Complete pet grooming software handbook

STEP 1: The customer and the animals

If the customer is new:

Click on the button + New customer


gromming software add customers

  • Write basic and contact information

    The software automatically checks if that email address or ID already exists and shows a warning to avoid duplicate contacts

  • If you want to include more information (address, state, etc.), click on More information

  • To write the information about Privacy/GPRD, click on Privacy

  • Add the basic information of the animals
    (Later, in the animal file you can add more information)

  • Click on Save and continue to continue with the new booking


If the customer already exists:

  • Write the name and select from the drop-down

  • If he already has animals, they will appear on the right. If not, you can add his animals:



In both cases, if the customer has several animals configured, you can select which ones you want to booking.


Next to the customer and the animals, there are some small buttons,to quickly annotate and consult important information.

grooming software customers and animals



(If there's information, the button is highlighted in red)



STEP 2:The software checks if that customer has an unpaid invoice, and shows a warning. So, before making a appointment, you will know if the customer has pending payments. 

unpaid invoices dog grooming

STEP 3: The appointment

  • Select date and times.

  • If you want, you can select the employee or groomer who will do the service

    note: You can add more employees in Settings > Employees

  • You can add notes or comments if you want

  •       
  • You can assign a color flag to the appointment if you wish to identify it more quickly



Color Flag:

You can assign a color to quickly identify a booking/check-in/service/... or a customer/animal/...
You choose the colors and how to use the color flags.

For example:

  • In my business there are special customers and I apply then different rates/prices. I use colors to identify them: friends, VIPs, partners, regular customers, ...

  • In my business, bookings must be paid in advance and I use a color to identify paid and pending bookings.

  • I use a color to identify problematic customers , who always cancel appointments or unpaid bills.

  • Some animals have a behavior or requirement and I want to identify them with a special color. For example to females in heat, to aggressive animals, to puppies, to animals that they need medication/surveillance.

  • In my hotel, I have few spare rooms and I am going to move animals to other rooms. I identify those check-in with another color.

  • In my pet grooming , we offer special services that require specific material and I identify them with a special color: for example the relaxation treatments are carried out in the "Spa" room. Or to determine the duration, difficulty or any other parameter I use special colors.

  • Or any other parameter that you consider interesting. It's up to you.




STEP 4: Grooming services

          

    You don't need to fill out more information to record an appointment.

        

    But if you want, you can fill in the information related to the services (bath, haircut, beauty treatment, spa, transport ...)

    • By clicking the Add button, you can include more services

    • The price or fee is automatically filled in.


      (You can configure the services and prices in the Configuration > Services option

    • Includes discounts of money in the different services. Just type the amount and select if it's a % or a quantity of money. For example 10 % or $10 discount.

      groomer services app

    • The discount is applied and at the end of each line, you will see the base price (without taxes) with the discount already applied.



    • How to configure your services efficiently?:

      Clic here





    STEP 5: Money advances

    If the customer pays money, add it in the Advances section and you will see that in the lower part the total money appears, the advances paid and the pending payment.



    STEP 6: Print documents and contracts

    All the documents that you have configured appear so you can print them and deliver them to the customer.
    For example, booking conditions, legal terms, requirements, stay contract, ...

    software grooming contracts and documents



    To add new Appointment or booking documents, go to the Tools > Documents option and select the type "Booking"


    STEP 7: The automatic scheduled reminders

    You can add automatic reminders so that on the selected day, the customers receives an email reminder of their appointment. These reminders are sent automatically, you don't have to send them yourself.

    send auto reminder customer pet grooming


    You can choose the day you want the notice to be sent, writing a custom date or using the date calculator. If you select 15 days before, the software calculates 15 before the date of the appointment and writes it in the date field. The same if you select 7, 3, 5 ... days before.

    (If you select, for example, to send the automatic reminder 7 days before, but there are 5 days until the appointment, obviously it can only be scheduled to be sent 4 days before the appointment.)

