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
+ info special configuration for roomsList of all bookings. In the upper area there is a search engine, which will help you quickly locate a booking.
By clicking on a booking to see it you can see the detail and edit it.
At the bottom, there are more options:
Delete the booking (if you delete it, you can not recover it)
Print the summary document, with all the booking information
Save the changes
Make check-in
Cancel or exit without saving the changes
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)
If the booking 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 booking has pending reminders to send." So you can keep the reminders or delete them and create new reminders.
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For example:
If you want, you can delete that reminder and schedule a new one. |
You can make check-in in different ways::
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.
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.
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
Click on a booking to view and edit it.
In the bottom, there are more actions:
Delete the booking (if you delete it, you can not recover it)
Print the summary document, with all the booking information
Save the changes
Make check-out
Cancel or exit without saving the changes
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.
REPORTSWhen 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
You will see those that have already been billed and those that are still pending payment and billing. By clicking on a check-out, you can see the summary of that hotel stay and print it and if it has been invoiced, you can access the corresponding invoice.
If it has not yet been invoiced, by clicking the Pay & invoice button, the screen will appear where you can make the payment and the invoice will be automatically generated.
An check-out that has not been pay/invoiced yet can be deleted. Just by clicking on the delete button. If it has already been pay/invoiced, it cannot be deleted, because it's associated with the invoice.
Here is a list with all the invoices. You can sort them as you prefer:
More information on ordering and search engines:
Clic here Clic hereYou can filter by types. If you have several softwares, an icon will appear for each one of them and you can select if you want to see all the invoices or only those of an App.
Number of records: a small box appears where the number of invoices or sales of the selected type appears. For example: 121 Hotel invoices
Sales or invoices can have 2 statuses:
Paid: If it's fully paid
Pending: If it's totally or partially unpaid
REPORTSYou can see a detailed report with all the invoices:
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By clicking on a sale in the list, the detail appears and you can do more actions.
IF YOU HAVE MADE A MISTAKE, AND YOU NEED TO "CORRECT" THAT INVOICE
The invoices cannot be deleted or modified, because the legislation does not allow this procedure.
If you have made a mistake when making an invoice (for example the customer you have selected is not the correct one, it's not possible to simply delete that invoice and create a new one or modify it to change the customer. It's necessary to make an Invoce refund. This is a type of invoice that we will use to rectify an ordinary invoice in which we have made a mistake.
When making an Invoce refund, the previous invoice, the payment and the stay/service/sale are cancelled.
Invoce refund and Invoices cannot be deleted. When the invoice is canceled by generating a Invoce refund, it's not possible to delete or "undo" that Invoce refund.
This process is irreversible, for this reason, when you click on the Refund button, the cancellation is not done directly, A pop-up appears for you to confirm that you want to make the Invoce refund. In other words, we have included a double confirmation, so that the Invoce refund is not made by mistake.
As we said before, making an Invoce refund cancels the previous invoice, the payment and the stay/service/sale. To register that stay/service/sale again, it's necessary to enter the stay/service/sale data again and finish it. Once it's finished, you can make the payment/invoice.
When you re-enter the stay/service/sale, it will not be duplicated, because the previous one has been canceled when making the Invoce refund.
Let's see it in an example:
You have selected Juan Gomez, but it is an error, because the correct client is Juan Lopez and you have already make the invoice. How can you solve it?When making the invoice if you see that you have made a mistake, or in the View > Sales option > select the invoice you want and click on it.
Click on the Refund button to making a Invoce refund.
You can write the reason why you make the Invoce refund, for example an error in the customer's data.
This Invoice refund includes reference to the invoice that is being "corrected" (the number and date of the invoice)
You can configure the invoice numbering and the numbering of the refund invoice in the Configuration option.
You can print it or send it by email if you want
Now you can do again de check-in, services or sale selecting the correct data and at the end of the check-out, service or sale, you can make the payment/invoice with the correct data.
