

Ultimately, Skin Experts’ goal is to “Offer high-tech facials at an affordable price, [so] that all women, men & children can afford to come in and be taken care of.” And with Vagaro taking care of the background operations, Hancock & Morgan can focus on the most important part of the business: Their clientele. 

Wondering how Vagaro can help your business, just like it helped Skin Experts? Sign up for a 30-day free trial from Vagaro to streamline your process & unlock your business’ full potential! 

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The process of booking any kind of service or class should be as straightforward and streamlined as possible, for both clients and businesses. The quicker you can get a client across that magical booking threshold, the more likely they are to follow through—and book with you again.

Providing 24/7 website and mobile booking is a start, but it shouldn’t stop there. Businesses need to capture and convert potential clients everywhere they can, from websites, social media pages and review sites to navigation apps. Vagaro’s Booking Widgets and integrations cover all these bases.

With them, businesses can enable booking on their websites, Facebook & Instagram pages, Yelp profiles and widely used navigation apps like Apple Maps. Vagaro’s Google Search integration will further increase booking potential by opening businesses up to the app’s massive user base. 

Below, we’ll go over the main places to book appointments & why, and how Vagaro’s Booking Widgets & integrations make it all possible.

 

Booking Widgets 

What is a widget, anyway? Merriam-Webster defines it asa small software application that is designed to provide a specific piece of information or a specific function, on demand.” That’s a bit dull. Vagaro defines its Booking Widgets this way: 

1. Nifty button that makes booking appointments, classes and services simple & streamlined for clients.  

2. Super cool feature that enables 24/7 mobile and online booking from apps, personal websites, social media pages & review platforms. 

3. Easy-to-use booking links that can be personalized for individual employees and attached to their specific services. 

Those definitions should excite businesses, but may require some unpacking: 

 

Website and Webpage Booking 

Vagaro mobile booking app on mobile phone

 

 

 

 

As we pointed out in an earlier article, your business’s website or webpage is your primary lead generator. While potential customers are getting to know you and your services, why not give them the choice to book? That was a trick question—there is no reason not to give customers the choice to book directly from your website. 

Adding the Vagaro Widget or WordPress plugin makes this possible. They are compatible with Squarespace, Wix & many other website builders and enable businesses to sell products, gift certificates, and get reviews. 

Vagaro businesses already have a booking page on the Vagaro Marketplace, where more than 1 million appointments are created each month. Are two websites too many? There’s a right answer to this one: No. Having a Marketplace listing and an independent website can help them expand their reach significantly. 

Vagaro instagram booking widget on a mobile phoneGet Social with Booking 

People spend a lot of time on social media. How much? Almost two-and-a-half hours a day on average. Facebook has over 2.9 billion active users worldwide, with Instagram right behind it at about 2 billion monthly active users. Vagaro’s Instagram & Facebook Integrations enable businesses to take advantage of all this traffic. 

Clients can easily book from a business's Facebook page, where all services, pricing and business information is synced from a Vagaro account. Setting up a Book Button on an Instagram business page is just as easy. The button’s placement is front & center, right below your business name and above those great photos of your work

These are particularly useful to independent professionals for booking appointments and staying connected to their clients. That brings us to our next subject... 

 

Personalized Booking for Employees 

It’s common for salons and spas to employ multiple independent professionals. Each, usually, has their own specialties and a specific clientele they serve. Unhealthy competition can arise in salons when every stylist, skincare professional or nail technician is given the same booking link to the same services. Your best employees certainly don’t want to lose regular clients to their peers. Similarly, those regulars don’t want to lose their long-time service providers. 

This can be solved if your booking system allows for personalized widgets that link clients directly to a provider’s services, classes or products. As it happens, Vagaro’s does. This is a fantastic way for an employee to share their personal booking links with their client base and avoid competing with their coworkers. These personalized widgets can also be embedded on an employee’s Instagram and Facebook pages. 

Better Position for Commission  

Your employees are often equal parts salespeople as service providers. Vagaro’s Booking Widget enables specific employees to earn commission on products they sell through their unique widget. If your goal is to increase revenue through product sales then this is a great tool to encourage your employees to sell. 

