Reschedule Vagaro appointments when a stylist is out

1. Block the day first: on the Vagaro Calendar, select a timeslot in her column, choose Personal Task and select Full Day Off (Entire Day Off on the phone). Block Online Booking is on by default, so no new client books into the gap.
2. Find her first appointment on the Calendar, open it and select Move. If that client has more than one appointment that day, select the ones to move together.
3. In Move an Appointment, confirm the services and employees, select Search and pick a timeslot from an employee's availability. With no availability that day, go to another date.
4. Leave Notify Customer on or turn it off, then Save. Repeat for every appointment left in the column.
5. Every booking left in the column means another trip through the same Move screen, and a missed one becomes a client at the door with nobody to serve them.

Alex is out sick today. Move each of her appointments to another stylist who offers the same service today, or to Alex's next free slot this week if nobody can take it. Show me the plan first and list anyone you could not place.

1. 01

   Read only the absent provider's column

   The agent calls list_appointments with her provider_id and the dates of the absence. Cancelled visits and ones already checked out are left out. Each remaining booking keeps its client, service and original start, which the agent needs to judge a fair new time.

2. 02

   Match each booking to a service ID

   A booking names its service, but the slot search needs the service ID. The agent looks it up with list_services for that location once, then reuses it for every client with the same service, so a balayage is searched as a 150 minute block and never squeezed into a 45 minute hole.

3. 03

   Try a colleague first, then her next free day

   For each booking the agent asks search_availability for the same service on the same day without a provider filter and prefers a start within an hour of the original. Only when nobody else is free does it search her own calendar over the next days, since some clients book one stylist and nobody else.

4. 04

   Hand over a plan before anything moves

   The agent lists every client with the proposed new time and provider, plus the ones with no slot. Each reschedule_appointment call waits for your OK, so you can approve the whole plan, change one line or tell the agent to keep a regular client with the original stylist.

5. 05

   Recheck when a slot is taken

   Online booking stays open while the agent works, so a slot can fill between the search and the move. Right before each move the agent searches that client's slot again, and when it is gone it picks the next free start instead of double-booking a colleague. Clients still without a slot are reported by name, so the front desk can call them.

Alex, Tue 14 Oct: 8 appointments
Moved to Jordan, same day: Maya Brooks 9:00 Women's cut, Priya Shah 12:30 Blowout
Moved to Sam, same day: Ellie Ward 10:15 Women's cut + Gloss
Moved to Alex, Thu 16 Oct: Jamie Cole 10:00 Balayage, Nora Kim 14:30 Root touch-up (asked for Alex only)
Skipped: Lena Ortiz 16:00, already cancelled by the client
Not placed: Tara Lowe 17:30 Highlights, no 2 h slot before Saturday. Call her: +1 555 0187

• Vagaro shows a Notify Customer toggle on every move; left on, the client gets a push, email and text notice, depending on that client's notification settings.
• When a client has several appointments on the same day, Vagaro can move them together, and the selected appointments shift by the same amount of time as the one you drop.
• A Vagaro Personal Task blocks online booking by default, and in businesses that require approval it shows as Pending until a manager approves it.
• With Vagaro Payroll (US only), clients can still book with an employee until her time off request is approved, and Vagaro lets you approve it even when appointments fall inside it.

reschedule_appointment asks for your OK by default. To run it on a schedule without you, switch confirmation off for that tool in your dashboard.

Sources: Vagaro Help: Reschedule a Customer's Appointment · Vagaro Help: Schedule Personal Tasks and Closures on the Calendar · Vagaro Help: Approve or Deny Time Off Requests · Vagaro Help: Cancel or Reschedule Services and Classes (for customers)

curl https://cotlet.dev/api/v1/vagaro/reschedule_appointment \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"appointment_id":"apt_7730301","start":"2026-10-14T09:00:00-07:00","provider_id":"emp_311"}'

{
  "appointment_id": "apt_7730415",
  "status": "Booked",
  "previous_start": "2026-10-14T11:30:00-07:00",
  "start": "2026-10-15T10:00:00-07:00",
  "end": "2026-10-15T12:30:00-07:00",
  "provider": "Alex"
}

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

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