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 check-out 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:

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

It only shows 25 results, so if there are more than 25 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 includes the tasks, reservations, check-in, check-out and all the important information for the selected day.

For example, if we select the day April 24, we will see that today we have an check-in and an expected check-out.



Also, there is an check-in and exit that are pending or "overdue". We can eliminate them or edit them to change the dates, for example if the customer will going to pick up the animal 2 days later.


note:If you do not want the overdue to appear, select the option Settings > Advanced settings > Show overdue = NO.


We can also see the check-in and check-out that will be at a future date. For example, if we advance in the calendar and select the day May 10, we see that there will be an exit.



(It is marked as "Booking", to indicate that the check-in has not yet been made, only the Booking)

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 ...

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.


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

STEP 1: The customer and the animals

If the customer is new:

Click on the button + New customer




  • Write basic and contact information

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

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

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

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

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


If the customer already exists:

  • Write the name and select from the drop-down

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



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


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



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



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

STEP 3: The reservation

  • Select dates / times of check-in and check-out.

  • Click on select room and the system will show only the free rooms on those dates

          

    (As you know, you can configure your rooms, assign them the number or name you want and an identifying color)       

  •      
  • You can add notes or comments

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



Color Flag:

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

For example:

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

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

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

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

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

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

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




STEP 4: Prices or hotel services

          
  • One line appears for each animal with the basic service by default, but you can change it and select another

  • The number of days/nights is calculated automatically based on the dates and times of check-in and check-out

    You can configure the billing by days or by nights of stay and the check-out time limit (the stay is increased by 1 day/night).

    + info about billing by days or nights and configuration of departure time

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

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


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

  • You can add more services: transportation, extra pay for special food, VIP room, extra for TV, cameras, etc.

  • How to configure your services efficiently?


STEP 5: Money advances

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



STEP 6: Print documents and contracts

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

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


STEP 7: Summary

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

  • The Base price (without taxes)

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

  • The final price: base + taxes

  • The money paid (advances)

  • The pending paiment money


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

  • Send the booking confirmation by email to the customer

  • Print the booking summary document

  • Delete the reservation

  • Make check-in


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


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

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


    

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

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



To make a new check-in, you have two options:

FROM A PREVIOUS BOOKING:

In the option View > Booking > Select the booking and press make check-in .
A pop-up appears > press Make check-in.
Now, if you want to open the entry to see it, click on View Details . If not, click on Cancel to close it, and continue maeking more check-ins.


WITHOUT BOOKING. In the option New > Check-in:


STEP 1: The customer and the animals

If the customer is new:

Click on the button + New customer




  • Write basic and contact information

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

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

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

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

  • Click on Save and continue to continue with the check-in


If the customer already exists:

  • Write the name and select from the drop-down

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



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


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



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



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

STEP 3: The check-in

  • Select dates / times of check-in and check-out.

  • Click on select room and the system will show only the free rooms on those dates

          

    (As you know, you can configure your rooms, assign them the number or name you want and an identifying color)

          
  •      
  • You can add notes or comments

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



STEP 4: Prices or hotel services

          
  • One line appears for each animal with the basic service by default, but you can change it and select another

  • The number of days/nights is calculated automatically based on the dates and times of check-in and check-out

    You can configure the billing by days or by nights of stay and the check-out time limit (the stay is increased by 1 day/night).

    + info about billing by days or nights and configuration of departure time

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

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


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

  • You can add more services: transportation, extra pay for special food, VIP room, extra for TV, cameras, etc.

  • How to configure your services efficiently?


STEP 5: Money advances

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



STEP 6: Print documents and contracts

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

To add new Booking documents, go to the Tools > Documents option and select the type "Check-in"


STEP 7: Summary

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

  • The Base price (without taxes)

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

  • The final price: base + taxes

  • The money paid (advances)

  • The pending paiment money


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

  • Print the check-in summary document

  • Delete the check-in

  • Make check-out

  • Cancel, that is, leave this page without saving the changes


    

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

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



To make a new exit or check-in (finish the animal's stay at the hotel), you have two options:

  • Option 1: In the check-in document, at the bottom, clicking on the Make Check-out button

  • Option 2: In view > check-in > by clicking on the Make Check-out button

The check-out process ends the animal's hotel stay and generates the invoice.

