Complete handbook


Here we explain, "in a few words" how the software works:

The software allows you to manage Hotels/Hostels of all types of animals and the operation is:


1. Booking:

  • You can make stays (or check-in) WITHOUT BOOKING

  • And you can also make stays or check-in WITH A PREVIOUS BOOKING


2. When the stay will begin (the animal arrives at the hotel) ➝ a new check-in is made (o check-in)

3. The check-in is "open" for the duration of the animal's stay (the animal is in the hotel

4. At the end of the stay (when the animal leaves) ➝ we make the check-out and the check-in closes automatically.

5. When you make the exit, the system automatically creates a Sale (the invoice corresponding to that stay.) The Invoice can have the taxes included or not, as you prefer.

To insert a new customer in the app, the correct order is:

Customer and animal are always associated. Every animal must have an associated owner (customer) and every owner (customer) must have an associated animal to make a booking, check-in, etc.


  1. Verify that the client is not in the application

  2. Inserting the new customer

  3. Insert your animals

  4. And then, you can make the bookink, check-in, etc.



In the top menu you can access all the options. On the main options are drop down with additional options.


Now the application includes more information on the home. We call it "Magic Desk", because it will allow you to do many tasks that will make your daily work easier, "like by magic".

Now includes:

  • Calendar

  • Dashboards

  • Quick access buttons

  • Information about the occupancy status

  • Finder for Customers and animals

  • Diary or Agenda


CALENDAR: by default shows the current day but you can navigate between days and the information displayed will change. For example, the number of bookings for today is 3 but within seven days there are not reservations.


DASHBOARDS: At a glance, "in a magical way", you will see in the upper panels the number of entrances and exits planned for today, the number of stays and animals housed (or animals in the hotel).
As in the previous case, this information corresponds to the current day (today), but if you choose another day in the calendar, the information for that day will be displayed.



We explain in detail, what "means" or what information shows each of the dashboard:

  • Booking: Displays reservations starting the selected day.

  • Stayed: Shows the number of animals that are housed in the hotel.
    note: Please note that for future dates, although there are 10 bookings for that date will not be considered that the animals are housed in the hotel, until the check-in is made. This is because the reservation can be canceled and finally the animal has not come to be housed at the hotel.

  • Check-in: the check-in scheduled to to be made that day.
    Note: Please note that this indicator samples the inputs provided, if the reservation is canceled, it will not come to take the check-in.

  • Check-out: the check-out scheduled to to be made that day.
    Note: Again, information is provided. If, for example, at the last moment the customer calls you to extend the stay of the animal one day, this figure will change and the scheduled check-out date will be tomorrow.

For a more general view of the state of occupation: reservations and stays (or animals housed) see the occupancy planning: View > Planning

Let's see an example. What will happen on the 9th of next month?


Let's look at the information in the planning of occupation and on the magic-desk:

  • Show by that date there are 3 animals Housed (green fields)

  • One, is scheduled to check-out that day

  • There are 2 booking scheduled to begin that day



Within these panels, there are SHORTCUT BUTTONS that lets you:

  • Make a new booking

  • A new check-in

  • A new check-out

  • Or consult the status detail

Furthermore, in the lower left, there are additional information about the HOTEL OCCUPANCY:

The events you have recorded for today, the tasks and their priority, and any notice for clients, animals, suppliers, ...

If you have to call Stephany next week, include a notice, and the software will remind you on the day indicated.

Includes an advanced customer and animal search to locate customers and animals quickly

It only shows 10 results, so if there are more than 10 matches, they will not all be displayed.

Check the use of search engines and how to do advanced searches by clicking here




The daily Agenda is shown in the central part of the Desktop and includes the tasks, reservations, entries, exits and all the important information for the selected day.

This information will change, by selecting another day in the calendar.

The quick access keys allow you to go to see that events/tasks/bookings ... and add a new event/tasks/bookings ...

When placing the cursor on an Event/tasks/... the options to edit and delete it will appear. In this way you save a lot of time.



If you mark an alert as Urgent, it will appear marked, so that "from a simple glance" you can see the most urgent matters and prioritize your tasks.


NEW

To make a new booking you have two possibilities:

      
            
  • Do it for a client that already exists

  •         
  • Do it for a new client: Add the client or you can select it and click on "new booking". The customer's data will appear as well as the animals associated with it.

  •              

    If you only have one animal, it will be automatically selected; For several animals, you can select for which of them you wish to make the booking.

          

    You can quickly write the information or consult the important client and animal information




    If the customer has an invoice pending payment, a warning message appears . So, before making a reservation, you will know if the customer has outstanding payments. 

