Complete helpguide

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

  note: In countries where multiple taxes apply, you can set up a general tax name or a combined tax name and add both taxes together. For example, for Quebec, you can configure the tax with the name TPS-TVQ, TAX or similar and that the percentage is the sum of both taxes (The TPS and the TVQ)

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.

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.

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

You can deactivate employees who are no longer active. This way, they won't appear in the employee selectors when assigning a service, session, etc., but since they're not deleted, you'll retain the historical data with their information.

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

INFORMATION

At the top there are 2 buttons:

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

• 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 Software, 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.

Read more info Read 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" (mixed-breed, half-blood, mutt...), we have created the "comun" race but if you prefer to create another, you can do it from this option.

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.

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), then write 26.

This numbering does not reset at the end of the month or the year. It will always continue with the numbering of the last invoice.

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.

For the PetShop module:

Different numbering for Simplified Invoices: you can also set a different numbering for simplified invoices. Just click "Yes" and the configuration options for Simplified Invoices will appear.

A simplified invoice will be generated if no customer is assigned, that is, if the customer POS Terminal (No associated customer) has been selected.

You can set up a different numbering system for refund or corrective invoices

Special Data Export

From this option, you can perform a complete export of the data in .xls (Excel) format. If you decide to stop using the software and want to export the information stored in your account, you can do it yourself using this option.

To proceed, simply click the Export button. An .xls file will be saved in the download folder configured in your web browser.

For performance and security reasons, a full data export can only be performed once a day. After 24 hours from the last download, if necessary, you can request a new complete export.

Complete Data Deletion. Account Wipe

As you know, it is not possible to delete records partially (for example, deleting all invoices). However, most users use their accounts with fictional data for a while to test and familiarize themselves with the system.
After the testing period, when they start working with real data, they need to delete the fictional data to proceed with the configuration of the real data, client and animal registration, invoice generation, etc.
This option is specifically designed for that. It allows you to wipe your account completely (all data and configurations will be deleted, and your account will be restored to the default settings).

The deletion is final, meaning that the data will be completely erased and cannot be recovered.
To prevent accidental deletion, the system will inform you of the total and permanent deletion process, and will require several confirmations.
After these confirmations, the total data wipe will be executed, and you will receive an informational email at the primary email address (this is the access address of the administrator user).

If you have doubts, do not proceed. Contact us first, and we will be happy to help you with any questions you may have.
Remember that the process is irreversible, if the data is deleted, it cannot be recovered later.

This option will be available exclusively to the Administrator user, so if your business has multiple users configured, only you, as the Administrator, will see this option. The rest of the users, who access using their own login credentials (username and password), will not be able to execute it.

Keep in mind that if everyone uses the Administrator's login credentials, they will all have administrator permissions, and therefore, anyone could execute this action and completely delete the data. The data will not be recoverable afterward.

How Does the Security and Access Control Module Work?

If you have multiple users and need to limit their access, the security and access control module is available. Each user will have their own login credentials, and you will be able to control:

• The days and times users can access the software.

• The options they can use or view.

• A log of all access attempts (time, IP address, operating system used).

You will control your employees' access for greater business security. See more information:

If you want to add it to your account, it's very simple:

You can request it from us, and we will add it to your current subscription.

Or if you prefer to do it yourself, you just need to:

• Log in to your account (using your username and password).

• On the first screen that appears, click to purchase the security and access control module for users.

• Fill in the payment details, and it will be activated immediately on your account.

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

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.

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:

You can configure the payment methods accepted in your business. This way, when a sale is made, you can select the payment method. By default, you will find:

• Card Payment

• Cash (money)

• Mixed Payment: to choose at least 2 payment methods, for example, the customer pays part using a card and the rest using cash (money).

Also you can configure as many as you want: check, discount coupon, Paypal, ...

• 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".

How does it work?

The system is free and available for Pet Hotel, Pet Daycare, Training, Veterinary, and Pet Grooming software.

You can use it in different ways:

• Link or URL: Share it with your customers, as if you were sharing your website or phone number with them.

• QR Code: You can share it with your customers, as if you were sharing your website or phone number with them. You can send it by email, print it, and place it in your business, ... your customers will love it.

• You can include it in your social media, for example, on your Instagram profile.

• You can also include it on your website or blog.

You can choose the languages you want and the format that best suits your needs.

1. Just copy the code you want and share it with your customers or include it on your website/blog/social media.

2. Your customers can request appointments, and you decide whether to accept or reject them.

3. You receive an email with all the information

4. The request is automatically recorded in the software

5. Easily, from that same screen, you can:

Check the occupancy

See if the customer has unpaid bills

Call the customer by phone

Contact the customer by WhatsApp

Send the confirmation email

Or send the rejection email

The system uses responsive design, meaning the form adjusts to the size of the device (computer, mobile, or cell phone, ...) so that it always displays correctly.

How to Set Up and Use Online Bookings on Instagram, WordPress, and More:

If you’d like, Gespet will send reminders to your customers automatically, so you don’t have to do it yourself.
Some tasks are repetitive and eat up a lot of your time. To help you out, you can schedule them, and Gespet will take care of them for you.

For instance, if you want a reminder for upcoming appointments to be sent 3 days before and 1 day before your customers’ appointments, all you need to do is schedule it, and when the time comes, Gespet will send it.

With this option, you can easily configure the look and feel, as well as the content of those automatic reminders.