    You can also select the time you want it to be sent from the Time dropdown. If the customer has several email addresses, you can choose which one you want to send it to.

    If you select the option "Send me a copy", you will receive a copy in your email.

    When you Save, these reminders will be scheduled to be sent on the selected date and time. They will appear here and in the option View> Automatic reminders.

    Reminders cannot be modified, but you can cancel the reminder and create a new one.

    If you change the date/time of the service, the reminders will not be deleted automatically . You can keep the reminders that you had scheduled or cancel them and create new reminders, as you prefer.

    For example:

    • The appointment was scheduled for day 23 at 10:00 and you scheduled an automatic reminder.

    • Now you change the appointment for day 23 at 12:00 (2 hours later)

    • The automatic reminder will not be modified because it was already programmed. In the email that the customer will receive, it will continue showing that the appointment is for day 23 at 10:00.

    If you want, you can delete that reminder and schedule a new one.




    STEP 8: Summary

    At the bottom you will see the price always updated.
    It appears detailed:

    • The Base price (without taxes)

    • The money corresponding to the tax that you have set up

    • The final price: base + taxes

    • The money paid (advances)

    • The pending paiment money


    By clicking on Save, the booking is recorded in the software and new buttons appear to:

    • Send the booking confirmation by email to the customer

    • Print the booking summary document

    • Delete the booking

    • Start working on that service

    • Cancel or exit this screen without saving changes


    By clicking on Send the confirmation by email a pop-up is opened so you can see the email that will be sent to the customer. The email, includes the dates and animals. You can also include additional information in the field "Comments".


    If the customer does not have an email address, a warning message appears. Set up the email address first, and then you can send emails.

    Also apperas a warning if the customer does not have the acceptanceof sending electronic notifications required by the GPRD.


        

    note: If you have made changes, remember to SAVE before doing any other action (print, send the email, etc.) otherwise the information will not be updated in that .pdf, email, etc.

    >> More information about the consumption of emails (limits on sending emails)



    STEP 1: The customer and the animals

    If the customer is new:

    Click on the button + New customer


    software groomer customers send notifications

    • Write basic and contact information

      The software automatically checks if that email address or ID already exists and shows a warning to avoid duplicate contacts

    • If you want to include more information (address, state, etc.), click on More information

    • To write the information about Privacy/GPRD, click on Privacy

    • Add the basic information of the animals
      (Later, in the animal file you can add more information)

    • Click on Save and continue to continue with the new service


    If the customer already exists:

    • Write the name and select from the drop-down

    • If he already has animals, they will appear on the right. If not, you can add his animals:



    In both cases, if the customer has several animals configured, you can select which ones you want.


    Next to the customer and the animals, there are some small buttons,to quickly annotate and consult important information.

    grooming software customers and animals



    (If there's information, the button is highlighted in red)



    STEP 2:The software checks if that customer has an unpaid invoice, and shows a warning. So, before making a service, you will know if the customer has pending payments. 

    unpaid invoices pet grooming

    STEP 3: The servoce

    • Select date and times.

    • If you want, you can select the employee or groomer who will do the service

      note: You can add more employees in Settings > Employees

    • You can add notes or comments if you want

    •      
    • You can assign a color flag to the service if you wish to identify it more quickly



    Color Flag:



    STEP 4: Grooming services

            

      You don't need to fill out more information to record an appointment.

          

      But if you want, you can fill in the information related to the services (bath, haircut, beauty treatment, spa, transport ...)

      • By clicking the Add button, you can include more services

      • The price or fee is automatically filled in.


        (You can configure the services and prices in the Configuration > Services option

      • Includes discounts of money in the different services. Just type the amount and select if it's a % or a quantity of money. For example 10 % or $10 discount.

        groomer services app

      • The discount is applied and at the end of each line, you will see the base price (without taxes) with the discount already applied.



      • How to configure your services efficiently?

        Clic here





      STEP 5: Money advances

      If the customer pays money, add it in the Advances section and you will see that in the lower part the total money appears, the advances paid and the pending payment.



