7 Key Vagaro Reports For Schedulicity Users

As with any business, good decision-making in a salon depends on understanding your data. Vagaro's robust Reports feature is an invaluable tool that reveals virtually every aspect of your salon's performance. It identifies opportunities for growth and improvement, signals when to adjust pricing, highlights top-performing stylists and best-selling products, and pinpoints when no-shows are most problematic. Let's examine the most practical reports—those you'll reference weekly or even daily.

1. Sales By Provider

Vagaro’s Sales Reports let you pull a boatload of useful revenue data any time you want. Breaking down your in-house and online revenue streams helps you not only to make decisions about products and services you sell, but also how you market them.

The Sales by Service Provider report actually falls under Employee Reports umbrella. It provides you with a high-level breakdown of your total sales by category for your employees and customers for a specified date range (after discounts and refunds). So, what about employee sales can you view? Well, a lot:

• How many services, classes, products, memberships, and packages were sold
• The price of each item sold
• The amount of tips, taxes, and fees collected.
• Employees’ detailed transaction summaries by selecting an employee’s name in the report

...and much more. This data helps identify your top performers—those who deserve prime shifts and greater opportunities. You might discover staff who excel at booking add-on services, making them ideal candidates for dedicated upselling strategies or testing your new commission structure.

Here’s how to run the Employee Sales Report from your phone:

Go to More → Reports → Employees → Sales

At the top of the screen, select Date Range to change the date range of the data

Optionally, select the Filters settings_inline.png, Picture button in the top-right corner of the screen to filter the contents of the report, then select Run Report:

Employees: Select the employees whose bookings to include, or select All Employees.

Customer: Select the customers to include in the report, or select All Customers.

Business Location: If your business has multiple locations, select the multi-location businesses or all locations in a group you want to review.

Include Past Employees: Whether to include entries of past employees in the report.

Appts. From-To: Select a date range that appointments were scheduled to be performed.

Sort By: Select whether to sort the report by Entry Date or Employee.

To view the transactions for each employee during the date range, select an entry in the report. You can also select a transaction to view the transaction's receipt and even print or download it by selecting the Action menu, then choosing Print or Export.

Optionally, at any time after running the report, select the Action menu to perform the following additional tasks:

Sort By: Change the order of the cards listed in the report.

Star or Remove Star: Add or remove a bookmark to this report in the Starred at the top of the More → Report menu.

Print: Print your report if your device is connected to a printer.

Export PDF or Export Excel: Save the report to a PDF or Excel file.

Check out this Support Article for how to pull the Employee Sales Report on Web, Tablet, Pay Desk, or PayPro.

2. Customer Product Sales & Appointment Histories

This isn’t a “Report” per se, because you technically access this data from your clients’ profiles. But the information gained here is important toward your marketing and retention efforts.

You can figure out who your big spenders are, gain valuable demographic information (who buys these products, or books these services) and figure out how to keep current clients loyal and engaged. This could be by including them in a targeted seasonal email or text campaign focused on certain product bundles or sending them a birthday email with a discount on a service they book often.

If you haven’t seen a client in a while and want to reach out with a “baby-come-back!” email, your efforts may be more effective if you included an even sweeter deal like the ones above.

Your customer's product purchases will be shown as a card for each transaction. You can select a transaction to view more information on that product.

To view a customer's products:

• Go to Customers at the bottom of the screen.
• Select the customer you want to view.
• In the top menu, swipe left through the different tabs and select the Products tab. A complete list of the customer's purchased products will be displayed below.
• Select a product to view more details on the transaction.
• Optionally, if you're part of a multi-location business, select the Filters button in the top-right corner to see if this customer purchased products at another location.

Check out this support article for instructions on how to access this Report in the Web Version of Vagaro

To View a Customer’s Appointment History:

• At the bottom of the screen, select Customers.

• In your Customer List, search for and select a customer.

• Select the Appointments tab.

• In the top-right corner, select the Filters button to filter and search the customer's appointment history.

  • Select Status: Choose the appointment status you want to view. For example, you can view each booking where the customer Cancelled.

  • Select Service: Choose the specific service you want to view.

  • All Teachers: Choose a specific service provider the customer booked with.

  • Start Date/End Date: Choose the date range you want to view. The system will display all appointments booked during that period.

  • All Businesses: For multi-location businesses, select another location to see the customer's appointment history at that business.

  • Select Apply to update the customer's appointment history or select Clear to remove all filters.

Optionally, select an appointment to view more details, like the price, points used or gained, instructor, and so on. After selecting a session, you can:

• Select View on Calendar to go to the booking on the Calendar.
• In the top-right corner, select the Action menu to change the customer's status for that service. This will not be available for checked-out appointments.
• For checked-out appointments, you can refund the customer by selecting Refund.

Check out this Support Article for how to access this Report on the web version of Vagaro.