You can view all the automatic reminders and you can filter by status or see them all:
Sent: They have been sent.
Scheduled:They are scheduled to be shipped on the selected date and time.
It's not possible to edit a reminder, but you can cancel it and create a new one.
If you want to cancel a reminder scheduled so that it's not sent, click on that reminder and click CANCEL.
Canceled: You have canceled the shipment and they will not be sent.
Error: They could not be sent because an error has occurred.
At the time of sending the reminder to the customer, the software checks the credit of available emails. If there is no credit available, the reminder will not be sent and in the status you will see Error and the reason "You do not have credit to send more emails".
More information about email consumption (limits on sending emails):
Clic here Clic hereIf you want to see which appointment this reminder corresponds to , just click on the link Grooming/Hotel/Nursery/Training Appointment/booking and the appointment will open in a tab new.
More information about automatic reminders:
Clic here Clic hereHere is a list with all the customers. You can sort them as you prefer:
More information on ordering and search engines:
Clic here Clic hereYou 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
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, ...
Graphs and statistics
Th
The first thing that appears is the interactive graphics, which show a summary of the most important information (billing, profitability, ...). This information changes depending on the app you are in.
These intelligent statistics help you to have a clear vision of the activity, profitability and fidelity of that animal "at a single glance".
PET HOTEL APP
Number of days the animal has stayed in your hotel
Number of stays or accommodations in your hotel
Average days per stay
Total billing of those stays
Average billing per stay
PET GROOMING APP
Number of grooming services for that animal
Total invoicing of that animal in grooming services
Average price of the grooming services
PET TRAINING APP
Number of training/education services for that animal
Total invoicing of that animal in training/education services
Average price of the training/education services
PET NURSERY APP
Number of hours the animal has stayed in your hotel
Number of stays or accommodations in your hotel
Average hours per stay
Total billing of those stays
Average billing per stay
Unpaid invoices
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 ...)
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.
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 upload a photo form your devive or select an icon or avatar from the database with more than 100 avatars available to choose from.
In the right side menu there is more information of interest:
Documents: Stores and consults documents of a customer: contracts, documentation, etc.The supported files are:
.xls, .xlsx, .doc, .docx, .odt, .ods, .pdf, .rtf, .txt, GoogleDrive Document and GoogleDrive spreadsheet
Max size 2MB
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:
Clic here Clic hereDELETE CUSTOMERS:
If you have been testing the software and entering dummy data and now that you have finished the testing phase, you want to delete all the data to start working with the software with real data, we can do it.
We may delete all data from the software permanently. Contact us and we will help you.
Delete a customer:
If the customer has data referenced in other parts of the software: associated animals, sales or invoices, booking/appointments, check-in/check-out/services, etc. you can't delete it directly. In the case of delete it, errors would occur in the rest of the software and those invoices, animals, bookings/appointments... would not be associated with any customer.
For this reason, if you want to delete it, you must first delete the data it has referenced before you can delete it.
Our recommendation is: instead of delete it, you mark it as Inactive. In this way, you can continue to consult the records of that customer and all his related information.
Remember that you can sort customers by their name, code, status (active/inactive)... by clicking on the title of the table.
When a customer is inactive, he will no longer appear when you search for it to make a new booking/appointment, service/check-in, ...
To mark a customer as "Inactive": In the View > customers option, select the customer > in the right side menu Privacy > Inactive = yes. You can add the date and more details about the reason.
Some data may not be deleted due to restrictions in your country. As for example the case of invoices that in some countries the law forbids to delete them.
Here is a list with all the suppliers. You can sort them as you prefer:
More information on ordering and search engines:
Clic here Clic hereYou 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:
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, ...
Smart statistics will help you to have a clear vision of the activity and profitability of that supplier "at a glance".
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 ...)
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.
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.The supported files are:
.xls, .xlsx, .doc, .docx, .odt, .ods, .pdf, .rtf, .txt, GoogleDrive Document and GoogleDrive spreadsheet
Max size 2MB
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 animals
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
Number of records: a small box appears where the number of animals of the selected type appears. For example: 832 Hotel animals.