      STEP 6: Print documents and contracts

      All the documents that you have configured appear so you can print them and deliver them to the customer.
      For example, service conditions, legal terms, requirements, contract, ...

      software grooming contracts and documents



      STEP 7: Summary

      At the bottom you will see the price always updated.
      It appears detailed:

      • The Base price (without taxes)

      • The money corresponding to the tax that you have set up

      • The final price: base + taxes

      • The money paid (advances)

      • The pending paiment money

      At the bottom, there are several buttons that allow you to:

      • Print the service summary document *

      • Delete the service

      • Cancel or exit this screen without saving changes

      * Note: If you have made changes, remember to SAVE before printing, as otherwise the information may not be up to date.



      THE SOFTWARE ADAPTS TO YOUR WAY OF WORKING

      You can do the service and leave it "pending payment", because the client comes later to pick up the animal, the client pays later, etc ...:

      • Click the save button

      • The service is kept in "pending payment" status


      - You can finish and collect the service now:

      • Click the Pay & invoice button



      You can add new clients. If you have several apps, you can indicate if you want the customer to be of one type. depending on this classification, you can then filter the customers.

      hotel for dogs software customers and animals


      Important: Before adding a new customer, check if it is already annotated in your database using the search engine



      More information on ordering and search engines:

      Clic here



      Without leaving this screen, a pop-up window opens to include the customer's data.

      new customer animal software


      By clicking on "more information" it is possible to add additional information (address, cp, location, ..).

      You can assign a flag color to quickly identify a customer (VIP, special price, ...)

      rentabilidad cria canina

      If you have to comply with the GDPR (New privacy policy), you can directly include this information at the time of adding the new customer and even print the necessary documents to deliver them.
      (The documents are configured in the option Tools> Documents, assigning in this case, the type "privacy")

      By licking on Save, the customer is added to the system, and you can:

      • Go directly to to the full customer file (Magic Desk)

      • Or continue adding new customers if you prefer

      All the clients that you have added in the system, you can see them from the option View > Customers. If you select one, your "Magic Desk" will appear, the place where all the information: information about his animals, profitability of that customer, additional information, documents, notices, important information, collection and delivery information and more.


      Visit the option View > Customers



      NOTE: CODE field allows you to classify your clients

      The CODE field is free, you can put the code you want and you can use different references to classify different types of clients, we give you some examples:

      • VIP01 for VIP customers or usual customers

      • 001 generic code

      • F01 Friends customers

      • .... or any code that is useful to identify your customers.



      As you already know, you can sort them as you need: 


      how to order animals on your business



      More information on ordering and search engines:

      Clic here



      Here you can add your suppliers of products and services to manage your business expenses: electricity, water, food, payments to employees, etc. Insert all the data and press Accept to save and exit.

      Important: Before adding a new supplier, check if it is already annotated in your database using the search engine


      More info about search and sort results

      If you have several apps, you can indicate if you want the supplier to be of one type. depending on this classification, you can then filter the suppliers.


      hotel for dogs software customers and animals


      Without leaving this screen, a pop-up window opens to include the supplier's data.

      By clicking on "more information" it is possible to add additional information (address, cp, location, ..).

      You can assign a flag color to quickly identify a supplier, as you consider.

      rentabilidad cria canina

      If you have to comply with the GDPR (New privacy policy), you can directly include this information at the time of adding the new supplier and even print the necessary documents to deliver them.
      (The documents are configured in the option Tools> Documents, assigning in this case, the type "privacy")

      By licking on Save, the supplier is added to the system, and you can:

      • Go directly to to the full supplier file (Magic Desk)

      • Or continue adding new suppliers if you prefer

      All the suppliers that you have added in the system, you can see them from the option See > Customers. If you select one, your "Magic Desk" will appear, the place where all the information: payment information, profitability, additional information, documents, alerts, important information and more.




      Here you can add animals of a customer Remember, you must always add the customer first .

