In this option, you can view the schedule or planning with all appointments and services.
They are identified with a color border:
Green for services
Yellow for appointments
Gray for those that have already been completed or finished **
** You can choose whether you want to see the completed ones in the schedule or not. To configure it, simply click on the icon next to Completed and select the option you prefer.
You can add Appointments and services directly by clicking
on the
+ button located at the top right of the
screen.
For more information, check the New > Appointment or New > Service section.
You can drag and drop appointments/services to change the day/hours. And you can also drag to change the duration.
The buttons in the center allow you to switch between daily, weekly, etc. views and navigate between different days/weeks, etc.
Appointments and services can be assigned to a Employee who is the one who will perform that service.
By default, the complete schedule appears (with all
appointments and services)
but if you want, you can see only the schedule of an
employee.
You can identify each employee with a color, for example,
if Ana has
the color green and Juan has red, their
appointments/services will be highlighted in
that color. This way, you can quickly identify the
appointments/services assigned to each one when looking at
the schedule.
If you are viewing the schedule for everyone, but now you
want to see only Juan's schedule, you can click on his name
or type his name in the search bar.
You will notice that some appointments/services have a small colored circle in the upper right corner. You choose the colors to identify different things in your business, and you can use this to quickly identify something in that appointment/service.
For example, I mark appointments of customers who are always late or problematic with a red color.
If there are scheduled reminders for that appointment, and
you modify the date/time,
the reminders are not deleted. A notice is displayed at the
top of the screen: The appointment has pending
reminders to be sent.
So you can decide
whether to keep the reminders or delete/create new ones.
|
For example:
If you wish, you can delete that reminder and set up a new one. |
If you click on an appointment/service, more information and available actions will appear:
The customer and their basic contact information
The animals
The date and time of the service
The employee assigned to that service
If it has pick-up and/or delivery service
If you click on the customer and animals' names, their profile opens in a new browser window.
If you click on the phone or WhatsApp, you can call or contact the customer via WhatsApp on compatible devices.
You can configure various aspects of the schedule:
If you want to view old services (already completed) (shown in gray)
The range of hours displayed on the schedule, for example, from 09:00 to 20:00
These configuration options are available in the Settings > Schedule section.
You can edit an appointment or service to make necessary modifications
To begin working on a service, you can click on the Start Service button.
To finish a service, you can click on the Finish Service button. It is simply completed but not charged; you can charge it later.
If the service is still pending payment, clicking on the Charge and Invoice button takes you directly to the Billing section.
To exit without taking any action, simply click on the Cancel button.
You can cancel and delete appointments:
You can delete the appointment outright. Deletion is permanent and cannot be recovered. Use this if, for example, you added it by mistake and want to simply remove it.
You can also cancel the appointment. The process is similar to deletion but leaves a record. For instance, if the customer does not show up for the appointment, calls to cancel, or you need to cancel it for some reason, you can cancel it, and there will be a record of the cancellation.
Furthermore, when you go to schedule a new appointment, you will see the latest canceled appointments for that customer and the reason. This way, you can know if a customer tends to cancel, miss appointments, etc., before scheduling a new one for them.
For your information, you can add the type or reason for the cancellation:
Canceled by the business. You cancel the reservation or appointment.
Canceled by the customer with notice. The customer informs you in advance that they will not attend the appointment.
Canceled by the customer without notice. The customer does not show up for the appointment and does not cancel it.
Other reason
If you want to provide more information, you can do so in the NOTES field. Only you will see this information; the customer will not have access to it.
When sending the customer the appointment/reservation cancellation via email, you can also send a copy to your email if you wish. (If the customer does not have a configured email address, an error message will appear on the screen, informing you that it's not possible to cancel and send the email).
You can view this information in different parts of the software:
In the customer's profile, you can check the history with all their canceled appointments.
In the option View Appointments > You can filter to see only the canceled ones.
Before scheduling a new appointment for a customer, there will be a notification to let you know if they have previously canceled appointments.
For more information, refer to the section View > Appointments
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.
At the top of the screen, there is a search bar. If you enter information and press enter or click on the magnifying glass, all matches will be displayed
You can sort the list as you need:
More information on ordering and search engines:
Clic hereTo 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 hereIf you click on a pet, all the information about them will appear. The Magic Desk is displayed, which is a summary screen or card with all the animal's information.
At the top, there are 2 buttons:
Show/hide the right sidebar menu to expand the workspace
Acciones rápidas o "atajos" y Acciones adicionales
Quick actions or "shortcuts" and Additional actions
Send Summary Sheet by Email
Print Summary Sheet
HOTEL |
New Booking and New check-in in the hotel |
GROOMING |
New Appointment and New grooming service |
DAYCARE |
New Booking and New check-in in daycare |
BREEDING |
New Puppy Sale |
TRAINING |
New Appointment, New Training/Education Session, and Sell Course |
VETERINARY |
New Appointment, New Veterinary Consultation |
Interactive graphs, which display a summary of the most important information (revenue, profitability, etc.). This information varies depending on the software you are using.
These intelligent statistics help you have a clear view of the activity, profitability, and loyalty of that customer "at a glance."