  • A pop-up opens to select if you want the sale with or without taxes

  • Select the payment method

    Click on OTHER to see the rest of the payment methods that you have configured

  • Write in "Paid" the money that the customer gives you and automatically the calculator shows if money is missing ("pending") or there is money left ("Refund").

  • If you want to give to the customer any document or contract, you can print it now

  • And click on check-out


The invoice or sales document appears and you can:

  • Edit what you need: date of payment, invoice number, etc.

  • Print it

  • Delete it

  • Send it by email (and send a copy to yourself, if you want it)


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

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



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 suppliers if you prefer

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




Here you can add 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.

Weekends are marked in blue so you can identify them quickly

EIn the bottom part there is a summation with the number of check-in, booking and animals of each of them for that day.

      

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

List of all bookings. In the upper area there is a search engine, which will help you quickly locate a booking.


More info about search and sort results

VIEW AND EDIT THE BOOKING

By clicking on a booking to see it you can see the detail and edit it.



reservar guarderia canina

At the bottom, there are more options:

  1. Delete the booking (if you delete it, you can not recover it)

  2. Print the summary document, with all the booking information

  3. Save the changes

  4. Make check-in

  5. Cancel or exit without saving the changes

  6. Send a confirmation email to the customer



    Include the details of the booking (name of customer and animals and dates of check-in and check-out).

    You can customize your logo and the information you want to appear on the bottom.

    In the central part of the email, you can add the additional information you need (complementary information, price, anticipated requirements to the accommodation, ....).

    If you want, you can send attached the summary PDF document and also you can send to yourself a copy of the email.

    note: You can configure your business data, the logo, the information displayed in the bottom of the email and your email address, in the Settings > Company detail)


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



MAKE CHECK-IN

You can make check-in in different ways::

  1. Quick Check-in: Recommended for make many check-ins quickly.

    Click on the button

    A pop-up opens to confirm the operation

    If you click on make check-in, the check-in of the animal is confirmed and if the check-in has been made correctly, a green message appears and you can:

    • Click on Cancel, to close the window and make another check-in.

    • Click on View detail to view the check-in or edit it.


  2. Individual Check-in or detaill check-in: if you want to see the detail or modify before making the Check-in.

    Click on the booking and all the details are opened. You can review it and edit what you need.

    At the bottom, click on the button Make check-in.



When a customer requests an online booking, it is automatically recorded in the software. In the option View > Online booking you can see them

Online booking have different states:

  • Pending to confirm: the customer has requested the booking but you have not confirmed it

  • Canceled: when you have rejected it

By clicking on the Confirm button (green), the data that the user has filled from your website or Facebook page appears.

The phone and WhatsApp are active fields, so if you click on them, you can call or send a Whatsapp message to the customer.

reservar hotel gatos

You can see the planning to check if there is availability (free rooms) by clicking on the View > Planning > button opens in a new tab of the web browser.

Search the client to check if it already exists in your database; If it does not exist, click on the button Add customer and animals.

The data is already pre-filled, review the information, add additional information or privacy (RGPD) if you wish and click on Save and continue.

You can make changes in the dates, assign a room, add services, discounts, ... and when saving, this request will have become a BOOKING.

note: it no longer appears in view > online booking , but now it appears in view > booking option.

      

You can SEND AN EMAIL TO THE CUSTOMER CONFIRMING THE BOOKING, simply by clicking on the SEND EMAIL button:

Include the details of the booking (name of customer and animals and dates of check-in and check-out).

You can customize your logo and the information you want to appear on the bottom.

In the central part of the email, you can add the additional information you need (complementary information, price, anticipated requirements to the accommodation, ....).