    Select the arrival (check-in) and departure (check-out) dates and press OK.

    If a client has several animals, when making a booking, all the animals appear in the upper right corner, you just have to mark the ones you want:

    This client has 2 animals and we want to make a 5 day booking for both. We select them in the section Services of stay in hotel, we appear "two rows" so that we select the corresponding rate for each one of them.

    note: Even if you have 5 animals, you can make a booking or an entry for only 2, for example, because the rest are not going to stay. To do it simply, select the 2 animals (and leave unchecked or select the other 3)

    Automatically the software consults the rooms are available for the chosen dates and will only show those that are available. Select the one you want.

    If you wish, you can add some complement and / or observations, click Accept to finish.

    A screen appears with the summary of the booking and the documents that you have configured as "Booking type document", in case you want to print them and deliver them to the customer.


    To make a new check-in, there are two options:

    • From a previous booking

    • Without booking

    1. THE CUSTOMER

    Search for the customer, if the customer exists selected it; If not, first add the new customer with their animals.

    2. THE ANIMALS

    If a customer has multiple animals, when making an check-in, at the top right appear all their animals, you just have to mark the ones you want:

    note: Even if you have 5 animals, you can make a booking or an check-in for only 2, for example, because the rest are not going to stay. To do it simply, select the 2 animals (and leave unchecked or select the other 3)

    3. CHECK-IN AND CHECK-OUT DATE/TIME

    Select the date of check-in and check-out (by clicking on the calendar icon). If the departure time is higher than the "check-out hour maximum time" you have configure, one more unit will be added

    More info about billing by days or by nights and setting the maximumtime of check-out.

    4. THE ROOM

    Select the room you want (the free rooms are green and the rooms occupied are red)

    5. STAY SERVICES

    The number of units is automatically filled according to the dates of check-in and check-out and you just have to select the concepts from the drop-down.

    If a customer has 2 animals, for example, you will see that "two rows" appear so that we select the corresponding rate for each one of the animals.

    Note: you can add your services/prices from the option Settings > Hotel Services.

    You can configure for example:

    • Special price for long stays

    • 2 dogs at special price

    • Seasons (high / low / holidays) at different prices

    • Coupons, offers, discounts, VIP client, etc ...

    How to configure coupons, offers, hight season and other special services?

    How to configure your services efficiently?

    5. COMPLEMENTS

    To add additional supplements: deworming, premium food, transportation, etc. click on the Add option and a new concept will automatically appear.

    Select the concept you want from the drop-down and the price will automatically be inserted in the Amount option. Select the number of units.

    You can add negative concepts for returns or discounts as additional lines. For example, to offer a 3-day product at the same price as 2:

    • La aplicación the software includes the hotel stay service for 3 days (3 units)

    • You add 1 day free (-1 unit)

    So, the correct stay has been recorded for 3 days, but only 2 days are charged on the bill (1 is a gift)


    7. FINISH - SUMMARY DOCUMENT

    If you click on the accept button, a new screen appears with the final summary of the reservation, where you can see the final amount, details, taxes, etc.

    To finish, select the cash advances (if there are) and press Save to finish the booking or Print if you want to have the printed document.

    A screen will appear with the summary and the documents that you have configured as "Check-in" documents.
    This is very useful to give you a document with the conditions of stay in hotel, a contract, legal conditions, or any information you consider of interest.

    Note: You can configure these documents in the option Tools > Documents (indicating the moment in which you want to show: chec-out, check-in, ...)

    In the Top, you have complementary information about that customer and animals.

    It is recommended that you visit it at the time of check-in and check it. You can make any extra annotations: food plannings, recreational plans, veterinary information, etc.

    You can quickly annotate the information or consult the information of customer and animal:

    If the customer has an invoice pending payment, a warning message appears. So, before making a reservation, you will know if the customer has outstanding payments.


    AYou will see a list of all the chec-in, that is, animals that are currently housed in your hotel. Select the one you want, and click on

    The software shows the written data when you made the entry and you can modify it. For example, if the entry and / or exit dates have been modified, or if you have added a complement.

    Make the appropriate modifications, fill in the invoice data if you want and click on "Make check-out".

    A screen appears with the summary of the booking and the documents that you have configured as "Check-in type document", in case you want to print them and deliver them to the customer.



    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.

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

    More info about search and sort results

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

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

    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 See > 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: 


    More info about search and sort results


    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.


    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, ..).

    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 customers 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 breeding animals (app breeders) or animals of a customer (hairdressing app, hotel, nursery, training and veterinary). 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 info about search and sort results

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



    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.