3. Print Daily Plan

Vagaro’s Print Daily Plan option provides a summary of the appointment schedule for a specific day, including details on all the customers booked for that day. You can alternatively print a shorter report for just an appointment summary of all the for the day if necessary.

The “detailed report” option is what really sets this Report type apart. It drills down into a summary of all appointments, the customers who booked those appointments, point balances of those customers, any recently purchased products, and more.

To print a schedule of your appointments:

• Hover over Calendar, then select Print Daily Plan.

  • Select the Calendar button to choose a date.

  • In the Service Provider list, select the service provider to be included in the report.

• Optionally, if you don't want to include customer contact information in the report, deselect Show customer contact info.

Choose one of the following options:

• Print short report
• Print detailed report

Check out this support article for a complete list of what you can view in the Daily Plan.

4. Appointments Summary

The Appointment Summary shows a graphical representation of the number of your business's appointments based on appointment status for a selected date range. After generating the report, you can further refine the results by day, week, month, or year.

This report shows the status of all appointments in a bar graph within the selected date range. This report provides introductory insight into your no-shows, cancellations, and upcoming appointments in one report (which you can drill deeper into in the Cancellations and No-Shows Report.)

Six types of appointments are color-coded in the Chart View. The Legend on the right side of the report displays what each color represents. You can select (mobile) or hover over (web, tablet, or Pay Desk) a section of the bar chart to see how many appointments are categorized as that appointment type:

• Requested: Requested appointments on the Calendar that have not been approved by the business.
• Accepted: Requested appointments on the Calendar that have been accepted.
• Awaiting Confirmation: An appointment confirmation was sent to the customer.
• Confirmed: The customer has confirmed the appointment.
• Show: Appointments marked as Show on the Calendar.
• Cancelled: You or the customer cancelled the appointment.
• Deleted: You deleted the appointment from the calendar.
• Denied: You denied a pending appointment.
• No-Show: You marked the appointment as a No-Show on the Calendar.
• Ready to Start Appointments marked as Ready to Start on the Calendar.
• In Progress: Appointments marked as In Progress on the Calendar.
• Service Completed: You checked out the appointment.

To run the Appointment Summary report:

• Go to More+Reports → Appointments → Appointment Summary.

• At the top of the screen, select the Date Range to report on. The data is automatically updated each time you select a different date range.

• Optionally, select the Filter settings.png button to set your report's filters, then select Run Report.

  • Employees: Select the employees whose bookings to include, or Select All to include them all.

  • Customer: Select one or more customers to include, or select All Customers.

  • Appointment Status: Select one or more appointment statuses to include.

  • Advanced Filters: Optionally, select any additional filters to further refine the report.

    • Business Location: If your business has multiple locations, select the multi-location businesses or all locations in a group you want to review.

    • Include Past Employees: Whether to include employees who no longer work at your business.

• Optionally, above the chart's legend, select a date type to further break down the results by day, week, month, or year.

• Optionally, at any time after running the report, select the Action menu to perform the following additional tasks:

  • Hide Legend or View Legend: Close or display the report's legend.

  • Grid View or Chart View: Switch between showing the report as pie charts or in tables.

  • Print: Print your report if your device is connected to a printer.

  • Export PDF or Export Excel: Save the report to a PDF or Excel file.

Check out this support article for

5. Booking Percentage Report

The Booking Percentage Report compares your total booked hours against the total availability for all or some of your employees. In the report, you will see how efficiently your business ran for the selected time frame. If you see that you often have more booked time than available, you could consider opening more hours or hiring additional staff.

Alternatively, if you have much more availability than our booked time, you may want to consider marketing your business to fill those gaps.

Understanding the Report

The generated report shows the following information:

• Total available booking time in hours within a date range.
• Actual amount of time booked in hours within a date range, including time allotted to Add-Ons and Cleanup Time.
• Booking percentage (the actual time booked divided by the available time).

To pull the Booking Percentage Report on your phone, follow these steps:

• Go to More+Reports → Appointments → Booking Percentage.

• At the top of the screen, select Day to change the report's date range. The report is automatically updated each time you select a different date range.

• Select the Filter button to set your report's filters, then select Run Report.

  • Employees: Select the employees whose bookings to include or Select All to include them all.

  • Business Location: If your business has multiple locations, select the multi-location businesses or all locations in a group you want to review.

  • Include Past Employees: Whether to include employees who no longer work at your business.

• Optionally, select the Action button to perform the following additional tasks:

  • Hide Legend or View Legend: Close or display the report's legend.

  • Grid View or Chart View: Switch between showing the report as a bar chart or a table.

  • Print: Print your report if your device is connected to a printer.

  • Export PDF or Export Excel: Save the report to a PDF or Excel file.

Check out this helpful Support Article for how to access this Report via Web, Tablet, or Vagaro’s Pay Desk.

