Setup Guide

How to set up Vagaro
with CRM Connector

This guide explains how to connect Vagaro with CRM Connector using Vagaro's API and webhooks. Follow the steps below to configure the integration correctly.

Important Disclaimer

Before setting up the integration, please note:

  • Vagaro API usage may incur costs.
  • Vagaro includes 5,000 free API calls per month.
  • Any usage above 5,000 API calls per month will be billed by Vagaro, not CRM Connector.

CRM Connector is not responsible for any charges billed by Vagaro. All API billing and pricing are controlled entirely by Vagaro.

Click Settings then All Settings in Vagaro

Step 1 of 9

Go to Settings

Step 1: Click "Settings" within your Vagaro account.

Step 2: Click "All Settings".

Navigate to Developers and APIs & Webhooks in Vagaro

Step 2 of 9

Go to Developers

Step 1: Scroll down to "Developers" and click "APIs & Webhooks".

Step 2: Click "Contact Us".

You'll need to click "Contact Us" and fill out the form before gaining access to "APIs & Webhooks".

Complete the APIs & Webhooks contact form in Vagaro

Step 3 of 9

Complete the form

Step 1: At "Which webhooks will you use?" please select "Appointments & Customers".

Step 2: In the field "Tell us more about how you plan to use Vagaro's webhooks", please copy and paste the following sentence:

Paste this text

We aim to use created appointment events and Customers events to filter out active clients in our system.

Approval may take up to 5 business days.

Navigate to Webhooks and click Create Webhook for customer

Step 4 of 9

Create the Webhook Customer

Step 1: Navigate back to "APIs & Webhooks" and click on "Webhooks".

Step 2: Click the "Create Webhook" button.

Configure the Customer webhook with URL and settings

Step 5 of 9

Creating the Webhook Customer

Step 1: Enter any name you like in the Name field. Make sure it's something you'll easily recognize later.

Step 2: Copy and paste the following webhook URL:

Step 3: Set the Request Method to POST and the Request Format to JSON.

Step 4: Select "Customer" as the trigger event.

Step 5: Choose the location(s) you want to connect to this webhook.

Webhook URL

https://api.crm-connector.com/vagaro/customer-webhook
Navigate to Webhooks and click Create Webhook for appointment

Step 6 of 9

Required for customer sync

Create the Webhook Appointment

Step 1: Navigate back to "APIs & Webhooks" and click on "Webhooks".

Step 2: Click the "Create Webhook" button.

Set this webhook up if you want contacts to be qualified as customers. The customer webhook on its own only creates leads — completed paid and consultation appointments are what promote a contact to a customer.

Configure the Appointment webhook with URL and settings

Step 7 of 9

Required for customer sync

Creating the Webhook Appointment

Step 1: Enter any name you like in the Name field. Make sure it's something you'll easily recognize later.

Step 2: Copy and paste the following webhook URL:

Step 3: Set the Request Method to POST and the Request Format to JSON.

Step 4: Select "Appointment" as the trigger event.

Step 5: Choose the location(s) you want to connect to this webhook.

Webhook URL

https://api.crm-connector.com/vagaro/appointment-webhook
Copy Client ID and Client Secret from the API tab

Step 8 of 9

Getting the Client ID and Client Secret

Step 1: Navigate back to "APIs & Webhooks" and click on "API".

Step 2: Copy your Client ID and Client Secret.

Find your Vagaro region in the URL bar

Step 9 of 9

Getting the right Region

Step 1: In the URL bar, you'll see the website address. At the beginning of the URL, your region will be indicated. Copy and paste this region exactly as shown (e.g., "usa03"), without any dots or extra characters.

How the integration works

Important details about the Vagaro integration, including sync behavior, API usage, and webhook requirements.

How the Vagaro Integration Works

Unlike most other integrations supported by CRM Connector, Vagaro works through webhooks and API requests. Because of this:

  • Vagaro does not allow a full historical data import through our integration.
  • The integration starts syncing from the moment the webhook is activated.
  • Historical appointment data cannot be automatically imported.

This is a limitation of the Vagaro API, not CRM Connector.

Sync FrequencyInstant

Vagaro is not on a sync schedule. Every update is driven by the webhook itself:

  • A customer webhook creates or updates the contact in GoHighLevel as a lead, straight away.
  • An appointment webhook for a completed appointment promotes that contact to a customer, straight away.

Because everything is event-driven, Vagaro has no daily job and no manual sync button — there is nothing to schedule or re-run.

Webhook Requirements

The two webhooks do different jobs. Connect both if you want customers as well as leads.

LeadsCustomers (Create / Update) — creates the contact in GoHighLevel as a lead. Lead import is always on and cannot be switched off.
CustomersAppointments — promotes a contact to a customer once a paid appointment or a consultation is completed.

Without the appointment webhook the integration still runs, but every contact stays a lead. Contacts without an email address or phone number are skipped, because GoHighLevel matches on those fields.

API Usage

Webhooks are pushed to CRM Connector, so receiving them costs you nothing. Vagaro API calls are only made when we have to look a customer up:

Webhook received for a contact already syncedNo API call
Completed appointment for a contact not yet in GoHighLevel1 customer lookup
Scheduled or manual re-syncsNone

In practice your usage scales with the number of new contacts, not with how long the integration has been running. Most accounts stay well inside Vagaro's 5,000 free calls per month.

Any billing above the free tier comes directly from Vagaro, not CRM Connector.

Remember: CRM Connector is not responsible for any API charges. All API billing and pricing are controlled entirely by Vagaro.

FAQ

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Contact us

No. The integration remains active as long as API access is enabled and webhooks remain active in Vagaro.

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Now that your Vagaro webhooks and API credentials are set up, connect them to CRM Connector in minutes.

Enter your credentials

Paste your Vagaro Client ID, Client Secret, and region into CRM Connector.

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Customer and appointment data sync automatically between Vagaro and CRM Connector via webhooks and daily checks.

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