Unique employee booking widgets are additionally useful in conjunction with Vagaro’s Rent & Fees feature, which lets you automatically deduct a renter’s sales commission from their booth rent & fees. 

 

Booking Integrations 

So, what’s the difference between a widget and an integration? Gartner defines integrations as: “independent applications designed to work together with other software and apps.” Vagaro’s booking integrations are like widgets in that they enable its booking software to work seamlessly with popular existing software. Business review sites, like Yelp are prime examples of this. 

Yelp 

Consumers care a lot about online reviews. In fact, they trust them about as much as a recommendation from a close friend or family member. Yelp happens to be the largest and most well-known review site for businesses, and that makes it a fantastic spot to book appointments. Vagaro’s Yelp integration makes that possible. Just let those glowing Yelp reviews do the talking for you and watch your new bookings soar! 

Of course, Yelpers don’t always do the kind of talking we’d like. For a guide on how to handle less-than-sparkling reviews (especially unwarranted ones), check out these 7 tips on how to respond to customer reviews.  

Vagaro's Apple Maps booking integrationApple Maps 

Apple Maps is relied upon by many millions of people daily for directions. It is supported by iOS, the operating system of Apple iPhones—of which there are 1 billion owners worldwide. Vagaro’s Apple Maps integration, therefore, helps businesses expand their reach and get booked easily when customers search for them. This integration places a convenient “Schedule” button front & center in a business’s Apple Maps profile. 

Vagaro businesses can also retrieve their Apple Maps booking appointment activity data from their Reports feature. There are a few requirements for a business to be on Apple Maps, and they can be found here. 

Google Search 

Vagaro’s Google Search integration positions businesses to take advantage of the largest search platform in existence. Functionally, it places a “Schedule” button that takes clients directly to a business page. It is accessible anywhere you can access the Google website.

The Google Search integration also integrates with Vagaro’s Reports feature, enabling businesses to analyze their booking data.

A quick checklist for your Google Business page:

  • Update your business’s logo and photos, if necessary 
  • Update your Google Business Profile with your business name, description, hours, phone number & address, if necessary 
  • Update your Facility Information if necessary and accurately select the payments accepted at your business 

Check out this helpful article for a more complete list of best practices and requirements for setting up Google booking integration.

 

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Online booking is a necessity for businesses and the experience should be streamlined and simple.  

What does online booking mean to your business? For Vagaro, it means 24/7 booking through Vagaro.com, the Vagaro app, Yelp, Facebook, Apple Maps, widgets for your own website & custom Vagaro page and, very soon, Google Search. In other words, it’s everywhere your business is, and everywhere your clients are. 

Vagaro consistently looks for ways to innovate and improve our online booking software so that businesses can schedule as many new appointments & classes as possible. If you’re interested in upgrading your booking software, let’s talk. 

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Sources: 

Merriam-Webster.com (https://www.merriam-webster.com/dictionary/widget)  

Statista.com:  

Gartner.com: (https://www.gartner.com/en/information-technology/glossary/application-integration

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Are you tired of having a disorganized class menu that deters potential clients from booking with you? If there’s no structure in how your classes are organized & presented, a client may get lost in the mess and book the wrong class or try another studio. Enter, Class Categories—Vagaro’s latest feature makes organizing your class menu simple, creating a streamlined look & a far more pleasant booking experience for your clientele. 

Why Should I Use Class Categories? 

With Class Categories, you can create differentiated groups for the classes you offer, making your class menu more visually appealing and easier to navigate. For example, if you own a fitness studio, you may have classes that fall into general categories such as strength training, yoga or kickboxing. Within these groups, you probably have sections that go by skill level or type of class. In the case of yoga, you may have different levels (beginner, intermediate, advanced), types (vinyasa, yin, Hatha) and lengths (30 minutes, 45 minutes, 1 hour). Now, with Class Categories, students can choose the overall type of class they want to explore and quickly find the specific class they’re looking for, instead of combing through a long list of all your offerings. This streamlined approach will lead to an improved booking process and a better customer experience, prompting them to come back & book again! 

