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Setting up your Hair Salon
Ready to streamline your operations? This guide will walk you through setting up your Vagaro account, sharing best practices & unlocking key features used by successful businesses like yours use to boost their bottom line.
Step 1:
Set Up Your Hair Salon Information
Settings > Business Profile
Make sure your salon is easy to find by adding your location (address), contact details (phone number, email), business hours, and a catchy description.
Don’t forget to include your website URL if you have one—this helps clients easily book online or learn more about your services.
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Settings > Facility information
Protect your time by setting up key policies, such as your cancellation policy, no-show policy (e.g., charge for missed appointments), and refund policy. Clear policies help you avoid misunderstandings with clients.
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Settings > Service/Class Menu
Add all your salon services, from haircuts and coloring to specialty treatments like balayage, keratin treatments, or extensions. Be sure to include gap times between appointments for cleaning stations and resetting between clients.
Service-Based Booking: Set specific services to be available only on certain days or times. For example, offer color treatments only on weekdays or book longer services like extensions on slower days. This helps manage your schedule more efficiently.
Add-On Services: Automate the suggestion of add-on services like scalp treatments or conditioning masks to enhance client booking.
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Settings > EMPLOYEE PROFILES
Create detailed profiles for each stylist, including their working hours, specialties (e.g., balayage expert, curly hair specialist, barbering), certifications, and even favorite products. This helps clients choose the right stylist for their needs.
TIP: You can create access levels to manage salon operations—allow front desk staff to handle bookings, give stylists access to their schedule, and assign manager permissions for key team members.
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Step 2:
Customize Your Account
Settings > Booking > email and text notifications
Reduce no-shows by setting up text and email reminders. Send reminders 24 to 48 hours before appointments, ensuring clients never miss their slot.
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Settings > booking > Online appointment rules
Capture clients who drop by without an appointment and add them to a waitlist. This feature helps manage busy periods and fill last-minute cancellations while maintaining excellent customer service.
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Customers
Keep track of important client information, including their name, email, phone number, and specific details and preferences. This personalized approach improves client retention and helps you deliver a luxury experience.
TIP: Accept Walk ins frequently? Create a place holder customer profile and give it the name walk-in, This way you wont need to create a complete customer profile for a customer who you know is just stopping by for the day or just stopping by to purchase a product for themselves of a friend.
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Settings > look & feel > Photo gallery
Add your salon’s branding by uploading your logo, portfolio of hairstyles, or even before-and-after shots of clients. Showcase your best work to attract more bookings!
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Recommended Features
Take it a step further with these key features used by successful businesses like yours!
Credit Card Processing
With flexible payment options, instant payouts, secure card storage, and built-in no-show protection, you get everything you need to run your business smoothly and confidently.
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Online Shopping Cart
Offer complete shopping flexibility by selling online, in-store, or for curbside pickup. Create product variants, offer gift cards and packages, plus keep 100% of your profits.
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Packages & Memberships
Build loyalty & boost recurring revenue by offering memberships & packages.
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Buy Now, Pay Later
Buy Now, Pay Later lets clients spread payments over time—making packages, memberships, and premium services more affordable while keeping your calendar consistently full.
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Inventory Tracking
Track every unit, reduce waste, simplify workflows, and uncover true profitability.
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Capital
Get access to working capital when you need it—perfect for upgrading equipment or expanding your space. Repayment is seamless and adjusts with your business.
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MySite
Vagaro’s automated website builder syncs your services, staff, prices, & online store instantly. Choose a template, customize your design, improve SEO, & showcase your portfolio all on a website designed to help you book more clients and grow your business.
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Get Featured
Put your business in front of thousands of potential clients searching for businesses like yours, so you can fill your calendar faster and grow your brand with ease.
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Daily Deals
When you add a Daily Deal, you're 4x more likely to be booked by new customers!
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Email & Text Marketing
Create & send campaigns to promote deals, send reminders, or share exciting updates. With 1,000 free emails a month you can stay connected by sending email blasts for birthdays, promotions, seasonal updates, and more.
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AI Marketing
Not sure what to say in your next promo or reminder? Our AI powered marketing tool helps you craft effective emails and texts in seconds, so you can launch campaigns faster and more efficiently.
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Forms
Choose a template or build custom forms for legal waivers, intake forms, surveys & more.
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Social Media Integration
Allow your customers to easily book a service from your business page, Vagaro's Marketplace, Apple Maps, Instagram, Facebook, Alexa & Yelp.
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Explore More Features
Checked off the above steps?
Congratulations!
Now it's time to shine! Get ready to elevate your hair salon & watch your earnings soar.
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