Complete Pet Hotel Software handbook

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 rooms

List of all bookings. In the upper area there is a search engine, which will help you quickly locate a booking.


More info about search and sort results

VIEW AND EDIT THE BOOKING

By clicking on a booking to see it you can see the detail and edit it.



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At the bottom, there are more options:

  1. Delete the booking (if you delete it, you can not recover it)

  2. Print the summary document, with all the booking information

  3. Save the changes

  4. Make check-in

  5. Cancel or exit without saving the changes

  6. 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)


>> More information about the consumption of emails (limits on sending emails)



MAKE CHECK-IN

You can make check-in in different ways::

  1. 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.


  2. 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.

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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

VIEW AND EDIT THE CHECK-IN

Click on a booking to view and edit it.

In the bottom, there are more actions:

  1. Delete the booking (if you delete it, you can not recover it)

  2. Print the summary document, with all the booking information

  3. Save the changes

  4. Make check-out

  5. Cancel or exit without saving the changes


MAKE CHECK-OUT

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.


REPORTS

When 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

WE RECOMMEND YOU READ:

How to edit and delete invoices and services



Here is a list with all the customers. You can sort them as you prefer:



More information on ordering and search engines:

Clic here



You 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:

quick access 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

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 add the customer's photo. In the right side menu there is more information of interest:

  • Documents: Stores and consults documents of a customer: contracts, documentation, etc.

  • 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



To delete a customer, you can do it from the GENERAL INFORMATION option. In the bottom part you will find a red button

If a customer has associated animals or some referenced data (booking, check-in, heck-out, invoices, etc ...) the software will show an alert message and will not allow you to delete the customer, because it has that associated information

If you want to delete a customer, the animals and all the information referenced from them (booking, invoices, stays, etc.) you can force the deletion, using the option Remove customer and referenced data that appears in the drop-down

Important info: By using these options the information will be completely removed from the system and can not be recovered.



Here is a list with all the suppliers. You can sort them as you prefer:



More information on ordering and search engines:

Clic here



You 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:

quick access 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

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.

  • 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

By 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:

quick access buttons

  • The first includes quick actions or "shortcuts", print the information, ...

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

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

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.

  • 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



You 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:

quick access 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

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.

  • 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.


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