How Do I Use Class Categories? 

To get started with Class Categories, navigate to your Vagaro Pro account. Then, go to your Settings and choose Service/Class Menu. From here, you’ll be able to select Classes. Hit Add, then click Add Category. After you’ve saved your category name, it’s time to get organized! To do this, find your class offerings. Click the three vertical dots. You’ll have the option to move the class to the category of your choice. After you’ve added your classes to the appropriate categories, clients can navigate your offerings quickly and sign up easily! For further assistance, check out this support article.

Better Menu, Better Business 

The new option to create Class Categories streamlines the booking process and allows clients to browse your offerings with greater ease. Pair this with online booking, an easy-to-manage Calendar, and a FREE Marketplace with over 12 million customers looking to book, and get ready to watch your business thrive! It’s just one more way Vagaro helps you on your journey toward success. 

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Welcome to Vagaro! We hope you're excited to join thousands of service providers on the free Marketplace and millions of customers looking for businesses like yours! But before you can start getting booked & busy, you need to get set up. The Vagaro software is intuitive and easy to use. To make things even easier, we’ve assembled this guide to walk you through everything that the most comprehensive software solution can do for your business. We’ll even provide some pointers & tips to help you stand out from the competition. So, let’s get started! 

Getting Started with Vagaro Pro 

Features Included with Your Subscription 

Getting Started with Vagaro Pro

When you first log in to your Vagaro Pro account, it's important to take the time to set everything up so you can hit the ground running. If you forego setting up, you may leave out valuable information or miss a feature that could be beneficial for your business. As you open your Pro account, locate & select the Settings tab. Then, navigate over to the menu on the left-hand side. 

*Please note some features require Vagaro Merchant Services (VMS) to be enabled.   

Business Information 

At the top of the lefthand menu, you’ll see different tabs to click to fill out information regarding your business that will appear on your Vagaro landing page. Display your business on our free Marketplace to be found by the millions of customers searching for classes & services. Your business will show up when users perform searches in your area. 

Business Profile 

Your business profile will be displayed on your Vagaro page and contains all the pertinent information clients need to know about who you are, your location, your hours of operation and how to contact you. Here, you can choose to list your business on the Vagaro Marketplace, Google and Apple Maps. 

COVID-19 Ready 

Taking steps to ensure your business adheres to COVID safety guidelines? In this section, you can share your business cleaning practices, toggle on the touchless check-in option and enable a contactless checkout experience. 

Facility Information 

Let clients know the specifics of your business. Set a clear cancellation policy to protect yourself from no-shows or last-minute cancellations. If there are any unique directions a client needs to get to your business location, you can also input that in the Special Instructions text box. Below this box, you can check off other applicable options, like whether you accept walk-ins or which amenities are offered. 

Billing Information 

Input your credit card information to pay for your monthly subscription and other purchases you make with Vagaro. Keep your billing information up to date to avoid an interruption to your subscription. 

Import Management 

Overwhelmed by the thought of manually inputting your client list into Vagaro? We’ve got you covered! Quickly transfer existing client information to your Vagaro account using one of the listed import methods. If you’re using another software, our specialized Imports Team can help you get all of that service, appointment & client information switched over with ease! 

Multi-Location 

If you have multiple business locations, use this feature to share information, like client lists, Forms, Memberships & more between locations. You can link your account to an existing Vagaro business or create a new one. 

*Please note that each location will have its own monthly Vagaro subscription. 

Employee Information 

Employee Profiles 

Add employees to your roster. Encourage your employees to write a short bio highlighting their background and experience, which appeals to potential clients. Choose whether each employee can take online bookings, which services they offer, their working hours and whether they are currently active & accepting clients. 

Rent & Fees

Collecting rent & fees from booth renters is simple. Activate the feature and set rent collection frequency. You can choose to deduct retail commission from rent. Here, you can store digital rental agreements. Have renters input their preferred payment methods for seamless rent collection that you don’t have to think about each month!  