If you want, you can send attached the summary PDF document and also you can send to yourself a copy of the email.

note: You can configure your business data, the logo, the information displayed in the bottom of the email and your email address, in the Settings > Company detail)



By clicking on Cancel button (red)

You see the data that the user has filled in from your website or Facebook page and you can SEND AN EMAIL TO THE CUSTOMER TO COMMUNICATE THAT THE REQUEST HAS BEEN REJECTED, or what you consider necessary (that in those dates there is no availability, etc.)

You can also send yourself a copy of the email

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

The phone and WhatsApp are active fields, so if you click on them, you can call or send a Whatsapp message to the customer.

You can also Delete the reservation request by clicking on DELETE.




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

VIEW AND EDIT THE CHECK-IN

Click on a booking to view and edit it.

In the bottom, there are more actions:

  1. Delete the booking (if you delete it, you can not recover it)

  2. Print the summary document, with all the booking information

  3. Save the changes

  4. Make check-out

  5. Cancel or exit without saving the changes


MAKE CHECK-OUT

By clicking on Check-out button:

  • A pop-up opens to select if you want the sale with or without taxes

  • Select the payment method

    Click on OTHER to see the rest of the payment methods that you have configured

  • Write in "Paid" the money that the customer gives you and automatically the calculator shows if money is missing ("pending") or there is money left ("Refund").

  • If you want to give to the customer any document or contract, you can print it now

  • And click on check-out


The invoice or sales document appears and you can:

  • Edit what you need: date of payment, invoice number, etc.

  • Print it

  • Delete it

  • Send it by email (and send a copy to yourself, if you want it)


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

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



note: If it is not fully paid (for example the total is € 200 and the customer has paid € 180), the invoice has been "pending" and will appear in the Report > Unpaid invoices, specifying the amount that is pending payment

    

You can configure all your payment methods in the option Settings > Payment methods.


REPORTS

When the check-out is made, the invoice is generated. But while, you can see the money that is pending payment but that will be invoiced when the check-out is made, in the option Reports > Invoice Pending



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:

The interactive graphics show you all billing, billing by business areas, last purchase of products / services and time that has elapsed since that day.

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 supplier 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 supplier: contracts, documentation, etc.

  • Alerts: Insert important alerts for a supplier: 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.



It shows you the detail of the generated invoices in the dates period and for the selected apps.

This report is useful for generating the accounting / presenting the documentation / payment of taxes, since it details the data of each invoice.

If you prefer to simply consult the income (the money you have earned), without the complete detail of the invoice, you will find the RESULTS report more useful.

DETAIL : As you know, when an exit is made, the Sales or Invoice is generated. This report shows those sales or invoices that have already been made.

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

  • The paiment method

  • Customer information: name and identity document

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

  • Payment method




If the date range is short, the graph shows the evolution by weeks. Otherwise, it is displayed in months.


note: If when you select the dates, the system displays an Error message, it is because the date range is not correct. The difference between the dates can not be longer than one year: nor more than 1 year (365 days) of difference between the dates nor 1 year (365 days) before today's date) If you select a correct range, you can generate the report.


The main utility of this report is to generate a list with the information for the payment of taxes, presentation of documents for accounting, etc. Therefore, it is not usual to generate it for more than one year or for past years.


But, if you want to see all the billing details (from all the time you've been using the software, you can do it from the View> Sales option.) And you can export it in .xls (Excel) to consult it or work with it, in the Setting > Data management option.



It shows you the detail of the Expenses and purchases in the dates period and for the selected apps.

This report is useful for generating the accounting / presenting the documentation / payment of taxes, since it details the data of each invoice.

If you prefer to simply consult the Expenses (without the complete detail of the invoice), you will find the RESULTS report more useful.