PET HOTEL APP
Number of days the animal has stayed in your hotel
Number of stays or accommodations in your hotel
Average days per stay
Total billing of those stays
Average billing per stay
PET GROOMING APP
Number of grooming services for that animal
Total invoicing of that animal in grooming services
Average price of the grooming services
PET TRAINING APP
Number of training/education services for that animal
Total invoicing of that animal in training/education services
Average price of the training/education services
PET NURSERY APP
Number of hours the animal has stayed in your hotel
Number of stays or accommodations in your hotel
Average hours per stay
Total billing of those stays
Average billing per stay
PET SHOP APP
Number of sales
Total products sold
Average products sold per store visit (per purchase made)
Total revenue (total money spent)
Average revenue per visit (average money spent per purchase made)
VETERINARY APP
Number of veterinary consultations performed on their animals
Total revenue in veterinary services (total money spent)
Average price of the consultations performed
In this option, you can both view and directly modify the information. Remember that if you make any changes, you need to click the Save button to save that new information.
You can upload a photo form your device or select an icon or avatar from the database with more than 100 avatars available to choose from.
You can view the data of the associated client and access the customer's profile directly.
There are fields where you can add important or highlighted information about the customer and the animals:
Important Information
Pick-up and Delivery Information
Notes or Comments
This information will appear when you work with this customer/animal, for example, when you record a new reservation. This way, you can quickly access the relevant information.
Delete: If the animal has data referenced in other parts of the software, such as associated animals, sales or invoices, reservations/appointments, check-ins/outs/services, etc., they cannot be deleted directly. Deleting them would cause errors in the rest of the software because those invoices, animals, reservations/appointments, etc., would no longer be associated with any animal.
For this reason, if you want to delete them, you must first remove the data they have referenced before you can delete them.
If you've been testing the software and entering fictitious data, and now that you've finished the testing phase, you want to delete all the data to start working with the software using real data, we can do it. We can permanently remove all this data from the software. Contact us, and we will assist you.
Deactivate: Our recommendation is that instead of deleting, you mark them as inactive or "Inactive." This way, you can continue to consult the records of that animal and all their related information.
To mark a animal as Inactive: In the option View > Animals,
select the animal > Click on More Information > Inactive =
yes.
You can also add the date and more details about the reason for inactivity.
If you mark an animal as inactive:
When you check the list of animals (View > Animals), you'll see that they have the symbol , while the rest have the icon .
In their file, you'll see "inactive since date x."
They will no longer appear when you search to make a new booking/appointment, service/check-in, etc.
In the side menu, there are more options available depending on the software you are using:
Documents: You can store and access documents related to that pet, such as contracts, documentation, etc. Supported file types include:
.xls, .xlsx, .doc, .docx, .odt, .ods, .pdf, .rtf, .txt, GoogleDrive Document, and GoogleDrive spreadsheet
Maximum file size: 2 MB
Alerts: You can make and check important reminders for a pet, and the application will automatically remind you of them.
Training
Training Services: You can view the training/education services sold to this client
Sales: Training sales or invoices made to this customer
Sessions and Progress: You can view/add training/education sessions for this animal and assess its progress
Print Certificate: If you want to award certificates to your customers and animals to motivate and reward their efforts, you can do it conveniently from this option
Courses: Courses in which this animal is enrolled
Grooming
Grooming Appointments: You can view all scheduled grooming appointments for this animal
Grooming Services: List of all grooming services performed on this animal
Hotel
Bookings: You can view all reservations planned for animals of this customer
Accommodations or Stays in the Hotel: List of all accommodations for this animal
Daycare
Bookings: You can view all reservations planned for this customer
Accommodations or Stays in the Daycare: List of all accommodations for this animal
Veterinary
Appointments: You can view all appointments scheduled for this animal
Consultations: List of all veterinary consultations for this animal
Tests: Veterinary tests conducted for this customer
Prescriptions: Veterinary prescriptions issued for this client
Physiological Parameters: Record of the physiological parameters of this animal
Weights: Record of the weights of this animal
Vaccination Control: Record of vaccines administered to this animal
Vet History: Complete veterinary history or record of all actions in chronological order
Animal Report
Profitable Animals Report
Animals
Breeding Animals (Breeding Software)
List of all appointments or reservations. In the upper area there is a search engine, which will help you quickly locate an appointment and you can filter to see all appointments or by status (pending or canceled).
On this screen, you can also add new appointments. You don't need to go to the menu: New > appointment.
You can sort them as you prefer:
More information on ordering and search engines:
Clic hereYou can delete and cancel appointments. If you delete it, there will be no record, but if you cancel it, the cancellation will be recorded for future reference.
In this option, you can use the filter by status to view them all, only the canceled ones, or active appointments (pending appointments).
If, for example, you have made a mistake in adding an appointment, you can delete it straightforwardly. This will not leave a record.
But you can also cancel the appointment. The process is similar to deletion, but it leaves a record. For example, if the customer does not attend the appointment, calls to cancel, or you need to cancel it for some reason ... you can cancel it, and there will be a record of that cancellation.
Furthermore, when you go to schedule a new appointment, you will see the latest canceled appointments for that customer and the reason. This way, you can know if a customer tends to cancel, miss appointments, etc., before scheduling a new one for them.
For your information, you can add the type or reason for the cancellation:
Canceled by the business. You cancel the reservation or appointment.
Canceled by the customer with notice. The customer informs you in advance that they will not attend the appointment.
Canceled by the customer without notice. The customer does not show up for the appointment and does not cancel it.
