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

Check that you have correctly configured the time on your device (computer, mobile phone, tablet) because the software will use that time for appointments, agenda, etc.

• 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.

1. Business name, ID, Address, ZIP code, City, State, and contact data (phones, emails,..): You can configure the name of your company, the identification number, and the location and contact information. These are the data that will appear on the invoices.

   More information: You can add additional information.

2. Logos:

   You can include two different logos:

   • The principal logo shown in the software

   • The printed 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.

   • The supported image formats are: jpeg, jpg, gif and png

   • The maximum size allowed for images is: 1000 x 1000 pixels (width x height)

   • The maximum weight of the images is 1 MB

   If the software does not allow you to upload an image, you can use any image converter.

   
   

3. Text on invoices without taxes:If in your country/activity there are situations in which the invoices are tax-exempt (such as in the case where it is applicable to issue the invoice without VAT for Intra-Community) you can include an additional text that will only appear on tax-exempt invoices.

4. Printed documents footer:You can include a text at the bottom of the page for all summary documents and invoices. It is useful to include legal information, some clarification about your business policy, etc. It will appear on the invoices, in the appointment/booking, check-in/check-out, services/etc. summary documents

5. Pie emails: Using the software you can send emails to confirm/cancel an appointment/booking, an online appointment/booking, send a ticket/invoice, etc. With this information, you can configure a text that will appear in those emails. For example, you can include your business data or interest information.

note: if you have exceeded the maximum size of characters allowed, the software will warn you, highlighting that field in red and will not allow you to save it.

LOGOS ON TICKETS: Most ticket printers allow you to configure your logo to appear when you print a Ticket. In each model of printer i'is done in a different way. To configure it, consult your printer help guide.

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.

Working information

In the Working information section, you can write down the information related to the employees's academic training, payment/salary conditions, information to make the payment, ...

If in your grooming or training business, you pay a percentage of the services doing to an employee, for example 30%, you can write down that percentage here and in this way, you will not have to remember it.

To see the services that an employee of your pet training pet grooming business has doing, you only have to access the Services and billing by employee report and by selecting that date range you will see the number of services and the amount of those services. In this way, it will be very easy for you to calculate the amount that corresponds to you for these services.

Additionally, you will be able to know the average time it took to perform them and when was the last service doing by that employee.

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.

You can configure the next invoice number to be issued, and the software assigns that number to the following ones, this way the invoices are correctly numbered.

or 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), then write 26.

To configure a different numbering for the Refund invoices, click on "Yes" and the configuration options will appear.

You can configure if you want to add a prefix before the numbers for Invoices and Refund Invoices, so 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 and nex refund invoice numer will look, depending on the configuration you choose.

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

You can modify the passwords to access the software. You just have to type the current password and the new one. Additionally, for security reasons:

• You will have to type the new password twice. In this way, we avoid typing errors.

• The software will show if that password has a low, medium or high security level. To make it easier, you can see it by red, orange or green colors.

• New password: Type the new password you want to use

• Old password: If you have used the "Remember password" option, write the password you received by email

New password requirements:

• Must be at least 10 characters

• Must contain at least one UPPERCASE and one LOWERCASE character

• Must include at least one number

• Must include at least one symbol

For your security and the security of your data, it is very important that you have good habits with the passwords of the different accounts/services that you use:

• Change passwords frequently

• Never use the same password on multiple sites or services

• Do not share passwords with others or write them down, especially near the device

• Change default passwords for devices and online services.

We have collected different security tips and created a mini help guide with useful security tips. We recommend that you read it.

Security recommendations

Security recommendations

From time to time, the password will expire. That is, you will have to change it to a new password.
If the software displays the message that the password has expired, you just have to change it to a new password and you will be able to continue working normally.
We know that this can be annoying, but our goal is to keep you and your data safe

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.

You will receive a notice when you are reaching the credit limit available to send more emails. You can buy extra credit that will allow you to send more emails. To do so, access the software by clicking on the icon to buy bad email credit.