    Here are added the basic options. From the option View > Animals You can add more information: veterinary data, important information, plannings, etc.


    Visti the option View > Animals


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

    ¿Como configurar las Razas?


    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 info about search and sort results

    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, ..).

    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.

    To insert the data, the correct order is as follows:

    1. Insert the supplier

    2. Enter the expense for that provider (for example, purchase of products)


    Visit the option View > Expenses



    Here is a complete planning with all the rooms of your hotel.

          

    Using the selector you can navigate between the different months. The green rooms are booking and the orange ones are check-in.

          

    If you place yourself above of one of the bookings / check-in, additional information (dates, animals and customer) appears

          

    Now it is possible to indicate a color for each room, so it may be easier to identify them. Both the color and the room number can be configured in Settings > Rooms

    more info about special configuration for rooms and rooms for multiple animals

    Here is a list with all the booking. In the top area there is a search engine, which will help you quickly locate a booking; This option is very useful if you have many booking listed and you want to locate one.

    More info about search and sort results

    Select the booking you want and convert the booking into an check-in using the button: 

    You can also insert a new booking:

    NEW FEATURED! Send a confirmation email automatically to the client without leaving the application. Simply click on the buttonSend Email.



    More info about configure and use online booking in your website, in your Facebook, Wordpress, etc.

    Here is a list with all the check-in (that is, the animals that are now staying at the Hotel).

       

    In the top area there is a search engine, which will help you quickly locate a check-in; This option is very useful if you have many check-in listed and you want to locate one.

    More info about search and sort results

    Click on an entry to view it in detail or make any changes, for example add a new concept or modify the duration of a stay, modifying the departure date (for example the customer has advised that they will pick it up 3 days later).

    Select the encheck-in try and make de check-out directly using the button:

    You can also insert a new check-in by clicking on:



    Here is a list with all the check-out. Click on one to see more information. When a check-out is made, it is recorded as a sale that is the Invoice document (with or without taxes, as you have indicated).

     

    In the top area there is a search engine, which will help you quickly locate a check-out; This option is very useful if you have many check-out listed and you want to locate one.

    More info about search and sort results

    WE RECOMMEND YOU READ:

    How to edit and delete invoices and services



    Here is a list with all the customers. You can sort them as you prefer:

    More info about search and sort results

    You can search for a customer, using the search engine at the top and add a new customer directly from this screen.

    You can filter by customer types. If you have several applications, an icon will appear for each one of them and you can select if you want to see all the customers or only those of an App.

    So you can have your customers sorted and classified, but access all of them quickly.


    Number of records: a small box appears where the number of customers of the selected type appears. For example: 832 PetShop customers.

    By clicking on a customer, all the information about it appears. It shows the Magic Desk or (summary screen) customer, that magic screen where all the information and the main actions are:

    Smart statistics will help you to have a clear vision of the activity, profitability and loyalty of that customer "at a glance" and under them, quick access buttons to the main options:

    • Number of animals associated with that customer

    • Number of days that the customer's animals have been housed in the hotel

    • Number of stays of that customer's animals in our hotel

    • Average of days per stay (Total days / stays)

    • Total billing of those stays

    • Average billing per stay (Total billing / stays)

    If the customer has an invoice pending payment, an alert box with the information appears appears. So before making a booking, you will be able to know if the customer has pending payments.

    Now everything is faster! All the contact information appears and it is possible using the quick access buttons: send an email, call or open whatsapp to speak with him; click on the corresponding icon (envelope, phone, Whatsapp ...)

    By clicking on the icon of the envelope, an email is sent to that customer and the button located on the map, shows the location in Google Maps. So it is possible to calculate the route, distance, and see the address in detail.

    It includes important information and information about collection and delivery. This information will appear when you go to work with this customer, for example when you make a new booking. In this way you can quickly consult the information of interest.

    You can add the customer's photo. In the right side menu there is more information of interest:

    • Documents: Stores and consults documents of a customer: contracts, documentation, etc.

    • Alerts: Insert important alerts for a customer: call him, send him an email, notify him of something important ... and the software will remind you.

    • Stays: You can see a list with all the stays of the animals of that customer

    • Booking: You can see a list with all the booking made by that customer. In addition, information about the animals and the option to Access them directly. If you click on Lassie, you can see his information. So faster!



    • Privacity: All information about privacy and GDPR

      • Date of creation or date on which you include your data in the system

      • Source from which your data has been obtained.
        For example: the customer provides you the data using the contact form of the web/online booking form / ..., you have obtained it from a list of customers bought from another company, from the internet, ...

