What Vagaro is (in plain English)

Vagaro is an all‑in‑one system for salons, spas, med‑spa/wellness, and fitness studios that helps you get found, get booked, and get paid—from one place. It bundles online booking, calendars, POS, inventory, payroll, marketing, a website builder, and detailed reporting so your front desk and back office run smoothly without juggling five different tools. (vagaro.com)

Core day‑to‑day features you’ll actually use

• Online booking everywhere: Customers can book from your Vagaro page and via social/search channels like Instagram, Facebook, and Apple Maps. You can set no‑show/cancellation fees and require deposits to protect your time. (vagaro.com)

• Smart calendar & waitlist: Color‑coded calendars, resource management (rooms/chairs), custom service hours, and a built‑in waitlist to fill last‑minute openings. (vagaro.com)

• Point‑of‑sale and payments: Take chip, tap, or keyed‑in payments, store a card on file, and offer contactless checkout. Large‑merchant rates start at 2.2% + $0.19, small‑merchant at 2.6% + $0.10 per dip/tap. Instant payouts are available. (vagaro.com)

• Inventory that stays in sync: Track backbar and retail, get low‑stock alerts, scan barcodes, build purchase orders, and sell online—inventory updates automatically with every sale. (vagaro.com)

• Marketing built‑in: Automated email/text campaigns, daily deals on the Vagaro Marketplace, loyalty points, gift cards, memberships, and packages. 1,000 emails/month are included. (vagaro.com)

• Website builder (MySite): Launch a business website that’s connected to your Vagaro account, so services, prices, and staff update automatically. $20/month (US) after you publish. (support.vagaro.com)

• Payroll (US): Run payroll with commission rules, tips, and direct deposit from within Vagaro. Pricing is $34/month + $5/employee. (support.vagaro.com)

• 24/7 support: Live phone, email, and chat support with free training—helpful when things go wrong after hours. (vagaro.com)

AI that lightens the admin load

• AI descriptions and content: Generate polished service, class, product descriptions, blogs, and policies to keep your site and listings sharp—free for core description tools. (vagaro.com)

• AI chatbot for customer messages: Auto‑replies to questions, shares booking links, surfaces upcoming appointments, and hands off to a human when needed. $10/month (US). (support.vagaro.com)

Hardware that makes checkout simple

• All‑in‑one front desk: PayPro and PayPro Mini terminals with tilt/flip screens, hub ports for printers, cash drawers, and more—designed for a clean, fast checkout. (vagaro.com)

• Vagaro Pay Desk: Run Vagaro directly on a dual‑screen counter device; add barcode scanners, receipt printers, and cash drawers. (support.vagaro.com)

• Readers, printers, drawers: Contactless card readers plus a thermal receipt printer and cash drawer sold by Vagaro. (vagaro.com)

Reporting and analytics for real decisions

• Out‑of‑the‑box reports: Sales, client retention, payroll, inventory, and campaign performance—viewable from any device with a customizable dashboard. (vagaro.com)

• Go deeper with Data Lake: Optional add‑on that plugs your data into tools like Power BI, Tableau, Salesforce, HubSpot, NetSuite, and more for multi‑location and executive reporting. $40/month. (vagaro.com)

Compliance that matters (especially for med‑spa)

• HIPAA‑aware messaging: Turn on HIPAA‑compliant notifications and sign a Business Associate Agreement (BAA); appointment emails/texts can hide service names to protect PHI. US‑only feature. (support.vagaro.com)

Pricing at a glance (US, as of November 21, 2025)

• Core subscription: The pricing page currently shows a limited‑time offer starting at $23.99/month for one bookable calendar; add advanced features as needed. (vagaro.com)

• Popular add‑ons: Text Marketing, Forms, Online Shopping Cart, Check‑In App, Vagaro Drive, Branded App, Payroll, MySite, Data Lake, and accounting integrations (QuickBooks/Xero). Pick only what you need. (vagaro.com)

• Payments: Tiered processing with small‑merchant and large‑merchant rates, plus instant payout and deposits/no‑show fees. (vagaro.com)

Why this is relevant to a solid Back Office

• One source of truth: Client data, appointments, sales, inventory, and payroll live in one system, which means cleaner records, fewer exports, and fewer “data mismatches.” Less app sprawl = fewer errors. (vagaro.com)

• Clear accountability: Role‑based access levels and audit‑friendly reports make it easier to enforce controls, track changes, and prepare for reviews or audits. (support.vagaro.com)

• Cash‑flow visibility: Same‑day deposits, unified transaction reports, and integrated POS help finance see what’s sold, what’s banked, and what’s owed—without reconciling multiple systems. (vagaro.com)

• Operational discipline: Built‑in policies (deposits, no‑show fees), waitlists, and automated purchase orders reduce leakage and idle time while keeping shelves stocked. That’s fewer manual tasks for your team. (vagaro.com)

• Scales with growth: From solo to multi‑location, you can add calendars, roll up reports, and plug into enterprise BI tools when you’re ready—without ripping and replacing your stack. (vagaro.com)

• Compliance peace of mind: HIPAA‑aware notifications and a signed BAA support med‑spa workflows without risky workarounds in email or SMS. (support.vagaro.com)

What to expect when you roll it out

• Set up in hours, not weeks: Imports, templates, and training help you move fast; 24/7 support is there if you get stuck. (vagaro.com)

• Start simple, layer on later: Launch with booking, calendar, and POS; add marketing, forms, MySite, payroll, AI chatbot, and Data Lake as your operations mature. (vagaro.com)

Bottom line

If you want a friendly, do‑it‑all platform that keeps your front desk fast and your back office controlled, Vagaro is a strong fit. It brings booking, payments, inventory, payroll, marketing, reporting, and compliance under one roof—so your team spends less time wrangling tools and more time serving clients. (vagaro.com)