Other reason
If you want to provide more information, you can do so in the NOTES field. This information will only be visible to you; the customer will not have access to it.
When sending the customer the appointment/reservation cancellation via email, you can also send a copy to your email if you wish. (If the customer does not have a configured email address, an error message will appear on the screen, informing you that it's not possible to cancel and send the email).
You can view this information in different parts of the software:
In the customer's profile, you can check the history with all their canceled appointments.
In the option View Appointments > You can filter to see only the canceled ones
Before scheduling a new appointment for a customer, there will be a notification to let you know if they have previously canceled appointments.
You can add appointments directly by clicking on the button located in the top right corner of the screen.
Select the customer, and you will see:
All their information
Their animals
If they have pending invoices
If they have previously canceled appointments
Appointment details: date, employee or trainer, pickup/delivery service, etc.
You can schedule automatic reminders for the software to remind them of their appointment and much more. Check the section New > Appointment for more information.
To start working on that appointment, there are 2 options:
Quick: Ideal for starting multiple services massively.
Click on the
A pop-up window opens to confirm the operation
If you click again on the , that appointment "turns into a service," and if this process is completed successfully, a green message appears.
Now you can:
Click Cancel to close the window and perform another task.
Click to view in detail or edit that service.
Detailed: If you want to see the details before starting this service.
Click on the appointment, and all the details will open. You can review and edit what you need.
At the bottom, click on the
Click on an appointment to view and edit it in detail.
If the customer is new:
Click on the button
Fill in the 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 basic information about their animals
(Later, in the animal file, you can add more information)
Click on Save and continue to continue.
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/check-in/...
If there's information, the button is highlighted in red
Print customer or pet file |
|
Important information |
|
Pick-up and delivery information |
|
| View the address on GoogleMaps | |
Hotel and Daycare/Nursery |
|
Meal planning |
|
Break planning |
|
Training and Grooming |
|
Important veterinary information |
|
Veterinarian |
|
Information about Allergies and Intolerances |
|
The software automatically checks if the customer has unpaid invoices and displays a message to alert you before recording new appointments.
It also shows the customer's latest canceled appointments with the date and reason. You can view more information or see the history of all cancellations by clicking on one of them.
You can select the date, start time, and estimated end time. Additionally, you can choose the employee or trainer who will perform the service.
Later in the schedule, you can view all appointments or only the schedule of an employee/trainer with their assigned appointments. If you identify each employee with a color (for example, Ana with green and Juan with red), their appointments/services will be highlighted in that color. This way, you can quickly identify the appointments/services assigned to each one when looking at the complete schedule.
For the Pickup and Delivery service, you can open the schedule to view and select whether the appointment has pickup/delivery service. This will be automatically noted in the transportation schedule. **
If you want, you can assign a color label to identify that appointment. You choose which colors to use to identify different things in your business and can use this to quickly identify something in that appointment/service.
You can assign a color label to the booking if you want to identify it more quickly.
Color Labels: 
You can assign a color to quickly identify a
booking/check-in/service/etc. or a customer/animal/etc. For example:
|
You can also add notes or comments.
**
This option corresponds to the Transport software. In case you do not have this software, the Transport option will appear inactive.
See more information about the Transport software:
Keep readingYou can already fill in information about the services (course, review session, behavior correction, etc.)
The price or rate is filled in automatically.
(You can configure your prices or rates in the Settings >
Services option)
By clicking the Add button, you can add more services or add-ons
Include discounts in different services. To do this, just enter the amount and select whether it's a % or a specific amount. For example, 10% or $4 discount.
The discount is applied, and at the end of each line, you will see the base price (excluding taxes) with the applied discount.
How to configure your services efficiently:
Keep readingYou can add automatic reminders so that, on the selected day, the customer receives an email reminder of their booking. These reminders are sent automatically; you don't have to send them manually.
You can add as many reminders as you want by clicking the ADD button.
You can choose the day you want the notice to arrive by writing a custom
date or using the date calculator.
For example, if you select 15 days
before, the software calculates 15 days before the appointment date and
writes it in the date field.
If you select, for example, to send the automatic reminder 7 days before, but there are 5 days left for the booking, logically, it can only be scheduled to be sent 4 days before the booking.
You can also select the time you want it to be sent from the Time dropdown. If the customer has multiple email addresses, you can choose which one to send it to.
If you select the "Send me a copy" option, you will receive a copy in your email.
When you Save, these reminders will be scheduled to be sent on the selected
date/time. They will appear here and in the View > Automatic
Reminders.
Reminders cannot be modified, but you can cancel the reminder and create a new one.
If you modify the service date, the reminders will not be automatically deleted. You can keep the reminders you had scheduled or cancel them and create new reminders, as you see fit.
|
For example:
If you want, you can delete that reminder and schedule a new one. |
Read more about the automatic sending of reminders for upcoming booking:
How to configure your Hotel services efficiently?:
Keep readingIf the customer makes a payment, you can record it in the Advance Payments section. You will see the total amount, the amount already paid, and the remaining amount to be paid at the bottom.
All configured documents will appear here for you to print and/or deliver to
the customer.
For example, reservation or accommodation conditions,
legal terms, rates/prices, requirements, contracts, etc.
To add new Booking documents, go to the Tools > Documents
option and select the type Booking
Read more about documents and contracts with auto-completed data:
Keep readingAt the bottom, you will see the price, which updates as you add addons,
discounts, advances, etc.