DETAIL: 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

  • The paiment method

  • Provider information: name and identity document

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



If the date range is short, the graph shows the evolution by weeks. Otherwise, it is displayed in months.



note: If when you select the dates, the system displays an Error message, it is because the date range is not correct. The difference between the dates can not be longer than one year: nor more than 1 year (365 days) of difference between the dates nor 1 year (365 days) before today's date) If you select a correct range, you can generate the report.

The main utility of this report is to generate a list with the information for the payment of taxes, presentation of documents for accounting, etc. Therefore, it is not usual to generate it for more than one year or for past years.


But, if you want to see all the billing details (from all the time you've been using the software, you can do it from the View> Sales option.) And you can export it in .xls (Excel) to consult it or work with it, in the Setting > Data management option.



It allows you to quickly consult the income, expenses and the result (difference between them).

It is very useful to know the income, expenses and / or the benefit in a range of dates, for all the apps or by business areas.

To generate the accounting / submit the documentation / tax payment, it will be more useful to use BILLING and EXPENSES reports, as they detail the data of each invoice.

DETAIL: The information included is:

      
  • The business area (Hotel, grooming, shop, ...)

  •   
  • 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)

  •   
  • The final result (the difference between income and expenses)


note: If when you select the dates, the system displays an Error message, it is because the date range is not correct. The difference between the dates can not be longer than one year. If you select a correct range, you can generate the report.


So you can consult, for example the billing of the first quarter of last year, or the month of August of last year, of all 2016, ... whatever you need.



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 paid by the customer

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



You can consult between a range of dates, for a product or service:

When you start writing, all the results appear to select the product / service you want to consult.

  • The times it has been sold

    • The date

    • The invoice number

    • Number of units sold (3 days stay / 2 food packages/ 1 training session, ...)

    • The price per unit

    • The total (number of units * price per unit)

  • In the bottom appears:

    • The total of units sold

    • The average price

    • The total money




Clicking on the number of the invoice, the invoice opens in a new browser tab.


If the date range is short, the graph shows the evolution by weeks. Otherwise, it is displayed in months.

note: If when you select the dates, the system displays an Error message, it is because the date range is not correct. The difference between the dates can not be longer than one year: nor more than 1 year (365 days) of difference between the dates nor 1 year (365 days) before today's date) If you select a correct range, you can generate the report.



You can check all the stays or services that are still pending to finalize or invoice.

The characteristics of the service are detailed and broken down:

  • the total amount

  • if the customer has paid advances

  • and the pending amount (total - advances already paid)


note:All amounts are final prices, that is, with taxes included


It is possible to filter by dates and if you do not select any date, ALL the services to be invoiced are shown.



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

If you have many apps or business areas, you can select if you want to see all the customers or only those of your hotel, for example.

Includes interactive graphics. If you place yourself on the round chart, you will see extended information for each data partition.



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

>> More information about Search and sort


By clicking on the name of a customer, a new browser tab opens with the Magic Desk (Home-page with all the information) of that customer


You can export this information in the Settings > Data Management option. In the exported .xls document, more information appears: Whatsapp number.



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 customer, 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.

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


>> More information about Search and sort


By clicking on the name of a customer, a new browser tab opens with the Magic Desk (Home-page with all the information) of that customer


You can export this information in the Settings > Data Management option. In the exported .xls document, more information appears: Whatsapp number.



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



You can see all animals or only the animals of your Hotel, Grooming, ...


To order, by name, gender, breed, ... click on the title of the table:




>> More information about search and sort


By clicking on an animal/customer name, the animal/customer file appears in a new browser tab.


You can export this data from the option Settings > Data management


In the exported .xls document, additionally appears: Fur, Size, Weight, Spayed, Vaccines, Veterinary book/passport and Notes.



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 dates, for example in the last 3 months, shows the occupation of the hotel, that is, the number of stays and animals stayed or housed.

It also shows the customer information, so it is a very useful report for audits, inspections, etc.


pet kennel software


If the check-out has not yet occurred, that is, the animal is still stayed in the hotel, the "check-out date" field appears empty and the "expected check-out" field is filled.