      • More details

      • Accept the privacy policy

      • Accept to receive your emails

      • Request the removal of your data in the system

      • Date of the request and details

      • In addition, the standard DOCUMENTS that you have configured as "Privacy" type (acceptance of conditions, data processing, ...) will appear so that you can print them and deliver them to the customer

      Note: remember that "standard documents" are templates that you can configure in the Tools > Documents option to print them quickly.

    If the user has given consent to the inclusion of their data through the online booking form , information about the device used by the user is automatically stored in the DETAILS option:

    • The IP addess

    • The Web Browser (Chrome, Safari,...)

    • The exact version of the browser

    • The Operative System (Apple, Windows, Android,...)

    • The device (Desktop, mobile, ..)

    • The exact date and time


    More information about privacy and GDPR

    To delete a customer, you can do it from the GENERAL INFORMATION option. In the bottom part you will find a red button

    If a customer has associated animals or some referenced data (booking, check-in, heck-out, invoices, etc ...) the software will show an alert message and will not allow you to delete the customer, because it has that associated information

    If you want to delete a customer, the animals and all the information referenced from them (booking, invoices, stays, etc.) you can force the deletion, using the option Remove customer and referenced data that appears in the drop-down

    Important info: By using these options the information will be completely removed from the system and can not be recovered.



    Here is a list with all the suppliers. You can sort them as you prefer:

    More info about search and sort results

    You can search for a supplier, using the search engine at the top and add a new supplier directly from this screen.

    You can filter by supplier types. If you have several applications, an icon will appear for each one of them and you can select if you want to see all the suppliers or only those of an App.

    So you can have your suppliers sorted and classified, but access all of them quickly.

    Number of records: a small box appears where the number of suppliers of the selected type appears. For example: 52 Hotel suppliers.

    If you click on a supplier, all the information about it appears. It shows the Magic Desk or (summary screen) supplier, that magic screen where all the information and the main actions are:

    Smart statistics will help you to have a clear vision of the activity and profitability of that supplier "at a glance" and under them, quick access buttons to the main options:

    • Number of expenses or purchases to that supplier

    • Money spent on expenses/purchases from that supplier

    Now everything is faster! All the contact information appears and it is possible using the quick access buttons: send an email, call or open whatsapp to speak with him; click on the corresponding icon (envelope, phone, Whatsapp ...)

    By clicking on the icon of the envelope, an email is sent to that customer and the button located on the map, shows the location in Google Maps. So it is possible to calculate the route, distance, and see the address in detail.

    You can view and edit on the same screen all contact and payment information, notes or comments and important information.

    Includes important information and notes. This information will appear when you go to work with this supplier, for example when you write down a new purchase/expense. In this way you can quickly consult the information of interest.

    In the right side menu there is more information of interest:

    • Documents: Stores and consults documents of a customer: contracts, documentation, etc.

    • Alerts: Insert important alerts for a customer: call him, send him an email, notify him of something important ... and the software will remind you.

    • Expenses or purchases : You can see a list with all the expenses/purchases made to that supplier



    Here is a list with all the veterinary. You can sort them as you prefer:

    More info about search and sort results

    You can search for a veterinary, using the search engine at the top and add a new veterinary directly from this screen.

    You can filter by veterinary types. If you have several apps, an icon will appear for each one of them and you can select if you want to see all the veterinary or only those of an App.

    Number of records: a small box appears where the number of suppliers of the selected type appears. For example: 52 Hotel veterinary.

    If you click on a veterinary, all the information about it appears. It shows the Magic Desk or (summary screen) supplier, that magic screen where all the information and the main actions are:

    Now everything is faster! All the contact information appears and it is possible using the quick access buttons: send an email, call or open whatsapp to speak with him; click on the corresponding icon (envelope, phone, Whatsapp ...)

    By clicking on the icon of the envelope, an email is sent to that customer and the button located on the map, shows the location in Google Maps. So it is possible to calculate the route, distance, and see the address in detail.

    You can view and edit on the same screen all contact and payment information, notes or comments and important information.

    In the right side menu there is more information of interest:

    • Documents: Stores and consults documents of a customer: contracts, documentation, etc.

    • Alerts: Insert important alerts for a customer: call him, send him an email, notify him of something important ... and the software will remind you.



    Here is a list with all the Expenses. You can sort them as you prefer:

    You can search for a expense, using the search engine at the top and add a new expense directly from this screen.

    You can filter by expense types. If you have several apps, an icon will appear for each one of them and you can select if you want to see all the expense or only those of an App.

    Number of records: a small box appears where the number of suppliers of the selected type appears. For example: 120 Hotel expenses.