It details:
The Base Price (excluding taxes)
The money corresponding to the tax you have configured, such as VAT
The final price: base + taxes
The money paid (advances)
The money pending payment
If you click the Save button, the booking or appointment is
recorded in the software and new buttons appear for:
You can Save again if you have made any changes
To exit without taking any action, just click the Cancel button.
You can Print the summary document of the appointment or download it in .pdf format
You can Send by email the appointment confirmation to the customer
A popup window opens for you to see the email that will be sent to the customer, with the date/time and animals. You can also include additional information in the text.
If the customer does not have an email address, a warning
message appears. In the customer's profile, add their email
address, and then you can send them emails.
There is also a notice if the customer does not accept receiving
notifications from you. By clicking on View Details,
you can view/edit this information in the customer's profile, which
will open in a new tab.
If you wish, you can attach the appointment summary to the reservation confirmation with all the details.
You can also send a copy to your own email.
You can start the service
And you can also Delete or Cancel the appointment. Check more information about canceled appointments in this same section View Appointments > Information about canceled appointments
When a customer requests you an online appointment:
You will receive the email with the customer's request.
It will be recorded in the software and will appear in:
The main screen or daily agenda with a notification icon:
In the top menu of the software, an icon will appear.
In the View > Online Appointments section, you will find all the requests.
Appointments can have different status:
Pending to confirm: the customer has requested the appointment but you have not confirmed it
Canceled: when you have rejected it
At the top, there is a search bar that will help you quickly locate an online appointment request, and you can also filter to view all of them or just the canceled or pending ones.
If you click on the Confirm Button (in green), the data filled in by your customer appears.
The phone number and WhatsApp are active, so if you click on them, you can call the user or contact them using WhatsApp.
You can view the schedule to check for availability by clicking on the View > Schedule button; it opens in a new web browser tab.
Search for the customer to see if they already exist in your database. If they don't exist, click on the Add Customer and Animals button.
It's very fast; the data is already pre-filled. Just review the information, add any additional information or privacy (GDPR), and click on Save and Continue.
You can make changes to the date/time, assign an employee, add services, discounts, and when you save, this request will have turned into an APPOINTMENT.
Now, it will no longer appear in View > Online Appointments but will appear in View > Appointments or Bookings.
You can directly send an email from the software to the customer to confirm or cancel their request.
Just click the Confirm button or the Cancel button.
The email that will be sent includes the details of your business and the logo, as well as the reservation or appointment details (customer name and animals, date/time).
In the middle of the email, you can add any additional information you need (complementary information, schedules, price, service prerequisites, etc.).
If you want, you can receive a copy of the confirmation or cancellation to your email.
The data of your business, the logo, and the email are configured in the option Configuration > Company Information.
More information about email consumption (Quota details):
Keep readingThe system is free and available for pet hotel, pet daycare, pet training, veterinary, and pet grooming.
Right from the start of working with Gespet, you have access to your online booking page to start using whenever you want.
Right from the beginning of working with Gespet, you have your online booking page
available to start using whenever you want.
You can use it in different ways:
Share the link
Share the QR code
On your social media
On your website and blog
Share the link with your customers via Email, WhatsApp, SMS,...
Share the QR code with your customers through email, WhatsApp, SMS, print it, display it in your business, ... They will love it.
Use it on your social media, for example, in your Instagram, Twitter profile, ... wherever you'd like.
You can also integrate it into your website or blog.
1. Just copy the code you want and share it with your customers or include it on your website/blog/social media.
2. Your customers can request appointments, and you decide whether to accept or reject them.
3. You receive an email with all the information
4. The request is automatically recorded in the software
5. Easily, from that same screen, you can:
Check the occupancy
See if the customer has unpaid bills
Call the customer by phone
Contact the customer by WhatsApp
Send the confirmation email
Or send the rejection email
|
Check the occupancy |
See if the customer has unpaid bills |
Call the customer by phone |
|
Contact the customer by WhatsApp |
Send the confirmation email |
Or send the rejection email |
An easy way to share your online reservation link with clients is by sharing the link.
Simply access your Gespet account and go to Settings > Online Booking.
In tab number 2, select the language for the booking form, and you'll see the link.
Copy that code, and you can now share it with your clients.
If you click on the button the link will open for you to see your online booking page or form.
Here are some ideas on how you can use it:
You can send it via email, WhatsApp, SMS, private message on your social media, ...
You can include it in the footer/contact details of your emails, WhatsApp messages, ...
If you print advertising, you can include it.
It's as simple as sharing a phone number or address.
QR codes, when read or scanned, can directly display a web page, a message, a phone number, etc.
In our case, we've programmed the code so that when read or scanned, it automatically shows your online booking page.
If you select the French language, it will display the page in French. Or if you select the Spanish language, it will display the page in Spanish.
It's exactly the same as sharing the link, but it will pleasantly surprise your customer with an elegant QR code.
How about making it even more special? Differentiate yourself from your competition by using an elegant custom QR code with an icon in the center – your customer will love it.
Sharing it is exactly like sharing a photo. When they scan it with their mobile phone, your booking page or form will appear, allowing them to request bookings at your business.
On your mobile phone, open the camera app.
Point the camera at the code until a message or URL appears.
Click on that message, and your online booking page will open automatically.
QR codes are an excellent way to easily share information with your customers. Quick and Easy Access.
