Complete Pet Nursery Software handbook

STEP 1: The customer and the animals

If the customer is new:

Click on the button + New customer




  • Write basic and contact information

    The software automatically checks if that email address or ID already exists and shows a warning to avoid duplicate contacts.

  • If you want to include more information (address, state, etc.), click on More information

  • To write the information about Privacy/GPRD, click on Privacy

  • Add the basic information of the animals
    (Later, in the animal file you can add more information)

  • Click on Save and continue to continue with the new booking


If the customer already exists:

  • Write the name and select from the drop-down

  • If he already has animals, they will appear on the right. If not, you can add his animals:



In both cases, if the customer has several animals configured, you can select which ones you want to booking.


Next to the customer and the animals, there are some small buttons,to quickly annotate and consult important information.



(If there's information, the button is highlighted in red)



STEP 2:The software checks if that customer has an unpaid invoice, and shows a warning. So, before making a reservation, you will know if the customer has pending payments. 

unpaid invoices dog hotel

STEP 3: The reservation

  • Select date and times of check-in and check-out.

  • Click on select room and the system will show only the free rooms on those dates

          

    (As you know, you can configure your rooms, assign them the number or name you want and an identifying color)        

  •       
  • If you offer this service: check if the service includes pick up and/or delivery at home

          
  • You can add notes or comments

  • You can assign a color flag to the booking if you wish to identify it more quickly



Color Flag:

You can assign a color to quickly identify a booking/check-in/service/... or a customer/animal/...
You choose the colors and how to use the color flags.

For example:

  • In my business there are special customers and I apply then different rates/prices. I use colors to identify them: friends, VIPs, partners, regular customers, ...

  • In my business, bookings must be paid in advance and I use a color to identify paid and pending bookings.

  • I use a color to identify problematic customers , who always cancel appointments or unpaid bills.

  • Some animals have a behavior or requirement and I want to identify them with a special color. For example to females in heat, to aggressive animals, to puppies, to animals that they need medication/surveillance.

  • In my hotel, I have few spare rooms and I am going to move animals to other rooms. I identify those check-in with another color.

  • In my pet grooming , we offer special services that require specific material and I identify them with a special color: for example the relaxation treatments are carried out in the "Spa" room. Or to determine the duration, difficulty or any other parameter I use special colors.

  • Or any other parameter that you consider interesting. It's up to you.




STEP 4: Prices or nursery services

          
  • One line appears for each animal with the basic service by default, but you can change it and select another

  • The number of days/nights is calculated automatically based on the date and times of check-in and check-out

You can configure the billing by days or by nights of stay and the check-out time limit (the stay is increased by 1 day/night).

+ info: Configure by days or by nights

  • By clicking the Add button, you can include more services

  • Includes discounts of money in the different services. Just type the amount and select if it's a % or a quantity of money. For example 10 % or $10 discount.


  • The discount is applied and at the end of each line, you will see the base price (without taxes) with the discount already applied.

  • You can add more services: transportation, extra pay for special food, VIP room, extra for TV, cameras, etc.

  • Configure your services efficiently?


STEP 5: Money advances

If the client pays money, add it in the Advances section and you will see that in the lower part the total money appears, the advances paid and the pending payment.



STEP 6: Print documents and contracts

All the documents that you have configured appear so you can print them and deliver them to the customer.
For example, booking conditions, legal terms, requirements, stay contract, ...

software kennel contracts and documents


To add new Booking documents, go to the Tools > Documents option and select the type "Booking"


STEP 7: The automatic scheduled reminders

You can add automatic reminders so that on the selected day, the customers receives an email reminder of their bookings. These reminders are sent automatically, you don't have to send them yourself.

send auto reminder customer pet school


You can choose the day you want the notice to be sent, writing a custom date or using the date calculator. If you select 15 days before, the software calculates 15 before the date of the appointment and writes it in the date field. The same if you select 7, 3, 5 ... days before.

(If you select, for example, to send the automatic reminder 7 days before, but there are 5 days until the appointment, logically it can only be scheduled to be sent 4 days before the appointment.)

You can also select the time you want it to be sent from the Time dropdown. If the customer has several email addresses, you can choose which one you want to send it to.

If you select the option "Send me a copy", you will receive a copy in your email.

When you Save, these reminders will be scheduled to be sent on the selected date and time. They will appear here and in the option View> Automatic reminders.

Reminders cannot be modified, but you can cancel the reminder and create a new one.

If you change the date/time of the service, the reminders will not be deleted automatically . You can keep the reminders that you had scheduled or cancel them and create new reminders, as you prefer.

For example:

  • The appointment was scheduled for day 23 at 10:00 and you scheduled an automatic reminder.

  • Now you change the booking 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 booking is for day 23 at 10:00.

If you want, you can delete that reminder and schedule a new one.