    Here is a list with all the breeding animals (app breeders) or animals for a client (hairdressing app, hotel, nursery, training and veterinary)

    You can search for a animal, using the search engine at the top and add a new customer directly from this screen.

    You can filter by animal types. If you have several apps, an icon will appear for each one of them and you can select if you want to see all the animals or only those of an App.

    So you can have your animals sorted and classified, but access all of them quickly. You can sort them as you prefer

    More info about search and sort results

    By clicking on a animal, all the information about it appears. It shows the Magic Desk or (summary screen) customer, that magic screen where all the information and the main actions are:

    Smart statistics will help you to have a clear vision of the activity, profitability and loyalty of that animal "at a glance" and under them, quick access buttons to the main options:

    • Important information : write down and consult the most remarkable information about the animal. This information is displayed in your Magic Desk and can help you when dealing with a client: socialization problems, aggressiveness, peculiar behavior, etc.

    • Veterinary information : record and view information about the animal's health, treatments to apply, ...

    • Meal/Food and Recreation Planning: Record and consult the information regarding the particular feeding of that animal (type, amount, feed, etc.) and the relevant information about recesses or time in common areas with other animals

    This information will appear when you go to work with this animal, for example when you inserta a new booking. In this way you can quickly consult the information of interest..

    In the right side menu there is more information of interest:

    • General info: to edit all the general information of the animal: breed, sex, color, vaccines, photo, etc.

      If you have old animals and wish to deactivate them but not delete them, you can "unsubscribe" or mark as "inactive" them. Use the last option: Inactive

    • Documents: Stores and consults documents of a customer: contracts, documentation, etc.

    • Alerts: Insert important alerts for a customer: call him, send him an email, notify him of something important ... and the software will remind you.



    You can generate a report with the billing of a client or of all the clients (in that case, do not select any client from the list) between a range of dates.

    As you know, when an exit is made, the Sale or Invoice is generated. This report shows those sales or invoices that have already been made. & Nbsp;

    The information included is:

          
    • Date of the invoice (it does not have to be the same as the payment date)

    •     
    • Number of invoices

    •     
    • The status: paid or pending

    •     
    • Customer information: name and identity document

    •     
    • The base amount (or no taxes), the percentage of taxes and the final (or total) amount & nbsp;



    Additionally, if you click on the Export button, located at the top, an .xls document is generated that includes additional information: Payment method.



    You can generate a report with all purchases or expenses made to a supplier or to all suppliers (in this case, do not select any supplier from the list) between a range of dates.

    The information included is:

        
    • Date of the invoice (it does not have to be the same as the payment date)

    •   
    • Invoice number

    •   
    • The status: paid or pending

    •   
    • Provider information: name and identity document

    •   
    • The base amount (or excluding taxes), the percentage of taxes and the final amount



    You can generate a report with the accounting between a range of dates. Includes income and expenses.

      

    The information included is:

      
            
    • Date of the invoice (it does not have to be the same as the payment date)

    •       
    • The status: paid or pending

    •       
    • The concept or detail

    •       
    • The final or total amount (including taxes)

    •   




    You can generate a report with the invoices that have the status marked "unpadir" or "pending payment". The total amount is broken down, if you have paid advances and the outstanding amount.

    The information included is:

          
    • Date of the invoice

    •     
    • The status of all is pending

    •     
    • The customer

    •     
    • The final or total amount (including taxes) & nbsp;

    •     
    • The advances you have already paid

    •     
    • The money to be paid, that is the total amount - the advances paid



    You can generate a report with the services that are still pending invoicing. The service is displayed, the total amount, if you have paid advances and the pending amount.

          

    The information included is:

          
                
    • The customer

    •           
    • The animals

    •           
    • The detail of the service

    •           
    • The final or total amount (including taxes)

    •           
    • The advances you have already paid

    •           
    • The money to be paid, that is the total amount - the advances paid

    •       


    It is a report with all the customers of your business. Inputs the main data of each client and the associated animals.

    NEW FEATURE! Now with interactive graphics, if you place yourself on the round chart, you will see extended information of each data partition.





    This report shows the clients according to their profitability, that is, it shows:

    • If active or inactive: (you can mark the clients inactive in your file)

    • The number of sales: that is, the number of services or products you have purchased

    • The money they have billed: that is, the money we have earned from that customer

    • The last product/service they have purchased.





    EXTRA: So that you can visually identify in a fast way if it has been a long time or a little since the last sale made by that client, we have incorporated some extra features "the indicator of elapsed time and identifying colors".For example, 10 months since the last sale.

    The titles in the table allow you to sort by clicking on them:

    For example, you can sort them by the money they have spent from highest to lowest (or the other way around)

     

    If you want to know which customers have not bought any products for a long time, you can order the last sale column and you will see it.

