Assistants who work in Vagaro

Before you open, the assistant has confirmed today's clients, filled any openings from the waitlist and checked that forms are signed. Through the day they answer calls and texts in your business name, book and move appointments, quote from your service menu, apply deposits and fees and take messages for your team. Between calls they update stock counts, issue gift certificates and tidy customer records. At close they run the daily report, match it to card settlements and send the end-of-day report: bookings, cancellations, sales and anything waiting on you.

Vagaro does not issue a certification for front desk staff, and we do not claim one. Every front desk assistant trains on Vagaro before joining a client: the calendar, online booking settings, service menu, customer profiles and forms, memberships and packages, checkout, inventory and reports, followed by supervised shifts signed off by a team lead. AssistBPO holds no Vagaro partner, reseller or affiliate status. The product name on this page only identifies the software your business runs on; you keep your subscription and your data.

Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. Salon and spa front desks are staffed from our Front desk & phones desk and priced per person for a block of monthly hours in your opening hours, not per call or per booking. A single-location salon usually needs one assistant with a backup covering the phone and the calendar; groups with several locations add seats or evening and Saturday cover. Your Vagaro subscription and card processing stay in your name.

You add the assistant as an employee in Vagaro with an access level that covers the calendar, customers, checkout and reports, and excludes anything you want to keep, such as bank settings or payroll. They sign in from a managed device with multi-factor authentication, so every booking and sale carries their name in your history. Card details are only ever entered through Vagaro's own payment screens. Our staff are employed, background-checked and under NDA. Remove the employee profile and access ends the same minute.

Reminders and confirmations go through Vagaro's own notification settings, and the assistant keeps the templates and timing correct. Marketing texts and win-back messages are only sent to clients who opted in, with lawful consent and do-not-call scrubbing, inside quiet hours for your country and with opt-out wording on every message. In the US that means TCPA-aware practice; in the UK, PECR; in Canada, CASL; in Australia, the Spam Act. Anything outside those rules is not sent, and the assistant records consent on the customer profile.

Usually yes, up to the point where call volume needs a second person. The assistant works the multi-location calendar with each site's own hours, employees and service menus, answers each location's number with its own greeting and books clients at the site they ask for. Stock counts and daily close reports are run per location. The weekly review shows bookings, no-shows and rebooking rates by site so you can compare them. When one site outgrows the seat, we add a second assistant with the same team lead.