If you have the Communication and Marketing module, in addition to the automatic reminders that you schedule and that get sent automatically when the time arrives, you can also send them reminders whenever you want. You can set them up under Marketing > Settings > Reminders

GES-PET TIPS AND TRICKS

Sending reminders to your customers is a must-do strategy to ensure they don’t forget their appointments, which in turn optimizes your schedule and boosts your business efficiency.

Imagine the peace of mind your customers will feel when they receive a friendly and professional message reminding them of their next appointment, all with a design that reflects your brand’s identity.

Using templates for these reminders not only ensures consistency in your communication but also strengthens your company’s image as organized and thoughtful.
Each reminder becomes an opportunity to connect, showing that you value their time and are committed to providing the best experience.

Moreover, by automating this process, you save time and reduce the risk of errors, allowing you to focus on what truly matters: building long-lasting relationships with your customers and delivering exceptional service.

Don’t let your customers forget their appointments; make them feel valued and well taken care of with personalized and effective reminders!

Without the Marketing, Communication, and CRM Module

If you'd like any default text, additional information, etc., to appear, you can include it in the Template section (1). Once you hit Save, this change will be applied, and you’ll see it in the PREVIEW section.

There are different tabs to view the settings for the various reminders: Grooming, Training,...

Note: The character limit is 500. If you write more than 500 characters, when you click the Save button, the Template field will turn red to alert you.

Under the Settings > Business Data option, you can configure:

• The logo (2)

• The business name (3)

• And the information that will appear at the bottom of the email. (4)

If you make a change and click the button Save , when you return to this screen, you’ll see the preview updated with the changes you just made.

Important: Any changes you make to the logo, business name, email footer, and template will apply to the next reminders you schedule, meaning it won’t affect those that are already scheduled.

With the Marketing, Communication, and CRM Module

Additional options are unlocked to improve and simplify communication. You can set up templates for your automatic reminders.

For example, imagine you want to include appointment/reservation details, an informational message about your cancellation policy, your business address with a link to Google Maps, your contact phone number, ...

You can set this up under the Settings > Automatic Reminders option and save yourself a ton of time, as you won’t have to write this out each time you send a reminder to a customer.

Multi-language Templates

Some of your customers might speak different languages, and businesses often have customers from all corners of the world, so communication needs to be set up in multiple languages.

We've got it all covered, which is why our templates are multi-language. You can configure a different one for each language you wish.

No need to remember each customer’s preferred language—just select it in their profile. That way, you can send them the template in their language without a hitch.

Setting Up Templates

In the option Settings > Automatic Reminders, select the type you want to edit, and a list of templates will appear. There's a search function and a language selector.

You can filter by language to see, for example, only the templates in Spanish.

There are different templates for each area of your business. Just choose the one you want to edit.

The Editor

You can set up the text however you like, and for emails, you can also configure the subject.

We've included an editor that will help you make your messages look more attractive. You can even add emojis or icons using the Insert > Emojis option, and add links (for example, to your website, social media, etc.) using the Insert > Link option.

On the right, you'll see a preview, and it will update as you make changes, so you can keep track of how it's turning out.

Auto-fill Data

If you'd like, you can replace the customer's name, their pets, the date/time, etc. Just set it up where you want it to appear, and when the message is sent, it will be replaced with the customer’s details automatically.

For example, if you want to include the pet names or appointment time in a message, you don’t have to type them manually each time.

It's a breeze! If you use the placeholder text RESERVATION > PETS > NAME, when you send the message, the software will replace it with the pet names for that appointment.

Just position it where you want this text to appear.

Click on the TEMPLATE TEXT icon.

Select the template you want to include, such as Reservation or Appointment > Pets > Name, and click Save

Suggestions

We’ve included Gespet AI, your very own AI assistant, to save you tons of time.

Setting up eye-catching emails is great for improving understanding, building trust, and fostering customer loyalty, but it can be tricky. That’s why we want to lend you a helping hand.

Select the style you prefer or one that suits your business, and GespetAI will write it for you.

You can use it as is, or tweak it to your liking. Remove a section or add more content—whatever you like.

When you're done, just click Save

Test Email

On the right, you can preview what the email or WhatsApp message will look like. But if you want to send a test email/WhatsApp to do a specific check, just click on the button Send Test Email

PRIVACY/DATA PROTECTION

If you want the software to warn you when you're about to schedule an automatic reminder for a customer who hasn't agreed to receive notifications from you, just check the Privacy box.

The acceptance of terms and the information related to the customer’s Data Protection/Privacy is available in their profile, under the Privacy option: View > Customers > Select the customer > Right Menu > Privacy).

HOTEL SERVICES

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

ROOM CONFIGURATION

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

How to set up rooms for multiple animals?

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. 

Read more

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

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: 

Read more

More info about the over-booking

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:

Read more

Tip. Rooms listed alphabetically

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

CHECK-OUT TIME

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

TAGS:

Taxes pet hotel | taxes pet kennel | employees pet business | employees animal business | dog hotel send invoice | pet hotel send invoice | animal invoice template | online booking pet hotel | online booking dog hotel | online booking dog boarding | Prices pet hotel | prices kennel | prices dog boarding

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Configure your services efficiently
Billing by nights or by days
Coupons, offers,high season..
Rooms for multiple animals
Import and export data
Online booking system

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