    >> More information about Search and sort

    If you have multiple apps or business areas, you can select if you want to see it for all or for example, only for your Hotel. If you select ALL, you will see the last purchase you have made in your business, while if you select only HOTEL for example, you will see the last hotel accommodation service you have purchased.

          

    If you click on its name, you can go directly to the magica desk of that customer.



    Report with the addresses of your clients, it is especially useful to know which provinces have the largest number of clients and make decisions about advertising, collection and delivery routes, opening new centers, etc.



    Report with the number of clients grouped by provinces. This is especially useful to know which provinces have the largest number of clients and make decisions about advertising, collection and delivery routes, opening new centers, etc.



    It is a report with all the animals of your business. Inlude the main data of each animal.



    This report shows the animals according to their profitability, that is, shows:

          
    • The number of sales: that is, the number of services or products that have been sold

    •     
    • The money they have billed: that is, the money we have earned with that animal

    •     
    • The last product or service that has been sold

    •   




    EXTRA: So that you can visually identify in a fast way if it has been a long time or a little since the last sale made that animal, we have incorporated some extra features "the indicator of elapsed time and identifying colors". For example 10 months from the last sale

    The titles in the table allow you to sort by clicking on them:

      

    For example, you can sort them by the money they have spent from highest to lowest (or the other way around)

      

    If you want to know which animals have not stayed at your hotel for a long time, you can order the last sale column and you will see it.



    >> More information about Search and sort

    If you have multiple apps or business areas, you can select if you want to see it for all or for example, only for your Hotel. If you select ALL, you will see the last purchase you have made in your business, whereas if you select only HOTEL for example, you will see the last hotel accommodation service you have purchased.

      

    If you click on its name, you can directly access the card (or magical desk) of that animal.



    Shows the profitability of services and products. This is especially interesting for planning new services, offers and promotions among your customers.

      

    This report shows:

      
          
    • The sales number of that product or service

    •     
    • The money that has been earned by selling that product or service

    •     
    • When the last sale was made

    •   



    EXTRA: So that you can visually identify in a fast way if a lot or a little time has passed since the last sale of that product or service, we have incorporated some extra features "the indicator of elapsed time and identifying colors". For example, 10 months since the last sale.

      

    The titles in the table allow you to sort by clicking on them:

      

    For example, you can sort them by the money you have earned with that product from highest to lowest (or the other way around)

      

    If you want to know which products or services have not been sold for a long time, you can order the last sale column and you will see it.

    >> More information about Search and sort

    If you click on its name, you can access directly the magic desk of the product.



    Selecting a range of past dates, for example in the last 3 months, shows the actual occupation that has occurred, that is, the number of booking, check-in, check-out and animals housed.

         

    Selecting a range of future dates, for example for the next month, shows the expected occupation, that is: the check-in, that are in that range of dates, the booking planned for that date and the number of animals.

         

    In addition, in both cases, it shows a list with all bookings, check-in and check-outs. In this way, it is also possible to use it, for example, in the case of an inspection in which you are asked to present the occupation of your hotel at the moment or at a specific date.

         

    It shows a list with all the rooms, its being (Active or inactive and the number of times it has been used.

          

    It is interesting, for example, to decide which rooms need special repairs or maintenance depending on their use.



    It allows you to know the estimated billing between a range of dates based on the check-in you have entered in your app or the booking you already have planned.

    That is, it allows you to know how much money you will charge if those booking or planned check-in are finalized.



    The application shows an estimate of the billing for this year, based on the current billing, the billing forecast of the pending bookings, the billing forecast of the bills pending to be invoiced

          

    Now it also shows the percentage of growth of the turnover with respect to the previous year.



    The software shows an estimate of the booking for this year, based on the booking already made and pending booking.

          

    Now also shows the percentage of growth of the booking with respect to the previous year.

          

    Comparing these last two reports, you can learn valuable information about your business, for example:

          

    If the number of booking has been lower than last year, but the billing has been higher, it means that you have achieved longer stays or a higher price per stay by raising prices or including a larger number of additional add-ons.

          

    By studying the data that the reports show you, you will be able to know interesting parameters of your business, which can help you define the strategy for the following years.




    You can to note task indicating priority. If you have more than one application, you can manage separate tasks for better organization of your time. At the top, select the appropriate type.



    You can add alerts and application will remind you at the right time. Select the number of days before you want to alert you and the application takes care of displaying the reminder.

    If you have more than one software, you can manage separate alerts for better organization of your time. At the top, select the appropriate type.



