Guide · Vagaro
How to find and win back lost customers in Vagaro
Vagaro gives you two ways to deal with clients who stopped booking: a report to find them, and an automatic Lost Customer campaign. Here’s how each one works, what it misses, and how to reach every client when they are late.
Checked October 2026. Vagaro sometimes changes its menus.
The short answer
- To find them: run the Customer List report and filter Last Visit to before a date.
- To message them automatically: set up a Lost Customer email or text campaign and pick how many weeks after the last visit it sends.
- The catch: both use one timing for everyone, and your clients don’t all come back on the same schedule.
Find clients who stopped booking
- 1
Open the Customer List report
On a computer, hover over Customers and choose Customers List.
- 2
Filter by last visit
Set Last Visit to Before a date, for example six weeks ago. Vagaro counts a visit as a completed appointment or class.
- 3
Check and export
Check the Last Visited column to see when each client was last in, then export the list to Excel to work through it.
Set up the Lost Customer campaign
Vagaro’s Lost Customer campaign sends automatically to clients who haven’t visited in a while and don’t have a future appointment. You choose the timing: 1 to 52 weeks after the last visit for email, or up to 24 weeks for text (email, text).
Good to know
- It only reaches clients who become lost after you create it, not clients who already left.
- A visit means a checked-out or completed appointment or class.
- Vagaro marks Email Marketing and Text Marketing as needing a monthly subscription or fee (Vagaro Support).
Where one timing falls short
Whatever number of weeks you pick, it applies to every client. Take a 6-week campaign:
Comes every 2 weeks
By week 6 they’ve already missed two visits. The message arrives a month after they were due.
Comes every 10 weeks
At week 6 they aren’t even due yet. A “we miss you” now lands too early.
The fix is to judge each client by their own history and reach out when they are late.
Judged by each client’s own rhythm
How many of your Vagaro clients are past their usual visit?
Export your appointment history from Vagaro and drop it into the free Leak Check. You’ll see how many regulars are past their own usual visit and what they used to spend with you. No account or card needed, and your file is read once, then thrown away.
Need the file? How to export your appointment history from Vagaro
Get my free Leak Check →Common questions
Does Vagaro have an automatic message for lost customers?
Yes. The Lost Customer campaign sends automatically after a client hasn’t visited for a time you choose: 1 to 52 weeks for email, or up to 24 weeks for text. It skips clients who already have a future appointment. Vagaro marks Email Marketing and Text Marketing as needing a monthly subscription or fee.
Will the Lost Customer campaign reach clients who already left?
No. Vagaro says it will not look back for customers who were lost before the campaign was created. For those clients, use the Customer List report with a Last Visit filter and reach out yourself.
How does Vagaro decide a client’s last visit?
Vagaro counts a client’s last checked-out or completed appointment, or a completed class. Other purchases, like retail on its own, don’t count as a visit.
Why does one timing miss some clients?
Clients come back on different schedules. A lash client who comes every 2 weeks and hasn’t been back in 6 has already missed two fills, while a color client who comes every 10 weeks isn’t due yet. One timing treats them the same.
Do I have to stop using Vagaro’s campaigns?
No. Keep using the Vagaro tools you like. Keptix works alongside Vagaro and shows who is slipping, judged by each client’s own history.
Sources
More for Vagaro users: Export your appointment history · All guides