They are an innovative and modern marketing option, improving the
perception of your
business among customers.
It shows that your business is aware of the latest technological trends.
Interactivity. Customers find the interactivity provided by scanning QR codes appealing. This creates a more emotional connection with your business and encourages customer engagement.
In summary, using QR codes is a versatile and modern strategy that improves the customer experience, provides convenience, and demonstrates a commitment to innovation.
At Gespet, we offer you this option for free and very easily. Just select the language and whether you want to customize the design. And you'll have your code ready to use.
Do you have a work vehicle? You can print your QR code on adhesive vinyl so that people who see it can scan it and make bookings. By simply leaving your vehicle parked, the number of potential customers for your business will increase significantly.
Including it in your email is very easy, for example, in the signature where your details appear.
Make a post on your social networks using your new QR code: Instagram, Twitter, Facebook, Pinterest, etc.
Are you going to print advertising cards? Include the code and attract the interest of the users who receive them.
How about placing it in the showcase of your business? Even if it's closed, you can still receive bookings.
And give your customers a refrigerator magnet with your QR code...?. When they want to make an appointment at your grooming, veterinary, pet hotel, etc. They just scan it, and it's done.
As you can see, the possibilities are endless. What are you waiting for to try it out?. It is available in the Settings > Online Booking option.
It's very simple:
Include a link.
In Gespet, access your account and:
Go to Settings > Online Reservations
In option 2. Start using it > Select the language you want, and a code will appear.
Click COPY
Go to Instagram, Twitter, Youtube, or wherever you want:
In your profile, tweet, message, or wherever you want to share the link, paste the code you just copied.
Read more information about the setup on different social media:
Click hereInclude your website or blog. If on your website/blog you have a section to request online bookings, with the integrated form, and you want your customers to access it:
Go to Instagram, Twitter, Youtube, or wherever you want:
Publish the QR code.
In Gespet, access your account and:
Go to Settings > Online Bookings
In option 2. Start using it > Select the language you want and customize the QR code design if you want.
Click on download.
On Instagram, Twitter, Youtube, or wherever you want:
In your profile, tweet, story, post, message, or wherever you want, publish the QR code, just like you would with a photo or image.
You can easily integrate the online booking system into your website and blog. The form will appear for your clients to request a booking.
To choose the one that best suits your needs, you have two options:
Include the form directly (this option is called Iframe Mode)
Include a button, and when clicked, the form opens in a popup window (this option is called Button Mode)
In Gespet, access your account and:
Go to Settings > Online Booking
In option 3. Integrate it into your website > Select the language you want, and the two options will appear: IFRAME and Button.
If you want to include the button, in the Button Mode option, copy the code that appears:
At the bottom, you will see the preview. That is how the button will look when you include it on your website/blog.
If you want to include the form directly, in the IFRAME Mode option, copy the code that appears:
On your website or blog:
Access the source code and where you want the button or form to appear, paste the code you just copied. It's that simple.
(If you don't know how to do it, you can share this code with your webmaster for them to include it on your website)
On your website, the button that opens the form or the form directly,
depending on the option you have chosen, will appear. And you don't
have to
do anything else.
You can also use it on:
Twitter, Youtube
WordPress
WooCommerce
PrestaShop
Magento
Blogger
Drupal
OpenCart
Zen Cart
osCommerce
Joomla
Mambo
Shopify
Squarespace
... more
You can view all the automatic reminders and you can filter by status or see them all:
Sent: They have been sent.
Scheduled:They are scheduled to be shipped on the selected date and time.
It's not possible to edit a reminder, but you can cancel it and create a new one.
If you want to cancel a reminder scheduled so that it's not sent, click on that reminder and click CANCEL.
Canceled: You have canceled the shipment and they will not be sent.
Error: They could not be sent because an error has occurred.
At the time of sending the reminder to the customer, the software checks the credit of available emails. If there is no credit available, the reminder will not be sent and in the status you will see Error and the reason "You do not have credit to send more emails".
More information about email consumption (limits on sending emails):
Clic hereIf you want to see which appointment this reminder corresponds to , just click on the link Grooming/Hotel/Nursery/Training Appointment/booking and the appointment will open in a tab new.
More information about automatic reminders:
Clic hereList with all the services that you have done indicating if that service has been charged (or billed) or it's pending.
In the upper area there is a search engine, which will help you quickly locate an appointment and you can filter to see all appointments or by status (pending or canceled).On this screen, you can also add new appointments. You don't need to go to the menu: New > appointment.
You can sort them as you prefer:
More information on ordering and search engines:
Clic hereIf you have a pending service to charge and want to access the Charge option directly, click the button.
Click on a service to view it in detail and edit it.
You can modify the employee or hairdresser, modify the rates or services you have added, and much more.
At the bottom, you have several options that allow you to:
Delete the service (if you delete it, it cannot be recovered later)
Print the summary document with all the service information
Save, if you have made any changes
Cancel or exit without saving
Finish the service to charge or invoice it
By clicking on the Charge and Invoice button, a pop-up window opens:
Select whether the sale includes taxes or is tax-exempt
The amount still pending for payment is displayed
Enter the amount they are paying you
Select the payment method (Cash, card, etc.). If you click on "Other," the rest of your payment methods will appear, allowing you to select the appropriate one.
