Vagaro Not Working Again? Find Out Why Vagaro Clients Are Switching Software
Last Updated on 16 October, 2025
Does your business regularly grind to a halt when Vagaro is not working? You’re not alone, and small business owners just like you are looking for ways to relieve the headache.
Vagaro is a comprehensive management solution for wellness, fitness, and beauty businesses. They offer a range of features to manage online booking, branded apps, payroll, and more. According to their website, their primary goals include helping clients increase website traffic, bookings, just to name a few.
With such a promising lineup of features, what could be causing Vagaro software clients to switch software?
Users Report Vagaro having Slow Software
Slow software can negatively impact a business. With Vagaro software, some of the biggest issues appear to be slow loading times on the point-of-sale and booking platforms. This can include slow checkouts, booking problems, and a poor in-studio customer experience.
As one retail user named Julie put it, Vagaro’s “features do not outweigh how it bogs down your business. It creates lines up front because checking out is such a problem.”
“The software is slow, buggy, and we had multiple problems with it,” she continued. “After repeated calls to customer service, they blamed it on our Internet service, which I upgraded with no change. I called back, and they blamed my computer. I upgraded the memory to make the computer faster, but continued to have issues.” Instead of taking accountability for buggy software, Vagaro repeatedly told the client the problems were caused by something on her end.
When these issues arise, customer service is crucial. Yet, some clients claim they receive little to no support.
Users Report Vagaro has Unsupportive and “Argumentative” Customer Service
Vagaro’s website promises 24/7 customer service, 95% satisfaction, and answers to most calls within three minutes. However, users describe Vagaro’s customer service as unhelpful at best and argumentative at worst.
Julie canceled her subscription because of constant software bugs. She was still being charged four months later and said it took much longer than three minutes to speak with phone support.
“They continue to bill me monthly, even after repeated attempts to get them to stop. Customer service takes an hour to get through to a person, and they are not helpful,” she confirmed.
John, another user, claims he struggled to get help with payroll issues. Despite contacting customer service countless times, John reports that his experience with Vagaro didn’t improve.
“After more than 50 emails and 20 phone calls, it still does not work,” he says. “They only have one payroll specialist. He is apparently the only person in the company who can help with payroll matters. After over 20 emails to try and fix the problem, he has stopped responding to my emails and will not set up a time to chat to figure out how to resolve the problem.”
As a result, John says he’s been unable to pay his staff properly. “It has been one of the most frustrating and embarrassing experiences I’ve had as a business owner,” he explains.
Users Report Unexpected Charges & Fees
Is Vagaro safe? Trouble with payroll, unexpected charges, and surprise fees leave clients wondering. Plus, software glitches have caused lost funds and damaged small business reputations.
Valerie, a user based in the US, was surprised by a $100 cancellation fee for the credit card terminal that Vagaro provided for her business.
She offered to return the terminal, which she had not used. Additionally, Valerie requested a refund and cancellation because she reported the Vagaro team did not show up for her onboarding session and imported her client data with significant errors.
“I have paid for two months of service, but I have not even been able to use this booking software since subscribing due to all the mistakes during the import and Vagaro not showing up to the onboarding meeting,” she explains.
Understandably, she wanted to part ways with Vagaro. “I asked to cancel my service and requested a refund. They advised they would not issue a refund,” she says. “However, they are requesting a $100 cancellation fee for the credit card terminal that I have not even used. I offered to send it back, but I just can’t see how they want to charge me an extra $100 to cancel a service that I wasn’t able to use due to their incompetence.”
She later added to her review, acknowledging Vagaro’s response, saying, “As you can see from Vagaro’s response, they will still charge you $100 to cancel even if you offer to send the card reader back that you have never used because they couldn’t get anything right.”
Another business owner named Loren C. expressed similar frustrations. She wanted to cancel Vagaro after a series of scheduling issues. “The Vagaro team didn’t capture all my previous bookings. I had all kinds of booking errors, which cost me a lot,” she explains.
“I am completely dissatisfied, and all they did was send a link to a video that shows me how to cancel, and I have to pay $100 to get out of a contract I did not even know I was in,” she says.
Users Report Buggy Software
With these serious issues, it’s no surprise that some users have expressed their frustrations through online reviews.
Software bugs forced Chris, a user in the UK, to cancel his service. To his surprise, he didn’t get a refund.
Vagaro took payment for a “subscription to a buggy service,” he said. “When I canceled the subscription, they locked my account despite me prepaying for a month. They then sent an email saying there would be no refund. Just plain out fraud,” he continued.
Not only do clients appear not to get help with software issues, but it also seems they’re being punished with fees when they understandably want to cancel.
WellnessLiving’s High-Quality All-in-one Software
Finding and switching to the right business management software is a huge undertaking. That’s why at WellnessLiving, we’re dedicated to stellar customer support to ease the transition and help you optimize every feature.
We’re also committed to providing smooth-running software you can rely on. Satisfied customers can attest to that.
“We gained a lot more control over the client and class experience, from seamless scheduling and booking to hassle-free payments and communication,” says Tasha Brook, a Yoga Den franchise owner.
Lisa Alexandra, founder and creative director of The Aura House, agrees. “For a company dedicated to seeing your business grow and supporting your journey, WellnessLiving is the place to be,“ she says.
You deserve reliable software from a team that has your back. Book your commitment-free demo today.
FAQs about Vagaro
If you notice constant workarounds, frequent client complaints, or staff frustration with the system, it may be time to re-evaluate. Other red flags include limited customization, unreliable customer support, slow updates, or features that no longer meet your business needs. Ultimately, if your software is holding back growth instead of supporting it, it’s no longer the right fit.
The best time to switch is during a slower season when you can dedicate time to training staff and informing clients. Many studios also choose to transition at the start of a new billing cycle or calendar month, making reporting and payment reconciliation easier. Planning the switch during a natural business lull helps reduce stress and disruption.
Look for a platform that combines scheduling, payments, marketing, and client management in one place. Mobile accessibility, automated reminders, and integrations with popular tools are also must-haves. Just as importantly, prioritize software with reliable customer support and onboarding, so you aren’t left struggling to adapt. A good solution should save time, boost retention, and scale with your business.
Data migration can feel daunting, but the best software providers offer dedicated support and automated tools to make the process smoother. Transferring client profiles, memberships, billing history, and schedules usually takes a few days to a couple of weeks, depending on the size of your database. With the right provider, you’ll have guidance every step of the way, ensuring nothing critical gets lost in the transition.
* Vagaro is a trademark of Vagaro, Inc., and is not affiliated with WellnessLiving.
