Your 7pm color inquiry reaches your front desk instead of a voicemail nobody plays back
GreetKeeper answers the call, captures the service and the stylist, and has the request waiting for your desk to place in Vagaro when you open.
Caller
“I want a full head of highlights with Shannon if she has anything Saturday. Last time it took about three hours.”
What happened next
- Service and stylist preference captured from the caller
- Request emailed to the front desk with the client's details and the service
- Three-hour duration noted, so nobody books it into a ninety-minute gap
How GreetKeeper connects to Vagaro
Three states, and we publish the one that is true rather than the one that reads best.
| Tool | How it connects | What that means |
|---|---|---|
| Vagaro | Email or webhook |
What Vagaro runs for you
Vagaro is booking and business software for salons, spas and fitness studios. Appointment book, client records, point of sale, memberships, payroll and a consumer marketplace all sit inside it.
Vagaro keeps its appointment book in its own app. GreetKeeper hands your desk a complete request by email or webhook, and they place it on the book.
The appointment book is the heart of it. Every stylist has a column, services carry durations and prices, and the book is what your front desk stares at all day.
Where the booking lands
With your front desk, as a request they place on the Vagaro book.
The call is captured first, always. Name, mobile number, the service asked for and the stylist named go into your GreetKeeper log.
You then get the request by email, with the caller's own words and the duration they mentioned. If your desk prefers a list, a Zap can add each call to a Google Sheet or a task tool instead. Those apps exist in Zapier, so that part works. The Zap catches our webhook, which needs a paid Zapier plan.
Someone on your team opens Vagaro and places the appointment in the right column. It takes them a minute, and they know things the phone call doesn't, such as whether Shannon is already full on Saturday.
Setting it up
Start with what your front desk already looks at each morning.
Choose where requests should arrive
An inbox works for most salons. A shared sheet is better if two people open on different days, because a row can be marked as done.
Map two or three services, not twenty
Pick the services people ring about. A cut, a color and a treatment will cover most calls. Give each one its true duration, so your desk sees a three-hour job for what it is.
Handle stylist requests explicitly
Callers name people. GreetKeeper takes the stylist as a preference and puts it on the request. Your front desk decides the column, because they can see the book and the phone can't.
Test on a quiet Monday with the book open
Ring in as a client. Read the request the way your opener would. Ask them whether it's enough to book from, then adjust what GreetKeeper asks.
Running a salon line with Vagaro
Train GreetKeeper to tell callers the salon will confirm their stylist and exact time. Your desk books the chair in Vagaro from the summary.
Put your deposit and cancellation policy into GreetKeeper's answers, so callers hear it before they choose a time.
Use the morning's summaries as your desk's call list. Each one carries the name, number, service and preferred time.
Questions about Vagaro and GreetKeeper
Does GreetKeeper integrate with Vagaro?
It works alongside it. Each request reaches your desk by email, sheet or task, with the service, stylist and duration, and they book it in Vagaro.
Does it take the deposit for a color service?
Your front desk takes it. If your policy requires a deposit before a color, GreetKeeper tells the caller during the call, and the desk collects it when they book.
What about clients who ring to cancel?
The cancellation is captured with the caller's number and the appointment they named, and your team is alerted, ready to remove it in Vagaro.