If the customer will be using multiple payment methods, select the Mixed Payment option to add 2 or more payments, for example, paying 20€ using a card and 30€ using cash (money).
You can configure other payment methods in the Settings > Payment Methods option.
And click on the button
The invoice or sales document appears, and you can print it or send it by email.
The invoices cannot be deleted or modified, because the legislation does not allow this procedure.
If you have made a mistake when making an invoice (for example the customer you have selected is not the correct one, it's not possible to simply delete that invoice and create a new one or modify it to change the customer. It's necessary to make an Invoce refund. This is a type of invoice that we will use to rectify an ordinary invoice in which we have made a mistake.
When making an Invoce refund, the previous invoice, the payment and the stay/service/sale are cancelled.
Invoce refund and Invoices cannot be deleted. When the invoice is canceled by generating a Invoce refund, it's not possible to delete or "undo" that Invoce refund.
This process is irreversible, for this reason, when you click on the Refund button, the cancellation is not done directly, A pop-up appears for you to confirm that you want to make the Invoce refund. In other words, we have included a double confirmation, so that the Invoce refund is not made by mistake.
As we said before, making an Invoce refund cancels the previous invoice, the payment and the stay/service/sale. To register that stay/service/sale again, it's necessary to enter the stay/service/sale data again and finish it. Once it's finished, you can make the payment/invoice.
When you re-enter the stay/service/sale, it will not be duplicated, because the previous one has been canceled when making the Invoce refund.
Let's see it in an example:
You have selected John Smith, but it is an error, because the correct client is John Parker and you have already make the invoice. How can you solve it?When making the invoice if you see that you have made a mistake, or in the View > Sales option > select the invoice you want and click on it.
Click on the Refund button to making a Invoce refund.
You can write the reason why you make the Invoce refund, for example an error in the customer's data.
This Invoice refund includes reference to the invoice that is being "corrected" (the number and date of the invoice)
You can configure the invoice numbering and the numbering of the refund invoice in the Configuration option.
You can print it or send it by email if you want
Now you can do again de check-in, services or sale selecting the correct data and at the end of the check-out, service or sale, you can make the payment/invoice with the correct data.
If it has not been fully paid (for example, the total is €80 and you have been
paid €60), the invoice
will have the "pending" status and will appear in the Reports > Unpaid
Invoices section, specifying
the amount that is still pending payment.
You can configure all your payment methods in the Settings > Payment
Methods option.
When the service is completed, the Sale or invoice is generated. However, in the
meantime, you can
view the money that has not yet been collected and will be invoiced when the
check-out is done, in the Reports > Pending Invoices section.
List of all customers. If you have multiple business areas, customer data is accessible from all of them, but customers are categorized by business area. You can consult them all or by business area (for example, only the Grooming customers).
A small indicator displays the total number of customers.
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:
More information on ordering and search engines:
Clic hereYou can deactivate or mark a customer as "Inactive." When deactivated,
their data is not deleted, just hidden.
The Administrator can view the information of deactivated customers,
but those customers are not accessible to Users.
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 How to import customers in bulk in the softwareIf you click on a customer, all the information about them will appear. The Magic Desk is displayed, which is a summary screen or card with all the customer's information.
At the top, there are 2 buttons:
Show/hide the right sidebar menu to expand the workspace
Quick actions or "shortcuts" and Additional actions (varies depending on the software you are using)
Send Summary Sheet by Email
Print Summary Sheet
Add a new animal for this customer
HOTEL |
New Reservation and New check-in in the hotel |
GROOMING |
New Appointment and New grooming service |
DAYCARE |
New Reservation and New check-in in daycare |
BREEDING |
New Puppy Sale |
TRAINING |
New Appointment, New Training/Education Session, and Sell Course |
STORE |
New Sale |
VETERINARIAN |
New Appointment, New Veterinary Consultation |
Interactive graphs, which display a summary of the most important information (revenue, profitability, etc.). This information varies depending on the software you are using.
These intelligent statistics help you have a clear view of the activity, profitability, and loyalty of that customer "at a glance."
PET HOTEL APP
Number of days the animal has stayed in your hotel
Number of stays or accommodations in your hotel
Average days per stay
Total billing of those stays
Average billing per stay
PET GROOMING APP
Number of grooming services for that animal
Total invoicing of that animal in grooming services
Average price of the grooming services
PET TRAINING APP
Number of training/education services for that animal
Total invoicing of that animal in training/education services
Average price of the training/education services
PET NURSERY APP
Number of hours the animal has stayed in your hotel
Number of stays or accommodations in your hotel
Average hours per stay
Total billing of those stays
Average billing per stay
PET SHOP APP
Number of sales
Total products sold
Average products sold per store visit (per purchase made)
Total revenue (total money spent)
Average revenue per visit (average money spent per purchase made)
VETERINARY APP
Number of veterinary consultations performed on their animals
Total revenue in veterinary services (total money spent)
Average price of the consultations performed
If the customer has any unpaid invoice, an alert box with the information will be displayed. Clicking on the icon will open the invoice for you to review.
This message about unpaid invoices will also appear before making a new reservation/ appointment/service....
In this option, you can both view and directly modify the information. Remember that if you make any changes, you need to click the Save button to save that new information.
Furthermore, by using the quick access buttons, you can call or open WhatsApp to chat with them; click on the corresponding icon (phone, WhatsApp, etc.).