      Important: Before adding a new animal, check if it is already annotated in your database using the search engine



      More information on ordering and search engines:

      Clic here

      Without leaving this screen, a pop-up window opens for you to include the animal's data.

      Fill in all the information you want about the animal (name, date of birth, gender, breed, ...). If you click on "more information", more fields appear to fill in even more data about the animal.

      You can assign a flag color to quickly identify an animal (VIP, special price, aggressive, ...)

      The creation date is the date you have added the animal. By default it is automatically filled, but if you want you can modify it.

      If you have several apps, you can indicate if you want the animal to be of one type. depending on this classification, you can then filter the animals.

      hotel for dogs software customers and animals


      By licking on Save, the animal is added to the system, and you can:

      • Go directly to to the full customer file (Magic Desk)

      • Or continue adding new animals if you prefer

      • All the aniamls that you have added in the system, you can see them from the option View > Animals. If you select one, your "Magic Desk" will appear, the place where all the information: important information, veterinary data, documents, alerts, ...


        Visit the option View > Animals



        By default, there is a list of breeds, but you can add new breeds from the Settings > Breeds.



        How to add new breeds?:

        Clic here



        Terminology used in the software

        • Breed and variety: Some breeds have varieties. For example Breed: Poodle | Variety: Miniature

        • Fur: Smooth coat, double coat, wire coat, long coat, curly coat, ...

        • Size: mini, small, medium, ...

        • Spayed: If the animal is Spayed or Sterilized

        • Microchip: It's a small device that provides your pet with permanent identification.

        • Veterinary book or pet passport: It's a document that officially records information about an animal and its vaccinations.

        • Breeder: select yourself (if you are the breeder) or select another breeder from the list. (You can add breeders in the New > breeder option)

        • Tattoo: in some countries,the tattoo is a valid ID for every dog with a pedigree

        • Book of origins: In some countries, the book of origins is used to track genealogy and preserve the breed purity by stimulating its conservation and genetic improvements. You can include the number, date and country of inscription in the book.





        Here you can add your veterinary contacts.

        Insert all the veterinary's data and click on the Save button to exit.

        Important: Before adding a new veterinary, check if it is already annotated in your database using the search engine



        More information on ordering and search engines:

        Clic here

        hotel for dogs software customers and animals


        If you have several apps, you can indicate if you want the veterinary to be of one type. depending on this classification, you can then filter the veterinaries.

        Without leaving this screen, a pop-up window opens to include the veterinary's data.

        By clicking on "more information" it is possible to add additional information (address, cp, location, ..).

        You can assign a flag color to quickly identify a veterinary, as you consider.

        rentabilidad cria canina

        If you have to comply with the GDPR (New privacy policy), you can directly include this information at the time of adding the new veterinary and even print the necessary documents to deliver them.
        (The documents are configured in the option Tools> Documents, assigning in this case, the type "privacy")

        By licking on Save, the veterinary is added to the system, and you can:

        • Go directly to to the full veterinary file (Magic Desk)

        • Or continue adding new customers if you prefer

        All the veterinaries that you have added in the system, you can see them from the option See > Customers. If you select one, your "Magic Desk" will appear, the place where all the information: payment information, profitability, additional information, documents, alerts, important information and more.



        Visit the option View > Veterinary



        Revenue is automatically recorded when check-outs occur, and it is also possible to record expenses in the software.

        Before including a new expense, it is necessary for the supplier to be in the system. You can add the supplier if it is new, or select it if it already exists.

        When the supplier is selected, all the information will appear at the top.

        pet supplier unpaid invoices

        • By clicking on the name of the supplier, the supplier tab is open in a new browser tab

        • By clicking on the supplier's icons, it is possible to view and edit the notes and important information.
          (If they contain information, the icon are red).

        • If the supplier have unpaid invoices, they will appear in the right area.
          (Clicking on the small arrow icon, you can see the unpaid invoce.

        By clicking on the Save button, will save the purchase/expense in the database.


        Visit the option View > Expenses






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