Access Levels 

Manage employee permissions for different aspects of your business by creating custom access levels. When you add a new access level, you can choose how an employee with this level can help run your business, like whether they can run reports or manage marketing campaigns. 

Website Employee Lineup 

Drag to arrange the order in which employee names and bios appear under the Staff section on your Vagaro page. 

Booking Settings

Email & Text Notifications 

Customize how clients are notified & reminded about their appointments and whether you require an appointment confirmation before the service. You can also decide whether the service provider and business also receive notifications. 

Online Appointment Rules 

Create parameters around how appointments can be made, including the lead time required before booking a service. Decide whether an appointment must be accepted when booked online. Choose how your waitlist is filled and specific cancellation times & rescheduling rules. 

House Calls 

If you offer mobile services performed at a client's location, this section allows you to add travel time & associated fees for House Call appointments. 

Booking Widget 

Allow clients to book anytime, anywhere via a Booking Widget for your social channels & personal website. Decide which tabs will be visible in the widget and how the booking page pops up. You can also create booking widgets for individual employees to use. Widgets are embeddable in your social media pages & business websites for a one-stop booking experience. 

Things We Sell 

Service/Class Menu 

Creating a clear class & service menu allows for a seamless booking experience for your clients. Add categories to make your service & class menu organized and easy to navigate. You can also create service or class Add-Ons. Add-Ons automatically upsell extra services based on client selections while booking. For more information, check out these articles about Add-Ons for spas, salons & barbershops and fitness classes

Simply select Services or Classes, then click the Add button. Choose from the drop-down menu what you’d like to add. Under Services, you can add a Category, Service, Service Bundle, Service Add-On Category or Service Add-On. Under Classes, you can add a Category, Class, Class Add-On Category or Class Add-On. Once you click on an option, fill out all applicable information. You can use a premade Vagaro template or create your own. 

If you have any resources (like equipment or a specific room) that are available in a limited quantity, add Resources that can be reserved for scheduled classes or services. 

Membership

Recurring memberships generate a recurring source of revenue and bring in a consistent stream of customers. To create a new membership, enter its name & description along with its cost and the charge frequency. Toggle on applicable filters for the membership. At the bottom of the page, choose which classes, services or add-ons you want included in the membership.

Packages 

Use packages to sell a set of visits at a discounted price. Create a new package, name it, include a description and then specify the price & charge frequency. Toggle filters on as needed. At the bottom of the page, identify which classes, services or add-ons are included as part of the package. 

Inventory 

Input a product barcode and fill out other pertinent information, including the brand name, product type & cost. Add an image to distinguish products, visually. Set low-quantity warnings which remind you to create and send purchase orders when selected products dip below a set threshold. You can also set maximum quantities to avoid ordering too many products. 

Purchase Orders 

Quickly create & send purchase orders. Choose between a purchase order for low-quantity products, quantity less than a set amount or create orders based on average weekly sales & usage. Input vendor and shipping information. Once you receive the order, mark it as Received or Partially Received so products can be automatically input into your system while avoiding discrepancies in your inventory count. 

Invoices

Let customers pay for a service online using invoices. This feature is of particular interest when providing services to a group of people. Hit Create Invoice, select the recipient, add services, products, gift certificates, packages or memberships, confirm the total, and voilà! Your invoice is ready! You can toggle on the option to allow customers to leave a tip. 

Online Shopping Cart* 

Create an online store where clients can submit deposits and buy anything your business offers, including services, products, memberships, gift certificates & packages! Decide whether products can be shipped or picked up and which days of the week clients can come to pick up purchases. Be sure to outline your refund policy. 

Vendors 

Input information to organize your inventory according to brand and vendor. This makes inputting purchase orders and pulling sales reports that much easier.   

Discounts 

Create parameters for any discount your business offers. Aside from the name & description, choose whether this discount expires, can be used multiple times or has a minimum purchase amount, among other customizable settings. You can also decide whether the discount applies only to certain service providers. 