You can upload a photo or select an icon from the avatar database
This section involves critical actions. If your business has multiple users, we highly recommend restricting access to this area.
Delete a Customer:
This option is exclusively available to Administrators and is not accessible to Users.
By selecting the option to delete this customer, all associated information will be permanently removed, including but not limited to:
Personal and contact details. Data protection information.
Invoices. Check-ins, check-outs, consultations, training sessions, and grooming services.
Animals. Pedigrees. Breeding-related data: litters, puppies, weights, etc.
Bookings and appointments, including online reservations and appointments.
Documents and contracts. Veterinary prescriptions. Attachments. Images.
Communications.
And any other information related to this customer.
Before proceeding with the deletion, we strongly advise ensuring that there are no legal obligations to retain specific information for a set period due to tax or accounting regulations.
Additionally, please note that if necessary, you can download the required information BEFORE continuing, as this deletion process is PERMANENT and data cannot be recovered once deleted.
Clicking the Delete button will trigger immediate data removal.
If you’re unsure about legal retention requirements or have any other concerns, consult with a lawyer or a data protection expert to ensure compliance with all relevant regulations.
If your business involves multiple users, we recommend using the security and access control module to restrict this option for unauthorized personnel.
Deactivate:
You can deactivate or mark a customer as "Inactive." When deactivated,
their data is not deleted, just hidden.
The Administrator can view the information of deactivated customers,
but those customers are not accessible to Users.
Select customer > from the right-hand menu Privacy > Deactivation =
yes.
You can add a date and further details about the reason for deactivation.
If you mark a customer as inactive:
When you check the list of customers (View > Customers), you'll see that they have the symbol , while the rest have the icon .
In their file, you'll see "inactive since date x."
They will no longer appear when you search to make a new reservation/appointment, service/check-in, etc.
You can see the animals associated with the customer and access their animal profiles directly
By clicking on the Animal Data tab, you will see the associated
animals, and by clicking on one of them, you can access their profile.
Highlighted Information
There are fields where you can add important or highlighted information about the customer and the animals:
Important Information
Pick-up and Delivery Information
Notes or Comments
This information will appear when you work with this customer/animal, for example, when you record a new reservation. This way, you can quickly access the relevant information.
In the side menu, there are more options available depending on the software you are using:
Documents: You can store and access documents related to that customer, such as contracts, documentation, etc. Supported file types include:
.xls, .xlsx, .doc, .docx, .odt, .ods, .pdf, .rtf, .txt, GoogleDrive Document, and GoogleDrive spreadsheet
Maximum file size: 2 MB
Reminders: You can make and check important reminders for a customer, and the application will automatically remind you of them.
Privacy: Here, you can manage all information related to privacy/GDPR.
Training
Training Services: You can see the training/education services sold to that customer.
Sales: for training services made to that customer.
Grooming
Grooming Appointments: You can see all the appointments scheduled for that customer.
Grooming Services: A list of all grooming services performed on the animals of that customer.
Sales: for grooming services made to that customer.
Hotel
Bookings: You can see all the reservations scheduled for the animals of that customer.
Hotel Stays: A list of all the accommodations for the animals of that customer in your hotel.
Sales: for hotel services made to that customer.
Daycare
Bookings: You can see all the reservations scheduled for that customer.
Daycare Stays: A list of all the stays for the animals of that customer in your daycare.
Sales: for daycare services made to that customer.
PetShop
Sales: for store purchases made by that customer.
Breeding
Sales: for breeding services made to that customer.
Veterinarian
Appointments: You can see all the appointments scheduled for the animals of that customer.
Consultations: A list of all veterinary consultations made for the animals of that customer.
Sales or Invoices: for veterinary services made to that customer.
Customer Report
Customer Address Report
Profitable Customers Report
Customers
Customer Addresses
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.
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:
More information on ordering and search engines:
Clic hereTo 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 How to import suppliers in bulk in the softwareIf you click on a supplier, all the information about them will appear. The Magic Desk is displayed, which is a summary screen or card with all the supplier's information.
At the top, there are 2 buttons:
Show/hide the right sidebar menu to expand the workspace
Quick actions or "shortcuts" and Additional actions
Send Summary Sheet by Email
Print Summary Sheet
You can see statistics with the total number of purchases made to this supplier and the total amount of those purchases.
If the customer has any unpaid invoice, an alert box with the information will be displayed. Clicking on the icon will open the invoice for you to review.
In this option, you can both view and directly modify the information. Remember that if you make any changes, you must click the Save button to save that new information.
Furthermore, using the quick access buttons, you can call or open WhatsApp to chat with them; click on the corresponding icon (phone, WhatsApp, etc.).
Delete: If the supplier has data referenced in other parts of the software, such as orders, purchases, etc., they cannot be deleted directly. Deleting them would cause errors in the rest of the software because those purchases, orders, etc., would no longer be associated with any supplier.
For this reason, if you want to delete them, you must first remove the data they have referenced before you can delete them.
If you've been testing the software and entering fictitious data, and now that you've finished the testing phase, you want to delete all the data to start working with the software using real data, we can do it. We can permanently delete all this data from the software. Contact us, and we will assist you.
Deactivate: Our recommendation is that, instead of deleting, you mark them as inactive or "Inactive." This way, you can continue to consult the records of that supplier and all their related information.
To mark a supplier as Inactive:
If you mark a supplier as inactive:
When you check the list of suppliers (View > Suppliers), you'll see that they have the symbol , while the rest have the icon .