Email consumption: Every time you send an email from the software (confirmation or cancellation of online reservations, booking confirmation, invoice/ticket, automatic recall, etc.), 1 unit will be added to the emails consumed.

If you also want to send an email to your email address (checking the option "send a copy"), an email will also be sent to this address and another unit will be added to the emails consumed.

  

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.

When you send an email from the software, the software will check in the GDPR section of your record, if the customer has accepted the reception of communications or notices and if not expressly accepted, it will show you a warning.

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.

By clicking on the next button, you can read more information about:

• How to use online bookings on my website?

• How to use online bookings on Facebook, WordPress, Instagram, etc.?

• How to configure online bookings?

Clic here

Clic here

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

You can see the appearance of the automatic reminders that will be sent from the software to remind the customer of an upcoming appointment/booking at your grooming/pet trainning school/pet hotel/pet nursery.

If you want some default text to appear, additional information, etc. You can include it in the Template section (1). When you click on Save, this change will be applied and you will see it in the PREVIEW section.

note: The character limit is 500. If you type more than 500 characters, when you click Save, the Template field will be marked in red to alert you.

In the option Configuration > Company details, you can configure:

• The logo (2)

• The business name (3)

• And the emails footer information. (4)

If you make a change and click on Save, when you return to this screen, you will see that the Preview has changed and now it shows the changes you just made.

Important: The changes you make to the logo, company name, email footer and template will be applied to the next reminders you schedule, that is, they will NOT affect the ones you already had scheduled.

If the appointment has reminders scheduled and you change the date or time, the reminders are not deleted; A notice appears at the top of the screen: "The appointment has pending reminders to send." So you can keep the reminders or delete them and create new reminders.

For example: The appointment was scheduled for day 23 at 10:00 and you scheduled an automatic reminder. Now you change the appointment for day 23 at 12:00 (2 hours later) The automatic reminder will not be modified because it was already programmed. In the email that the customer will receive, it will continue showing that the appointment is for day 23 at 10:00. If you want, you can delete that reminder and schedule a new one.

Privacy/GDPR/QUOTA DETAILS

If you want to see a warning when you are going to put an automatic reminder for a customer, if that customer has not agreed to receive notifications or communications from you (RGPD), you just have to check the box "show warning if the customer does not agree to receive notifications".

To view or modify this, you just have to click on "View details" or access its file, in the Privacy option (View > Customers > Select the customer > Their file opens> Right menu > Privacy).

As you know, every time you send an email from the software (confirmation or cancellation of online reservations, reservation confirmation, invoice/ticket, automatic recall, etc.), 1 unit will be added to the emails consumed.

If you also want to send an email to your email address (checking the option "send a copy"), an email will also be sent to this address and another unit will be added to the emails consumed.

For more information, consult the Configuration > Quota details section.

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.

IMPORTANT: Before setting all your rates or prices, make sure that you have configured the tax correctly in the Settings > Language/currency/tax option, because they will all have the same tax that you have configured in this option.

For example:

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

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

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

• In the new services or rates that you add, if the 7% tax will appear

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  

The PRICES:

• 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.

• The % TAX is the same as you have configured in the Configuration > Language/Currency

    

How to modify and delete a service?

The 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.

To modify a service:

• Click on that service

• Change the name, price, ...

• Click on the Save button

If the % of taxes has changed? What I can do?How can I modify it in the software ?:

For example, the new % TAX is the 8%, to change it:

• Access to the Settings > Language/Currency/Taxes option

• Write the new VAT, for example 8%

• Access to the Settings > Hotel services option

  In the services that you had configured before and that you have already billed, you cannot change the %VAT.

  You can change the name, or de price but cannot change the %VAT, because this would affect the invoices and the reports.

• If you are no longer going to use them, you can mark them as Inactive.

  If it's marked as "inactive", will not be available when making a new booking or check-in, for example, but since it hasn't been removed, you'll keep all your previous sales history and reports.

• Add the services, now the %TAX for this services is 8%.

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