    You can save documents of interest to have them stored in the software and print them when you need them. You can also configure the documents to be "templates", for example:     

            
    • A document of "Conditions of stay in the hotel" for you give the customer when an check-in is made

    • A Privacy document - Acceptance of inclusion of the data in the system, to deliver to the customer at the time of compiling/including the data

    •       
    • An "Information" document to give the customer before doing a new hairdressing service

    •       
    • A document of "Changes and refunds" for you give to the customer when you selling a puppy

    •     

    The available types are:

    • Privacy

    • Check-in

    • Check-out

    • Booking

    • Sale

    • Purchase

        

    It is only necessary to select the "booking" type and the document will appear when you make a new bookingto print it directly

    To print in the document editor, select the File > Print option



    The application includes a full agenda so you can take full control over your business and your tasks.

    By default, display the current day, but you can navigate between the different days and load the content in the middle.

    Select the view daily or monthly. On the left side panel can add a new event and this will be displayed on the agenda. To edit an event or add additional information, click on it.

    By default, the calendar loads the current day, but you can navigate between the different days and load the content in the central part. Select the view you want: daily, monthly, or in the list of events with the central buttons.

    In the left side panel you can add a new event and it will be displayed in the agenda.

    To edit an event or add additional information, click on it.







    You can configure the most important aspects of your country/region:

    • Select the country from the list

    • Select the time zone from the list

    • Select the language in which the software will be displayed

    • Set the currency of your country: you can use symbols (for example €, $, ...) or the currency abbreviation (for example EUR, USD,. ..)

    • Set the applicable tax and percentage in your country to all your services: for example, for Spain (Except Canary Islands) IVA 21%.



    Here you can configure the data of your company and thus you will not have to insert the data every time a document or an invoice is generated; the software will automatically fill them in for you.

    Enter the name of your company, the identification number, and the location and contact information.

    You can include two different logos:

    • The principal logo shown in the software

    • The print logo will appear in the printed documents *

    * Note: you will reduce ink consumption when printing your invoices if you use a black and white logo for invoices.

    You can also include a footnote text for your invoices, in case you want to include some legal or informative text for your customers. And finally, you can select if you want to include company data in printed documents and invoices without taxes.




    You can manage your employees, with all necessary contact info and working info.

    When you click on an employee in the list, all the information appears:

    Using the quick access buttons, it is possible: send an email, call or open whatsapp to talk to him/her; click on the corresponding icon (envelope, phone, Whatsapp ...)

    By clicking on the icon of the envelope, an email is sent to that client and the button located on the map, shows the location in Google Maps. In this way, it is possible to calculate the route, distance, and see the address in detail.

    By clicking on the PRINT SUMMARY sheet button, you can print the employee's information.



    EMPLOYEE ACCESS CONTROL

    If you also have the Users App, you can create more users, each user accesses an independent account and you can control:

    • You can specify the days and hours in which a user can access

    • You can indicate the visible options for a user

    • See when the users log-in and log-out session

    You can control the access of your employees to improve the security of your business.

    More information on Gespet website.




    If you want to add, edit or delete races you can do it from this option. Then it is very comfortable, because when you add a new animal, just look for the race in the advanced selector, you do not have to write it every time.

    For dogs "without breed" (mestizo or half-blood), we have created the "comun" race but if you prefer to create another, you can do it from this option.

    NEW FEATURE! Now you can indicate the species. This option is very interesting, especially if your hotel hosts different types of animals: dogs, cats, horses, reptiles, ...



    It configures the following invoice number, and the software automatically numbers the following invoices correlatively (1,2,3....15,16,...), so all the invoices are correctly numbered.

    You can select the format you want: number, combination of letters and numbers .. as you prefer



    You can configure the payment methods accepted in your business. In this way, when you made a new sale/services/.. you can select if the customer has paid you with a credit-card, cash, check, ....



    A customer visits your website, fill in the online booking form and:

    • You receive a email notification

    • The booking is recorded in your app. Our system will give to the customer the reservation number.

    You’ll see the new online booking through View > Online booking menu option.

    All these online bookings are recorded in your app but not yet confirmed. You have to review the information, check availability and then confirm the online booking into a real reservation. The app will allow you to send an email to the customer with the confirmation message.

    This way our system allows you to not automatically reject a reservation in your hotel just because there isn't enough space. Let's see an example.

    Any online booking will be automatically rejected, simply because you do not have availability for that date. Imagine that a reservation is automatically rejected from 1 to 30 September, simply because on day 1, the room is occupied.

    You decide if you cancel it or manage the space of your residence to be able to accommodate that animal.