Daily Deals 

A Daily Deal is a limited-time promotion your business can run for free to attract new clients or to entice clients to return. Before creating a Daily Deal, list your business on Vagaro’s Marketplace for online booking. Once your Daily Deal is published, you can analyze its performance by clicking on its Status. Vagaro does not take a commission from Daily Deals.  

Taxes & Checkout 

With Taxes & Fees, you can accurately tax your services and quickly add fees. Apply multiple taxes & fee rates to anything you sell. Fees can either be a monetary amount or a percentage. You can add up to five fees to your profile and decide whether they apply automatically or choose to add them manually at the time of checkout. 

Customizing Look & Feel

Calendar Configuration 

Your calendar is customizable. Choose between different page layouts and whether you’d like optional labels—like ones for customer tracking—to appear on appointments. You can also rearrange the order of how service providers will appear on your calendar. 

Photo Gallery 

Upload photos to feature on your Vagaro page, so clients can see the services and classes you offer. This gives potential clients an idea of what a service looks like, so they can choose the correct service when booking.  

Design Gift Certificates 

Upload an image to appear on printed and digital gift certificates. Each image must be 700x400.  

Themes 

Choose a color scheme for your Vagaro Pro account theme. 

Add-On Features

Feature Subscriptions 

Our unique à la carte model allows you to pick & choose which features work best for your business. Feature subscriptions unlock upgrades that can help grow your business. Vagaro offers a personalized approach to your business management, allowing you to choose which features you want, creating the perfect software for your business. These features cost a monthly fee on top of your subscription. 

On this page, you can toggle on features to add them to your subscription. If you no longer need one, simply return to toggle them off. Below, we’ll explain what each feature does, its cost and how it can benefit your business. To further customize these settings, head over to the respective tab on the left-hand side to make additional changes. 

Forms ($10) 

Customize forms, surveys & waivers to send to clients before or after appointments. These forms can be attached to a customer profile for quick reference and are a handy way to get to know client preferences. 

Check-In App ($10) 

Let clients scan in for classes or events without interrupting your flow. The app will notify you when a client checks in. If they need to register or complete a form, they can do it here.   

Get Featured ($10) 

Boost yourself to the top of local search results and make it easier for clients to find you. Just one new client acquired will pay for this feature! 

Branded App ($200) 

Want to keep your business top of mind and relevant for your customers? What about one-stop booking, branded specifically for your business? With the Branded App, clients will have direct access to all things relating to your business. And with a custom logo & design, you’re sure to stand out from the crowd. 

Payment Processing (VMS) 

When you add Vagaro Merchant Services (VMS) to your account, you unlock features that require credit card processing. Accept payments at your business or on the go, so you get paid anytime, anywhere. 

Vagaro Pay Later  

VPL (Vagaro Pay Later) lets customers make purchases now and pay in four interest-free installments over six weeks. This feature has a low transaction fee of 6% & poses no risk to you because you get paid in full, upfront. Plus, data shows customers are 30% more likely to buy from a business if they can use flexible payment options! 

*Pay Later is only available in the United States. 

Payments 

Take payments in-house, online or on the go. Speed up the checkout process by storing credit card information and charge cards on file. You can set up recurring payments for memberships & packages.  Plus, we offer competitive credit card processing rates.  

Online Shopping Cart ($10) 

Make all your business offerings available for online purchase! Clients can buy from you, even when you’re off the clock, creating a passive source of income. Plus, with the Shopping Cart enabled, you can accept deposits for services & classes, which really helps with no-shows. 

Text Marketing (Starting at $20) 

Use text marketing to stay connected with your clients & engage with them. You can create automated campaigns to create thank-you messages or launch re-engagement campaigns. With Vagaro’s Text Marketing Builder, you can quickly create messages, embed links & preview messages before sending. By sending text messages to your customers, they are 5x more likely to read and engage with your multi-channel campaigns.

Email Marketing (Starting at $10 after 1,000 FREE emails/mo.) 

Use our email editor to create aesthetically pleasing, easy-to-read emails for clients. Create automated campaigns to send to specific groups of customers. Analyze the effectiveness of your emails using our Reports feature. Combine email marketing with your social media efforts to see an increase in business! 

