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/GDPR, 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

It also displays the client's latest canceled bookings/appointments with the date and reason. You can view more information or check the history of all cancellations by clicking on one of them.

cancellation pet booking



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/GDPR, 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



      List of all veterinary contacts. If you have multiple business areas, suppliers data is accessible from all of them, but contacts are categorized by business area. You can consult them all or by business area (for example, only the vet contacts for hotel).

      A small indicator displays the total number of suppliers.

      software for pet grooming


      At the top of the screen, there is a search bar. If you enter customer information and press enter or click on the magnifying glass, all matches will be displayed

      You can sort the list of customers as you need: 

      software for pets how to order data


      More information on ordering and search engines:

      Clic here

      To add customers, you have two options:

      • Add them individually (one by one) using the Add option.

      • Or add multiple contacts at the same time using the Import option.


      To add them, use the buttons at the top:

      • Click the Add Customer button, fill in the information, and click Save.
        (Refer to the New > Customer section for more information)

      • Or click the Import button and follow the instructions.

      How to import customers in bulk in the software

      Clic here



      List of all suppliers. If you have multiple business areas, suppliers data is accessible from all of them, but suppliers are categorized by business area. You can consult them all or by business area (for example, only the Grooming suppliers).

      A small indicator displays the total number of suppliers.

      software for pet grooming


      At the top of the screen, there is a search bar. If you enter supplier information and press enter or click on the magnifying glass, all matches will be displayed

      You can sort the list of suppliers as you need: 

      software for pets how to order data


      More information on ordering and search engines:

      Clic here

      To add suppliers, you have two options:

      • Add them individually (one by one) using the Add option.

      • Or add multiple contacts at the same time using the Import option.


      To add them, use the buttons at the top:

      • Click the Add New button, fill in the information, and click Save.
        (Refer to the New > Customer section for more information)

      • Or click the Import button and follow the instructions.

      How to import suppliers in bulk in the software

      Clic here


      List of all animals. If you have multiple business areas, customer data is accessible from all of them, but animals are categorized by business area. You can consult them all or by business area (for example, only the Grooming animals).

      A small indicator displays the total number of animals.


      kennel software reports

      At the top of the screen, there is a search bar. If you enter supplier information and press enter or click on the magnifying glass, all matches will be displayed

      You can sort the list of suppliers as you need:

      software for pets how to order data


      More information on ordering and search engines:

      Clic here

      To add animals, you have two options:

      • Add them individually (one by one) using the Add option.

      • Or add multiple animals at the same time using the Import option.


      To add them, use the buttons at the top:

      • Click the Add New button, fill in the information, and click Save.
        (Refer to the New > Customer section for more information)

      • Or click the Import button and follow the instructions.

      How to import animals in bulk in the software

      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.








    TAGS:

    dog grooming appointment | pet grooming appointment | mobile grooming reservations | animal travel software | how to organize animals data | animal supplier software | animal software | grooming software | grooming expenses program | manage animal expenses



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