Complete Pet Hotel Software handbook

Complete Pet Hotel Software handbook

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%.

It's very important that you first configure the general tax and then configure your services or rates, since they will all have the same tax that you have configured in this option.

For example:

• If in this option you have the general tax configured as 0 %

• Later, you configure a new hairdressing service, hotel, ... that service will also have the tax at 0 %

• If in the future, you modify the general tax and change it for example by 7%, this will not be changed in the services or rates that you already had configured

• The new services you add have a 7% tax

If you have mistakenly configured your services or rates, contact us so that we can help you modify it.

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:

At the top there are 2 buttons:

• The first includes quick actions or "shortcuts": add a new animal for that client, make an appointment, print the information, ...

• The second allows to show / hide the right side menu to expand the workspace

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 ...)

You can write down more phones and more emails for a customer. By clicking on the "more information" icon, new fields appear to record these data.

When you write the address and click on the Save button, the GoogleMaps map that shows the address will appear. You can zoom using the map buttons.

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 info

More info

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.

You can choose if you want the invoice number:

• Do not have prefix. For example, the invoice number will be 000042

• Have the prefix that you want: For example the prefix INV . In this case, the invoice number will be INV.000042

  * The maximum prefix size is 10 characters

• Have the prefix Year.Month: In April (month 4) of 2021, the prefix will be 2021.04.000042

As you can see, on the right side of the screen, there is a previewer, which allows you to see how the next invoice number will look, depending on the configuration you choose.

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

If you delete the invoices, you will not see the billing information in other parts of the software: View > Sales In the magic desk of customer and animal > Billing and last visit In the magic desk of customer and animal > Sales In the Billing report In the Financial balance report In the unpaid invoices report In the most profitable products and services report In the most profitable customers and animals report In the most product and services sales report In the billing forecast report If you want to edit / delete a sale or invoice individually: How edit/delete invoices? How edit and delete invoices? IMPORTANT: THE DATA CAN NOT BE RECOVERED IF YOU REMOVE THEM. ARE YOU SURE YOU WANT TO ELIMINATE THEM?.

EXPORT DATA

From this option you can to export the data of:

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

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 and GPRD:

Clic here

Clic here

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 information about privacy and RDPR:

Clic here

Clic here

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.

The format complies with the International Standard ISO 8601:

• 24 hour format for hours

• YYYY-MM-DD format for dates

It's not possible to change this date/time format

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