Vagaro Drive (Starting at $10) 

Store photos & files related to your business or clients, always accessible & secure. Save & access live streamed classes, that you can then upload on YouTube to promote your business & use for content creation.  

QuickBooks 

Ideal for small businesses or solopreneurs, QuickBooks helps expedite onboarding & payroll processing, giving you more time to build strong client relationships & a better business overall. 

Xero 

Designed for small to mid-sized businesses, Xero makes running payroll and onboarding new hires quick & easy. Get back time to focus on running your business and creating connections with clients. 

Webpage Builder ($10) 

Use our webpage builder to customize your Vagaro page to show off your brand. 

Live Stream ($10) 

Stay connected & available by offering virtual consultations, appointments, classes or workshops that clients can join from anywhere. 

Pay Desk & Hardware 

Choose which pay desk fits your business needs. Don’t want an entire pay desk? No problem. Use our handy, portable credit card reader, valued at $100, free when you sign up for VMS! 

Marketing

Get Featured 

A great way to increase your business reach, Get Featured boosts your business to the top of local search results. Be sure to review the guidelines in place in order to ensure your request to Get Featured is approved. Generally, be sure to have a complete business profile & a clear, appropriate photo. 

Social Links 

Copy & paste links to your social media platforms to appear on your custom webpage & outgoing emails. 

Features Included with Your Subscription 

When you sign up for Vagaro, you get access to the most comprehensive set of features included in your base subscription. We've looked at many of these features in this article, but if you need a refresher, just click on the feature to jump back and read more. 

Marketplace 

Vagaro’s Marketplace has millions of customers searching for businesses like yours. Did we mention it's free to list your business? While other software platforms might think it’s okay to charge fees, you’ll never pay commission for getting booked by clients on Vagaro because we believe your profits belong to you. 

Customer Tracking 

Keep track of client preferences, retention rates & any associated files. Customer tracking allows you to give your clients a personalized experience, so they’ll return to your business. 

Reports 

Comprehensive, advanced reports give you insight into all the happenings for your business. Make data-driven decisions that benefit your business by utilizing this feature. Run reports to analyze sales trends, client retention rates, where clients book from & more. 

Click to Learn More About These Included Features

Now that you're familiar with the Vagaro Pro app, it’s time to get started! Take the time to explore everything Vagaro offers and see how you can take your business to the next level with a management program that puts your success at the forefront. Because when you succeed, so do we. 

If you need assistance, check out our support articles, call our live & experienced Customer Service Team, available 24/7, or join our free weekly webinars to get a crash course in all things Vagaro! Once you’re set up, your business will be more efficient, giving you back valuable time to focus on building your business & serving your clients. Do what you love. We’ll do the rest. 

 

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Wellness

Vagaro’s 2022 Year in Review 

2022 was a year of new highs, milestones and firsts for Vagaro. From a boatload of new features to the company’s first conference, look at what we’re proud to have accomplished this year! Booked Solid 120 Million Bookings… (+16 million from last year. Still crushing…

Smoothing Out Systems: Skin Experts & Vagaro 

When Tom Schmidt opened Skin Experts in Brentwood, California, he sought a space to showcase QÚL Beauty, a hemp-based beauty product line. The location seemed far for a man based in San Diego. But he didn’t choose Brentwood because it was convenient for him—he chose…

Book Smarter with Vagaro Booking Widgets 

The process of booking any kind of service or class should be as straightforward and streamlined as possible, for both clients and businesses. The quicker you can get a client across that magical booking threshold, the more likely they are to follow through—and book with…

Get Organized with Class Categories 

Are you tired of having a disorganized class menu that deters potential clients from booking with you? If there’s no structure in how your classes are organized & presented, a client may get lost in the mess and book the wrong class or try another…

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About Vagaro

Vagaro is a cloud-based scheduling software commonly used by beauty, fitness, and wellness businesses to manage booking, credit card payments and processing, marketing, payroll, inventory management, reporting, and much more.

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