By clicking on the name of the customer or animal, open a new tab of your browser with the Magic desk (All the information of that customer/animal).



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.




programa guarderia perros


The titles of the table allow you to order if you click on them. For example, you can sort them by state, name or by the number of times used

note:When you select the dates, the system displays an Error message, if the date period is not correct. The difference between the dates can not exceed one year. If you select a correct period, you can generate the report.



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

That is, it allows you to know how much will be billed if those reservations and planned entries are finalized.  

In addition, if the previous year there is information, it shows the percentage of growth or evolution with respect to the previous year.


seprona hotel mascotas

Note: It shows the invoiced amount of the booking/check-in, that is, the total amount (NOT the money pending to be paid in case of advance payments).

The report shows you 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.


programa guarderia perros


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

If the number of reservations 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 services.

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.



This report has been deleted, because the information was duplicated, it is already shown in other reports. Allows to obtain the billing forecast based on:

  • Booking: It shows the same information as the Billing forecast report

  • Check-in: It shows the same information as the Unpaid invoices report

Therefore, looking at the Billing Forecast and Unpaid invoices reports, the same information is available





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.

For example, if you start using the software now and this year you have already generated 25 invoices, if you want the next one to be number 26 (to be correlated), write 26.

The maximum number is 6 digits (otherwise the number may be cut in some devices and/or formats and it will not be recorded correctly in the database).



As you know, in the option View > Sales all invoices appear. If you want to eliminate all invoices:

IMPORTANT: THE DATA CAN NOT BE RECOVERED IF YOU REMOVE THEM. ARE YOU SURE YOU WANT TO ELIMINATE THEM?.

If you want to edit / delete a sale or invoice individually:

How edit and delete invoices?

If you want to delete all the invoices:

  1. Option Settings > Data management

  2. Click on the red button "Delete all invoices"

  3. Confirm that you are sure to delete all invoices


From this option it is also possible to export the data of:


  • Customers:

    • Active (Yes/No)

    • Creation date

    • Deleted date

    • Name

    • ID Number

    • Phone

    • Mobile

    • Whatsapp

    • Email

    • Animals


  • Customer Address:

    • Name

    • Address

    • ZIP code

    • City

    • State

    • Country


  • Animals:

    • Name

    • Breed

    • Variety

    • Gender (Male/Female)

    • Customer

    • Color

    • Birth date

    • MicroChip

    • Fur

    • Size

    • Weight

    • Spayed

    • Vaccines

    • Veterinary book/passport

    • Notes


  • Billing:

    • App

    • Invoice date

    • Invoice number

    • State (Paid/Pending)

    • Customer

    • ID Number

    • Amount

    • TAX

    • Total amount


  • Expenses:

    • App

    • Invoice date

    • Invoice number

    • State (Paid/Pending)

    • Supplier

    • ID Number

    • Amount

    • TAX

    • Total amount


  • [ ONLY FOR BREEDERS APP ] Breeders:

    • Name

    • Pedigree name

    • Breed

    • Variety

    • Gender (Male/Female)

    • Color

    • Birth date

    • MicroChip

    • Fur

    • Size

    • Weight

    • Vaccines

    • Veterinary book/passport

    • Notes

    • If it has been sold (Yes/No)

    • If it is active (Yes/No)

    • The breeder name

    • The tattoo number

    • Info about the RRC

    • The Book of origins


  • [ ONLY FOR BREEDERS APP ] Litters:

    • Litter name

    • Birth Date

    • Female

    • Male

    • Puppies: Females

    • Puppies: Males

    • Death puppies: Females

    • Death puppies: Males

    • State (Open/Close)

    • The Birth Country

    • Cesarean

    • Birth duration

    • Complications

    • Supplied drugs

    • Notes


  • To export, just click on the Export button and an .xls file will be saved in the download folder that you have configured in your web browser



    If several users work in your business, we recommend you to block access to this option to the unauthorized person, since otherwise, they could eliminate all invoices from the system.