6. Cancellations & No Shows

Among other things, Vagaro’s robust Appointment Reports give you a deeper dive than you might be accustomed to into your cancellations & no shows. If you want to get to the bottom of why your salon might be losing money and how to prevent it, then The Cancellations & No Shows report will become one of your best friends.

This report provides a detailed list of the number of canceled, denied, deleted, no-show, completed, and pending appointments for your business.

Within each of those, you can find the following information:

• Appointment Date: The date when the appointment or class occurred.
• Status: The status of the appointment.
• Status Changed Date: The date and time when the appointment status was last changed.
• Status Changed By: The employee who changed the status of the appointment.
• Comments: Any comments that were added to the appointment.
• Service Provider: The employee who provided the service.
• Service Name: The service or class that was booked.
• Customer: The name of the customer.
• History: Select the link to show the Timeline of all the changes that were made to the appointment over the past 15 days.

This all may seem complex, but running this report is actually easy, and it can be done straight from your phone you’re probably on right now:

• Open your Reports in the Vagaro App

• Go to More+Reports → Appointments → Cancellations & No-Shows.

• At the top of the screen, select the Date Range to report on. The data is automatically updated each time you select a different date range.

• Optionally, select the Filter button to set your report's filters, then select Run Report.

  • Customer: Select one or more customers to include or select All Customers.

  • Event: Whether to list cancelled or no-show Appointments and/or Services.

  • Appointment Status: Select one or more appointment statuses to include.

  • Business Location: If your business has multiple locations, select the multi-location businesses or all locations in a group you want to review.

  • Sort By: Select the order in which to show the report's results.

• Optionally, at any time after running the report, select the Action menu to perform the following additional tasks:

  • Print: Print your report if your device is connected to a printer.
  • Export PDF or Export Excel: Save the report to a PDF or Excel file.

The above information was taken directly from Vagaro’s Support Library. Check out this support article for how to run the same report on the web, tablet, Vagaro Pay Desk, or PayPro.

7. Packages

The Packages report lists the packages customers have purchased and includes data for which packages are still active, their purchase and current values, status, and payment information.

This report can also be used to manage individual packages, such as editing their details, auto-renewing them, cancelling or refunding them, and tracking their usage history.

After running this report, you can perform the following tasks, when possible, for packages in the list:

• Edit Package: View or update the details of the customer's package.

• Edit Balance: View or update the number of visits or products remaining on the package.

• Pause or Resume Auto Renew: Stop or restart the package's auto renewal.

• Cancel Package: Revoke the customer's package so that none of its services, classes, or products can be used.

• Refund Package: Revoke the customer's package and return the paid amount.

• View Customer

  • On a Phone: View the profile of the customer who owns the package.

  • On the Web, Tablet, Pay Desk, or PayPro: Select the customer's name in the Customer column to view their profile.

History: View the customer's usage of that package.

Running the Packages report will list all of your customers' packages, regardless of their status. Use the report's filters to limit the results to only those you'd like to see, and then you can export or print the report for your own analysis and business records.

To run this report on your phone, do the following:

• Go to More → Reports → Customers → Packages.

• Optionally, select the Filter button to set your report's filters, then select Run Report.

• Search Fields: Select the main package criteria to search for.

  • Any: Report on any of the search fields in this list.

  • User: The name of the customer who purchased the package.

  • Expired: Show only packages that are past their redemption date.

  • Service/Class: Name of the service or class to search for.

  • No of Visit(s) Equal To: The number of visits that can still be redeemed.

• Search Value: Enter some or all of the text to search for based on the Search Field selected.

• Status: Show only packages that have one or more of the following status(es):

  • Outstanding: The package still has visits or value still remaining to be redeemed.

  • Redeemed: The package's visits or value has all been used by the customer.

  • Inactive: The package was cancelled.

  • Expired: The package can no longer be used because the redemption date has passed.

• Business Location: If your business has multiple locations, select the multi-location businesses or all locations in a group you want to review.

• Auto Renew: Select whether the packages to search for are set to auto-renew (Yes) or not (No).

• Renewal On: Select the charge frequency that the package is set to renew.

• Renewal Status: Select one or more statuses to report on.

  • Active: Customers can currently use this package towards future purchases.

  • Inactive: The package currently cannot be used because of a failed payment or the expiry date has passed.

  • Paused: Auto renew for the package has been paused and will be inactive after the current billing cycle, or the business has suspended this package for this all customers who've purchased it.

  • Cancelled: The package can no longer be used.

Sort By: Select the criteria to sort the report by.

• Optionally, at any time after running the report, select the Action menu to perform the following additional tasks:

  • Print: Print your report if your device is connected to a printer.

  • Export PDF or Export Excel: Save the report to a PDF or Excel file.

These are seven highly useful Vagaro Reports that you'll reference weekly if not daily. Of course, there are dozens of other Reports available to Vagaro users that cover every aspect of their businesses. Start exploring them from your Vagaro Dashboard and get comfortable with the data. It will become one of your best friends in short-, and long-term business success.