We ask the client to provide view-only access to Vagaro so we can pull detailed sales and payment reports, including processing fees and other adjustments. This allows us to accurately record gross revenue and related expenses, since the deposits to the bank are often net of these amounts.

The 3PL requires a custom view-only Access Level in Vagaro called “Bench Reports.” This Access Level should include permission to run reports (both own and others’ reports) and allow login from any IP address. No admin access or edit permissions are required.

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Vagaro Third-Party Access Setup Instructions

Part 1: Create Access Level

1. Log in to your Vagaro account
2. Navigate to Settings → Employees → Access Levels
3. Click 'Add Employee' or 'New Access Level'
4. Enter the following information:
   • Access Level Name: Bench Reports
   • Access Level Description: Transaction history
5. Toggle the 'Active' setting to on/green
6. Scroll down to the access section labelled 'Reports'. Turn on (set to green) the following permissions:
   • Ability to run own reports - View
   • Ability to run others' reports - View
7. Toggle the 'Login from any IP address' option on/green (this allows the Bench user to log in remotely)
8. Click 'Save' at the bottom of the screen

Part 2: Create User (Web Browser version)

1. Log in to your Vagaro account
2. Go to Settings → Employees → Employee Profiles
3. Click 'Add Employee'
4. Enter the following information:
   • First Name: Bench
   • Last Name: Accounting
   • Email: thirdpartylogins+business.name@bench.co
   • Gender: (either)
   • Birthday: January 1, 1980
   • Address: 900 Broadway, New York City, NY
   • Phone: 6504460173
5. Toggle the following options:
   • 2-Step Verification: Off
   • Show Contact email and phone on Vagaro: Off
   • Bio: (leave blank)
   • Email Notifications: Off
   • Text Notifications: Off
   • Push Notifications: Off
   • Low Inventory Notifications: Off
6. Click 'Next'
7. Fill in the following information:
   • Username: (automatically filled with email address)
   • Password: Ask your bookkeeper to generate a secure password for you. They will message you the password in the Bench App, then delete the message from the app after you have confirmed you have set up the account.
   • Security Question: What is your favourite sport?
   • Security Answer: Bench
   • Select 'Account Admin' as the Employee Type
   • Select 'Bench Reports' as the Access Level
8. Click Next
9. Leave 'Working Hours' blank (If you are required to input information, set the hours as 9-5 and click 'Copy to all')
10. Click Next
11. Leave 'Set Service/Class Pricing' blank
12. Click 'Save'
13. Click 'Yes' to confirm adding the new employee. Note: Account Admin employees do not incur an additional licensing fee.
14. Please message your bookkeeper to let them know this has been completed, as the email invite link is not a monitored email.

Part 2: Create User (Vagaro Pro Mobile App version)

1. Log in to the Vagaro App
2. In the bottom right, tap 'More'
3. Tap 'Settings' and then 'Employee Profiles'
4. Tap 'Add Employee'
5. Enter the following information:
   • First Name: Bench
   • Last Name: Accounting
   • Email: thirdpartylogins+business.name@bench.co
   • Gender: (either)
   • Birthday: January 1, 1980
   • Address: 900 Broadway, New York City, NY
   • Phone: 6504460173
6. Toggle the following options:
   • 2-Step Verification: Off
   • Show Contact email and phone on Vagaro: Off
   • Bio: (leave blank)
   • Email Notifications: Off
   • Text Notifications: Off
   • Push Notifications: Off
   • Low Inventory Notifications: Off
7. Tap 'Next'
8. Fill in the following information:
   • Username: (automatically filled with email address)
   • Password: Ask your bookkeeper to generate a secure password for you. They will message you the password in the Bench App, then delete the message from the app after you have confirmed you have set up the account.
   • Security Question: What is your favourite sport?
   • Security Answer: Bench
   • Select 'Account Admin' as the Employee Type
   • Select 'Bench Reports' as the Access Level
9. Tap 'Next'
10. Leave 'Working Hours' blank (If you are required to input information, set the hours as 9-5 and tap 'Copy to all')
11. Tap Next
12. Leave 'Set Service/Class Pricing' blank
13. Tap 'Save'
14. Return to the Employee Profiles page by tapping 'More,' 'Settings,' and 'Employee Profiles.' The new Bench user should be at the end of the list
15. Please message your bookkeeper to let them know this has been completed, as the email invite link is not a monitored email.

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After completing the setup, the Bench Accounting user will appear in your Employee Profiles list with "Account Admin" as the employee type and "Bench Reports" as the access level. This user account:

• Will have view-only access to transaction reports and financial data
• Will not have a calendar or provide services to customers
• Will not incur any additional monthly licensing fees
• Can log in remotely from any IP address to pull reporting data

Our team will use these credentials to access your Vagaro account and extract transaction history for bookkeeping purposes. You should not need to take any further action unless you receive a notification about login activity from an unfamiliar location (which would be our team accessing the reports).

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Login issues:

• If our team cannot log in, verify that the "Login from any IP address" toggle is turned ON (green) in the Bench Reports access level settings (Settings → Employees → Access Levels → Bench Reports → Edit)
• Confirm that the correct email address (thirdpartylogins+business.name@bench.co) and password were entered

Missing reports or data:

• Ensure the "Bench Reports" access level has both "Ability to run own reports - View" and "Ability to run others' reports - View" permissions enabled (green)
• Navigate to Settings → Employees → Access Levels → Bench Reports → Edit and verify the Reports section permissions

Account was accidentally deleted:

• If the Bench user is removed from your Employee Profiles, simply follow the setup instructions again to recreate the account with the same credentials

Need to revoke access:

• To remove Bench's access, navigate to Settings → Employees → Employee Profiles, locate the Bench Accounting user, click the Action menu, and select "Mark as Inactive" or "Delete"

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Official Sources Used:

1. Configure Access Levels and Employee Permissions: https://support.vagaro.com/hc/en-us/articles/18977275541531-Configure-Access-Levels-and-Employee-Permissions (Last updated: not visible, but appears current as of 2025)
2. Add an Employee Profile: https://support.vagaro.com/hc/en-us/articles/18977275440795-Add-an-Employee-Profile (Last updated: 3 weeks ago from search date)
3. Add Safe IP Addresses: https://support.vagaro.com/hc/en-us/articles/206541718-Add-Safe-IP-Addresses (Last updated: March 16, 2026)

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