    Edit what you need and confirm the booking to the customer by email automatically, just clicking a button. Simple and easy.

    If you have online reservations pending confirmation, a yellow indicator will appear on the home screen (or magic desk):

    In the top menu, a small yellow indicator will also appear:

    It is a powerful system because it can be included in any part of the management process of your business That is, if you want to ask for more information to the client before confirming the booking, you can do it.

    If after confirming it, you usually send the client more information about the conditions of stay, information to make a booking payment (or a Paypal payment button, for example), or anything else, you can do it. Proceed as you consider and interact with the client as much as you need.

    If the customer has an invoice pending payment, an alert box with the information will be displayed. Thus, before making a booking, you will know if the customer has pending payments.




    It is very simple, if you want, you can configure the redirect page of the form, that is, the destination page (the page that will show the user after the customer press the "Request booking/appointment" button).

    Just write the "Redirect page" and click on the Save button.

    Thus, you can show the user a page with more information about the conditions of service, a page with payment information, a shopping cart, another section of your website, or wherever you want.

    If you do not write a page, will not redirect the user to any page, he will remain in it.


    You can also configure where are your legal terms/privacy policy, so that the user can read it before accepting it.

    The user must accept your conditions before requesting the reservation, and this acceptance "or signature" of the conditions is recorded in your customer file and you can consult it whenever you want.

    The user can also select if he wants to receive notifications from you by email.





    To view this information, access to the Customer's Magic Desk (View > customers > select the customer > right side menu PRIVACY)


    More info about privacy and RDPR

    More info about configure and use online booking in your website, in your Facebook, Wordpress, etc.

    You can configure de hotel services and prices. You can create different prices and services: high / low tourist season, special offers for multiple animals, offers for weekend, long stays etc.

            
    • If you type the base price (or price without tax), it automatically calculates the sale price   (or final price including taxes) based on the percentage configured tax.

    •       
    • If you type the sale price (or final price including taxes), it automatically calculates the base price (or price without taxes) based on the tax percentage configured.

    •     

     Note: The tax percentage is the same as you have configured in the Configuration > Language/Currency

    The code is not automatic or corrective, it is a free code, that is, you can use the code or reference that you want, (like a barcode but for your services).  

        

    You can simply be a number (1, 2,3, ...) or a special code by categories, what you consider best,   for example:

        

    H01 Single room

        

    H02 VIP Room

        

    T01 Trasport

        

    E01 Extra: camera service in the room

        

    A01: Special food supplement  



    You can also modify a service (for example to change the name or price) and you can delete the services you are not using.  

        

    All services can be deleted , except the services you are using. If you have booking/check-in/check-outs .. that include the service for example "Basic stay", you can not delete that service from the list, because it would also be deleted from those booking/check-in ...

        

    In this case, this message will appear informing you of the reason why it is not possible to delete the service. Remember: You CAN modify it, but you CAN NOT delete it.


    We recommend you read:

    How to configure your services efficiently?

    Coupons, offers, high season and other staus or special services

    Configure the rooms of your hotel. If you do not want a room to appear, you can deactivate it, in this way the program will not show it when you make a booking or an check-in.

        

    You can assign them a color to identify them quickly and configure the names you want for the rooms.

    See more information about names and colors of rooms



    Does each type of room have a different price?

    Read more information

    In each room you can host one or several animals of the same customer in a stay (for example 5 dogs of John). That is, in a range of dates, you can not select a room to make an check-in for the 3 dogs of John and 1 dog of Mary. 

    How to set up rooms for multiple animals?

    When a room is occupied or is not available because you have disabled it, you can not select it to make a new booking/check-in.

    By default the system is not designed to do this because by default, each animal is assigned to a room for the entire stay, in the same way as "human" hotels, but if you want to fill gaps in the planning, that is, you need to do a booking/check-inbut there is no room that is available and you want to move the animal between rooms, we recommend that you read: 

    Filling the gaps in the planning. "How to make stays in different rooms?

    If you overbook , that is, you admit a greater number of booking of the available space, to guarantee the occupation, we recommend that you check this link:

         More info about the over-booking

    If the rooms are not listed alphabetically because you have used numbers, you can fix it like this: 

    For example, they appear ordered like this: 

    1

    10.A

    10.B

    11

    12

    2

    The way to solve it is by placing a "0" in front of it, this way they will appear correctly numbered:

    01

    02

    ...

    10.A

    10.B

    11

    12

    ...

    20

    Indicates the time from which increases in a day the stay. It works similarly to hotels, which set a hour, for example 12 AM as maximum checkout hour. After this, the app increases a day on the invoice.

    Billing by nights or by days






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