How to Optimize Your Client Experience From Booking to Appointment with Vagaro

When it comes to beauty and wellness services, first impressions don’t begin at the front desk—they start the moment a client visits your booking link. With Vagaro, optimizing every step of the client journey is simple, smart, and impactful. From customizable booking pages to automated follow-ups, Vagaro helps you create a seamless and elevated experience that keeps clients coming back (and bringing friends with them).

Here’s how to transform your client experience from ordinary to unforgettable, all with the power of Vagaro.

1. Build Branded Booking Pages That Reflect Your Business

Your online booking page is your digital storefront. Vagaro allows you to add your own logo, descriptions, and photos. 

Should you want full control over your page’s layout and colors, you can upgrade to Vagaro’s MySite option to totally control the look and feel so you can match it to your brand’s vibe down to the colors, logo, and layout. Whether you’re a solo spray tan artist or running a full-blown studio, clients will recognize your aesthetic from the jump.

Custom booking pages also ensure clients can see services, pricing, staff bios, and availability at a glance, reducing confusion and setting the tone for a high-end experience before they even step foot in your studio.

2. How To Customize Appointments & Scheduling 

Vagaro lets you create tailored service options, set buffer times between appointments, and allow clients to select preferences during booking. This level of customization makes clients feel heard and cared for.

Want to avoid last-minute chaos? Vagaro’s smart scheduling helps fill gaps and prevent overlaps—a win for both your time and your clients' convenience.

3. What to Know About Digital Forms, Waivers, & Client Intake

Gone are the days of clipboards and paper forms. Vagaro lets you automate waivers, consent forms, and health questionnaires so clients can complete them before they arrive. These digital forms are not only convenient but essential for services like spray tanning, where skin prep and health conditions matter.

And since everything is securely stored in the client profile, you’ll always have their preferences, history, and forms at your fingertips.

How To Create & Attach Digital Forms in Vagaro:

1. Log in to your Vagaro dashboard.
   From the main menu, go to Forms.

2. Click “+ New Form.”
   Choose from a template or start from scratch. You can build client intake forms, skin condition checklists, pre-tan prep agreements, and more.

3. Customize your form.
   Add checkboxes, required fields, yes/no questions, digital signature fields, and any disclaimers you need.

4. Attach forms to services or appointments.
   Configure your form settings for each form by assigning your form to specific services like “Spray Tan” or “Tanning Consultation.” Each form can have its own unique settings, like requiring a completed form to book an appointment, making forms expire, or sending automatic notifications when a customer submits their response.

5. Set delivery timing.
   Choose whether clients receive the form at the time of booking, in their confirmation email, or in a reminder text/email before their appointment.

6. Track responses and store them securely.
   Once a client submits a form, it’s automatically saved to their profile for quick reference during future appointments.

4. Tips for Offering Memberships that Boost Loyalty & Revenue

Recurring clients are the lifeblood of any beauty business and nothing builds consistency like a well-structured membership program. With Vagaro, you can create and manage custom memberships that not only lock in client loyalty but also provide a dependable stream of revenue month after month.

Why Offer Memberships?

• Client Retention: Memberships keep clients coming back regularly. Whether it’s weekly touch-ups or monthly glow-ups, members are more likely to book proactively.
  

• Increased Revenue Stability: With recurring payments, you gain predictable income — even during slower months.
  

• VIP Perks: Members love the feeling of exclusivity. Offer benefits like priority booking, discounts on services/products, or free add-ons like hydration mists or rapid tans.
  

• Upsell Opportunities: Once they’re in the membership funnel, clients are more receptive to additional services or upgrades.
  

How To Set Up Memberships in Vagaro:

1. Navigate to Settings > Things We Sell > Memberships.
   In your Vagaro dashboard, go to the Settings section and select Memberships.
   

2. Create a new membership.
   Click Select New Membership, name it (e.g., “Glow Club” or “VIP Tan Pass”), and define the cost and billing frequency (monthly, weekly, etc.).
   

3. Customize what's included.
   Assign specific services (like two spray tans/month), discounts, or product offers. You can also limit usage or set expiration rules.
   

4. Enable automatic billing.
   Vagaro will handle charges automatically through stored payment methods, eliminating the need for manual tracking or reminders. Users can control the charge frequency to reflect weekly, monthly, yearly, etc charges.
   

5. Promote your membership.
   Add the membership to your booking site, social media, and service menu. Vagaro makes it easy to spotlight memberships with custom marketing tools.
   

6. Track usage and performance.
   Monitor member activity, revenue, and retention inside your Vagaro dashboard for constant insights into what’s working.
   

5. Tipping Made Easy

At the end of an appointment, clients appreciate the opportunity to say “thank you” and tipping is one way to do just that. Vagaro makes it easy by offering digital tipping options right from the app or payment screen, whether clients pay in person or online.

No awkward moments. No missed gratuities. Just a smooth close to a great service.

6. Set Up Automated Follow-Ups That Drive Retention

Once the appointment ends, the relationship doesn’t have to. Vagaro enables you to set up personalized follow-ups via email or text, including thank-you notes, review requests, or reminders to rebook.

These small touches lead to big results — boosting rebookings, encouraging referrals, and turning one-time visitors into loyal fans.

Ready to Take Control of Your Bookings?

If you're ready to upgrade your biz, streamline your schedule, and never answer another “when do i exfoliate?” text again—head to vagaro.com/pro/tanbible to grab your FREE month of Vagaro.

You’ll get:
✅ Seamless client intake forms
✅ Automated email + text comms
✅ Branded, SEO-friendly booking page
✅ Checkout + deposits handled
✅ AND the spray tan scheduling peace of mind you deserve