    You can do this using the Security and and access control app. In addition, with this app, you can add users so that each one can access with some independent data and in this way, you can control: 

    • The days / hours in which users can access to the software

    • The options they can use / view

    • A record with all the accesses they have made (time, IP address, operating system used)




    You will control the access of your employees for greater security of your business. Read more info.



    Information about the storage capacity of external files (when you include a scanned document or a photo of a customer, animal, ...) in the software.

    You can also view the number of emails sent and the number of emails still available to send.

      

    This amount is limited monthly to contribute to the responsible sending of emails and avoid mass mailing or SPAM, so on the 1st of each month, this "counter" will be back to 0.

      

    As you know, all commercial communications must have been previously requested or expressly consented by the recipient (the user), unless there is a prior commercial relationship or has been obtained from public sources freely accessible.
    Everything else, as well as the massive and systematic sending of emails, is considered SPAM and as such, is subject to sanctions.

    Before sending emails to your users and/or customers, make sure you have their acceptance and still try to send "responsible" emails.
    It is not the same to send an email with a reminder of an appointment that the user and/or customer has requested, with an invoice or with information relevant to a service, to send monthly newsletters or advertising mails.
    Although a user has given his consent to send advertising emails, remember not to send too many emails or not relevant information to them. Try to make a responsible or reasonable mailing.


    More info about Data Protection



    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, ....



    • View Overdue: It allows you to select if you want the software to show you the booking, appointments, services, check-in and check-out "Overdue".



    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

    The booking request system does not include payment options, because until the moment you confirm the booking, it is only a request from the customer; But if you want, you can include after the process, payment options or show more information to the customer.

    As we have mentioned before, you can configure the page you want to redirect the customer after he fill in the form.

    Some of the most common options are:

    • A payment page to pay a amount or deposit

    • Interesting information and considerations prior to the stay (vaccinations, ...) and what to bring (passport / veterinary documents, food, toys ...)

    • If the owner brings the animal to the hotel -> A map, contact details and the time of check-in /check-out.

    • If we collect it at home -> information about the collection service, time, etc.

    • A page with advertising about other services offered by our business

    • Access to any restricted area of our website, if we have it: customer area, access to the webcam if we have a monitoring service.

    • Simply, we can take back to the booking page or show it the home page,etc.



    It can happen that a customer does not receive an email that you send from the software. This may be because:

    1. The customer's email address is misspelled or incomplete

    2. The customer's email address does not exists

    3. The customer's email box is full

    4. Your email manager has marked the email as spam (or spam), promotions, etc.

          

      In this case, the email will not be in the inbox, but in the folder Spam / promotions / etc. (and even if the customer has configured in his mail manager that those folders are automatically emptied, he may not see the email either in those folders because it has already been deleted)


    HOW TO AVOID THIS?

    In the first 3 cases, you can not do anything to avoid it. If the client does not enter a correct address or his mailbox is full, inevitably, that email will not reach its recipient. (Whether you send it from the software, or if you send it directly from your email manager).

    note: when you add a client's email address in the software, check that it is complete and without errors


    In the 4th case, to prevent an email manager from marking as Spam / Promotions, etc. emails that arrive from an email address, there is a very simple solution: add that address to your contacts.

    For example, if you add the address of your friend Juan to your contacts, the email manager will interpret all the emails you receive from Juan, as desired messages and store them in your inbox.

    However, it is very possible that you identify as spam or spam, the emails you receive from unknown users, especially if you send them an automatic system (like our online reservation confirmation system).


    In order for your clients to always receive the emails that you send them from the software , they are recommended to add to their contact list, the email: gespet@gsp.gespetsoftware.com


    It is recommended that you also add our addresses to your contacts, so that you receive all our emails and notifications: gespetsoftware@gmail.com and gespet@gsp.gespetsoftware.com

    note: This recommendation is very useful, even for the emails you send directly from your email manager (not from the software) . If a user adds your email address to your contacts, the emails you send will appear in your inbox.

    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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