More information on ordering and search engines:
Clic here Clic hereBy clicking on a animal, all the information about it appears. It shows the Magic Desk or (summary screen).
At the top there are 2 buttons:
The first includes quick actions or "shortcuts", print the information, ...
Graphs and statistics
The first thing that appears is the interactive graphics, which show a summary of the most important information (billing, profitability, ...). This information changes depending on the app you are in.
These intelligent statistics help you to have a clear vision of the activity, profitability and fidelity of that animal "at a single glance".
PET HOTEL APP
Number of days the animal has stayed in your hotel
Number of stays or accommodations in your hotel
Average days per stay
Total billing of those stays
Average billing per stay
PET GROOMING APP
Number of grooming services for that animal
Total invoicing of that animal in grooming services
Average price of the grooming services
PET TRAINING APP
Number of training/education services for that animal
Total invoicing of that animal in training/education services
Average price of the training/education services
PET NURSERY APP
Number of hours the animal has stayed in your hotel
Number of stays or accommodations in your hotel
Average hours per stay
Total billing of those stays
Average billing per stay
Unpaid bills
If the animal has an invoice pending payment, an alert box with the information appears. So before making a booking/service, you will be able to know if the customer has pending payments.
Now everything is faster! On the tab, all the information appears and you can quickly view and edit it.
note: Remember, if you make any changes, you must press the Save button, so that this new information is saved.
Animal data
You can upload a photo form your devive or select an icon or avatar from the database with more than 100 avatars available to choose from.
If you have inactive animals, you can disable them. In this way, they will no longer appear when you go to make a new reservation/service/ ... but their data will not be deleted, they will continue in your database.
To deactivate or "unsubscribe", you just have to select the Inactive = Yes option.
Customer data
You can quickly consult and edit all the client's information and also, using the quick access buttons: you can call him or open WhatsApp to speak with him; click on the corresponding icon (envelope, phone, Whatsapp ...)
Featured information
There are some fields where you can add important information, depending on the app you are in:
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..
Right side menu
In the side menu, there are more options available depending on the app you are in:
Documents: Stores and consults documents of a animal: contracts, documentation, etc. The supported files are:
.xls, .xlsx, .doc, .docx, .odt, .ods, .pdf, .rtf, .txt, GoogleDrive Document and GoogleDrive spreadsheet
Max size 2MB
Alerts: Insert important alerts for a animal: and the software will remind you.
Pet Training/education
Training/education services:You can see the training/education services sold for that animal
Sessions and evolution: You can see and add training/education sessions for that animal and assess or rate the evolution
Print diploma: If you want to give a diploma to your customers and animals to motivate them and reward their effort, you can do it comfortably from this option.
Pet Grooming
Grooming appointments: you can see all the appointments planned for that animal
Grooming services: list with all the grooming services that have been performed on that animal
Pet Kennel / Pet Hotel
Booking: you can see all the booking planned for that animal
Hotel Stays: listing with all the accommodations of that animal in your hotel
Pet Nursery / Pet Day-care
Booking: you can see all the booking planned for that animal
Nursery Stays: llisting with all the accommodations of that animal in your pet nursery
Here is a list with all the veterinary. You can sort them as you prefer:
More information on ordering and search engines:
Clic here Clic hereYou 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
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, ...
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 ...)
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.
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. The supported files are:
.xls, .xlsx, .doc, .docx, .odt, .ods, .pdf, .rtf, .txt, GoogleDrive Document and GoogleDrive spreadsheet
Max size 2MB
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.
When you click on an expense, the detail appears.
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.
TAGS:
online dog reservations facebook | dog hotel sales | kennel bills | planning kennel | planning animals | canine hotel planning | animal hotel software | animal planning | animal data protection | GRPD for animal business | canine hotel privacy terms | kennel privacy terms | data protection for dogs
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