Complete Pet Hotel Software handbook

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. 

unpaid invoices dog hotel

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: Configure by days or by nights

  • 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.

  • 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, ...

software kennel contracts and documents


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.

>> + info about the consumption of 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. 

unpaid invoices pet breeding

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

          
  • 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, ...

software pet kennel contracts and documents



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.

>> + info about the consumption of 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.

>> + info about the consumption of 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.

hotel for dogs software customers and animals


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



More information on ordering and search engines:

Clic here



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

new customer animal software


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

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

rentabilidad cria canina

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

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

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

  • Or continue adding new customers if you prefer

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


Visit the option View > Customers



NOTE: CODE field allows you to classify your clients

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

  • VIP01 for VIP customers or usual customers

  • 001 generic code

  • F01 Friends customers

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



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


how to order animals on your business



More information on ordering and search engines:

Clic here



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

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


More info about search and sort results

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


hotel for dogs software customers and animals


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

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

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

rentabilidad cria canina

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

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

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

  • Or continue adding new suppliers if you prefer

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




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

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



More information on ordering and search engines:

Clic here

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

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

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

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

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

hotel for dogs software customers and animals


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

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

  • Or continue adding new animals if you prefer

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


    Visit the option View > Animals



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



    How to add new breeds?:

    Clic here



    Terminology used in the software

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

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

    • Size: mini, small, medium, ...

    • Spayed: If the animal is Spayed or Sterilized

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

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

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

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

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





    Here you can add your veterinary contacts.

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

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



    More information on ordering and search engines:

    Clic here

    hotel for dogs software customers and animals


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

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

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

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

    rentabilidad cria canina

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

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

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

    • Or continue adding new customers if you prefer

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



    Visit the option View > Veterinary



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

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

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

    pet supplier unpaid invoices

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

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

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

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


    Visit the option View > Expenses




    TAGS:

    dog hotel reservation | canine hotel booking | kennel reservations | dog kindergarten reservations | animal travel software | how to organize animals data | animal supplier software | animal software | veterinary software | hotel expenses program | manage animal expenses



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