In their profile, you'll see "Inactive since date x."
They will no longer appear when you search to make a new order, purchase, etc.
In the side menu, there are more options available depending on the app you are using:
Documents: You can store and access documents related to that supplier, such as contracts, documentation, etc. Supported file types include:
.xls, .xlsx, .doc, .docx, .odt, .ods, .pdf, .rtf, .txt, GoogleDrive Document, and GoogleDrive spreadsheet
Maximum file size: 2 MB
Reminders: You can make and check important reminders for a supplier, and the application will automatically remind you of them.
Privacy: Here, you can manage all information related to privacy/GDPR.
Suppliers
Suppliers
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.
At the top of the screen, there is a search bar. If you enter contact information and press enter or click on the magnifying glass, all matches will be displayed
You can sort the list of contacts as you need:
More information on ordering and search engines:
Clic hereTo add contacts, 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 contacts in bulk in the software
Clic hereIf you click on a contact, all the information about them will appear. The Magic Desk is displayed, which is a summary screen or card with all the contact's information.
At the top, there are 2 buttons:
Show/hide the right sidebar menu to expand the workspace
Quick actions or "shortcuts" and Additional actions
Send Summary Sheet by Email
Print Summary Sheet
Add a new purchase made to this supplier
In this option, you can both view and directly modify the information. Remember that if you make any changes, you must click the Save button to save that new information.
Furthermore, using the quick access buttons, you can call or open WhatsApp to chat with them; click on the corresponding icon (phone, WhatsApp, etc.).
Delete: If the contact has data referenced in other parts of the software, such as orders, purchases, etc., they cannot be deleted directly. Deleting them would cause errors in the rest of the software because those purchases, orders, etc., would no longer be associated with any contact.
For this reason, if you want to delete them, you must first remove the data they have referenced before you can delete them.
If you've been testing the software and entering fictitious data, and now that you've finished the testing phase, you want to delete all the data to start working with the software using real data, we can do it. We can permanently delete all this data from the software. Contact us, and we will assist you.
Deactivate: Our recommendation is that, instead of deleting, you mark them as inactive or "Inactive." This way, you can continue to consult the records of that contact and all their related information.
<>To mark a contact as
Inactive: In the View > Suppliers
option, select the Contact > in the right sidebar Privacy > Inactive = yes.
If you mark a contact as inactive:
When you check the list of Contacts (View > Veterinary), you'll see that they have the symbol , while the rest have the icon .
In their profile, you'll see "Inactive since date x."
In the side menu, there are more options available depending on the app you are using:
Documents: You can store and access documents related to that supplier, such as contracts, documentation, etc. Supported file types include:
.xls, .xlsx, .doc, .docx, .odt, .ods, .pdf, .rtf, .txt, GoogleDrive Document, and GoogleDrive spreadsheet
Maximum file size: 2 MB
Reminders: You can make and check important reminders for a supplier, and the application will automatically remind you of them.
Privacy: Here, you can manage all information related to privacy/GDPR.
List of all invoices you have recorded. If you have multiple business areas, invoices are accessible from all of them, but you can view them collectively or independently (for example, only the Hotel invoices).
A small indicator with the total number of invoices is displayed.
At the top of the screen, there is a search bar. If you enter invoices information and press enter or click on the magnifying glass, all matches will be displayed
You can sort the list of invoices as you need:
More information on ordering and search engines:
Clic hereSales or invoices can have 2 statuses:
Paid: If it's fully paid
Pending: If it's totally or partially unpaid
By clicking on a sale from the list, the details will appear, and you can do additional actions: print it, send it via email, or cancel it.
If you have made a mistake, and you need to "correct" that invoice:
Keep readingReports > Billing
Reports > Invoice pending
Reports > Unpaid invoices
Billling
List of all expenses or purchases you have recorded. If you have multiple business areas, expenses or purchases are accessible from all of them, but you can view them collectively or independently (for example, only the Hotel expenses).
A small indicator with the total number of expenses is displayed.
At the top of the screen, there is a search bar. If you enter expense information and press enter or click on the magnifying glass, all matches will be displayed
You can sort the list of expenses as you need:
More information on ordering and search engines:
Clic hereTo add a new expense, click on the 'Add New' button icon, fill in the
details, and click 'Save'.
(Refer to the 'New > Expenses' section
if you want to see more information)
How to record expenses in the software:
Clic aquiWhen you click on an expense, the details appear.
By clicking on the supplier's name, their profile opens in a new tab.
By clicking on the supplier's icons, you can view and edit their
notes and important information.
(If they have information,
it appears in red).
If there are outstanding invoices for that supplier, they will
appear on the right-hand side.
(By clicking the small arrow
icon, you can open that unpaid invoice in a new tab).
The Report > Expenses > displays the details of expense or purchase invoices within the selected date range and for the chosen business areas. (This is useful for accounting, document preparation, or tax filing, as it provides detailed data for each invoice.)
The Report > Results > is more suitable if you prefer to view only the expenses (without the complete invoice details).
Expenses
TAGS:
online dog reservations facebook | dog hotel sales | kennel bills | planning kennel | planning animals | canine hotel planning | animal hotel software | animal planning | animal data protection | GRPD for animal business | canine hotel privacy terms | kennel privacy terms | data protection for dogs
