Reply to Vagaro customer reviews every week

1. Open Reports > Review Management on a computer, tablet, Pay Desk or PayPro, or More > Reports > Review Management on the phone. The report opens on the current month's reviews.
2. Change the Date Range to last week, and use Filters for Review Rating or Reviews with Responses to narrow the cards.
3. Under each review, select Reply to write a response, or Enhance with Vera to have Vagaro's AI draft one, then read it and select Post Response.
4. Repeat review by review. The Reviews with Responses filter shows reviews already answered, and the help center lists no filter for the ones still waiting, so spotting the gaps means reading the cards.
5. Vagaro sends the new review email only to the Account Owner, so when the owner is busy a three star review can sit unanswered on the public Listing Page.

Every Monday, reply to last week's unanswered Vagaro reviews at both locations: thank 4 and 5 star reviewers by name and mention the service they had, and only draft replies to anything below 4 stars for me to read first.

1. 01

   Collect only what still needs an answer

   The agent calls list_locations, then list_reviews per location with since set to the last run and unanswered_only on. Reviews answered by hand in the meantime drop out, so no client gets a second reply.

2. 02

   Split by rating and by content

   Four and five star reviews go to the thank-you pile. Anything lower, and any high rating whose text mentions a problem, goes to the draft pile. A review with a personal attack on a staff member is flagged instead, because Vagaro may remove it and a public reply would keep the attack in view.

3. 03

   Write for the person, not the template

   A thank-you uses the client's first name as shown and the service or provider the review mentions, with no discount promises and no health or treatment details in public. The agent varies the wording, so twenty replies on one listing page do not read the same.

4. 04

   Post the safe ones, hold the rest

   Thank-you replies go out with reply_to_review once you approve the batch, or without asking if you switched confirmation off for that tool. Drafts for low ratings stay in the report for you to edit, since a client cannot answer back once you reply.

Vagaro reviews, 6 to 12 Oct, 2 locations
Main Street: 7 new, 5 replied (all 5 stars)
Riverside: 3 new, 2 replied
Draft for you: Kelly R., 2 stars, "waited 25 minutes past my time"
Draft for you: Dan P., 4 stars but says the color faded in a week
Flagged: 1 star review naming a stylist with insults, consider asking Vagaro to remove it

• A Vagaro review reply shows below the review to all Vagaro users, and the client receives a notification when it is posted.
• Clients cannot post another comment on a Vagaro review after the business replies.
• Vagaro lets you edit or delete your own reply only on the web, tablet, Pay Desk or PayPro, from Action > Edit Response or Delete Response.
• Vagaro removes a review only for a personal attack, harsh or inappropriate language, a reviewer who was not a customer, or a breach of its user agreement; the business cannot remove one itself.
• With Only Allow Reviews from Verified Customers turned on in Online Appointment Rules, only clients who were checked out or completed the visit can review, one review per visit.

reply_to_review asks for your OK by default. To run it weekly without you, switch confirmation off for that tool in your dashboard.

Sources: Vagaro Help: Respond to Customer Reviews · Vagaro Help: Business Review Standards in Vagaro

curl https://cotlet.dev/api/v1/vagaro/list_reviews \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"location_id":"loc_21","since":"2026-10-06","unanswered_only":true}'

{
  "reviews": [
    {
      "review_id": "rv_5521",
      "client": "Maya B.",
      "rating": 5,
      "text": "Best balayage I have had.",
      "posted_at": "2026-10-12",
      "replied": false
    }
  ]
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is vagaro_list_reviews. Example data.

• Reschedule Vagaro appointments when a stylist is out
• Vagaro API and MCP server: every tool
• All use cases