STEP 8: Summary

At the bottom you will see the price always updated.
It appears detailed:

  • The Base price (without taxes)

  • The money corresponding to the tax that you have set up

  • The final price: base + taxes

  • The money paid (advances)

  • The pending paiment money


By clicking on Save, the booking is recorded in the software and new buttons appear to:

  • Send the booking confirmation by email to the customer

  • Print the booking summary document

  • Delete the reservation

  • Make check-in


By clicking on Send the confirmation by email a pop-up is opened so you can see the email that will be sent to the customer. The email, includes the dates and animals. You can also include additional information in the field "Comments".


If the customer does not have an email address, a warning message appears. Set up the email address first, and then you can send emails.

Also apperas a warning if the customer does not have the acceptanceof sending electronic notifications required by the GPRD.


  

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.

>> + info about the consumption of emails



To make a new check-in, you have two options:

FROM A PREVIOUS BOOKING:

  • In the option View > Booking > Select the booking and click ok make check-in

  • A pop-up appears > click ok "Make check-in".

  • Now, if you want to open the check-in to see it, click on View Details . If not, click on Cancel to close it, and continue maeking more check-ins.

WITHOUT BOOKING. In the option New > Check-in:


STEP 1: The customer and the animals

If the customer is new:

Click on the button + New customer




  • Write basic and contact information

    The software automatically checks if that email address or ID already exists and shows a warning to avoid duplicate contacts

  • If you want to include more information (address, state, etc.), click on More information

  • To write the information about Privacy/GPRD, click on Privacy

  • Add the basic information of the animals
    (Later, in the animal file you can add more information)

  • Click on Save and continue to continue with the check-in


If the customer already exists:

  • Write the name and select from the drop-down

  • If he already has animals, they will appear on the right. If not, you can add his animals:



In both cases, if the customer has several animals configured, you can select which ones you want to booking.


Next to the customer and the animals, there are some small buttons,to quickly annotate and consult important information.



(If there's information, the button is highlighted in red)



STEP 2:The software checks if that customer has an unpaid invoice, and shows a warning. So, before making a reservation, you will know if the customer has pending payments. 

unpaid invoices pet breeding

STEP 3: The check-in

  • Select date and times of check-in and check-out.

  • Click on select room and the system will show only the free rooms on those dates

          

    (As you know, you can configure your rooms, assign them the number or name you want and an identifying color)

          
  •      
  • If you offer this service: check if the service includes pick up and/or delivery at home

         
  • You can add notes or comments

  • You can assign a color flag to the check-in if you wish to identify it more quickly



STEP 4: Prices or nursery services

          
  • One line appears for each animal with the basic service by default, but you can change it and select another

  • The number of days/nights is calculated automatically based on the date and times of check-in and check-out

          
  • By clicking the Add button, you can include more services

  • Includes discounts of money in the different services. Just type the amount and select if it's a % or a quantity of money. For example 10 % or $10 discount.


  • The discount is applied and at the end of each line, you will see the base price (without taxes) with the discount already applied.

  • You can add more services: transportation, extra pay for special food, VIP room, extra for TV, cameras, etc.

  • How to configure your services efficiently?


STEP 5: Money advances

If the client pays money, add it in the Advances section and you will see that in the lower part the total money appears, the advances paid and the pending payment.



STEP 6: Print documents and contracts

All the documents that you have configured appear so you can print them and deliver them to the customer.
For example, booking conditions, legal terms, requirements, stay contract, ...

software pet kennel contracts and documents



To add new Booking documents, go to the Tools > Documents option and select the type "Check-in"


STEP 7: Summary

At the bottom you will see the price always updated.
It appears detailed:

  • The Base price (without taxes)

  • The money corresponding to the tax that you have set up

  • The final price: base + taxes

  • The money paid (advances)

  • The pending paiment money


By clicking on Save, the booking is recorded in the software and new buttons appear to:

  • Print the check-in summary document

  • Delete the check-in

  • Make check-out

  • Cancel, that is, leave this page without saving the changes


    

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.



To make a new exit or check-in (finish the animal's stay at the hotel), you have two options:

  • Option 1: In the check-in document, at the bottom, clicking on the Make Check-out button

  • Option 2: In view > check-in > by clicking on the Make Check-out button

In either case, the process is the same. It is about finalizing the aanimal's stay at the hotel. You Can:

  • Make check-out + pay and invoice directly.

  • Make only the check-out and make the pay/invoice process later


CASE 1: Check-out + pay and invoice directly

  • Click on the button check-out, pay and invoice

  • Review all the information, concepts, customer data, etc. and click pay and invoice

    pet hotel software

  • A pop-up opens.If that invoice is exempt from taxes, select the option (Taxes = NO), and the invoice without taxes is generated.

  • 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

  • At the end, the sale and invoice are automatically generated and you can print it and send it by email.


note: You can configure the format of the invoice's numbering. You do not have to manually write the number of each invoice, the software fills it in automatically so that the invoices are consecutive.

You can view all the sales or invoices in the View > Sales option



CASE 2: Make only the check-out

If you're now making the check-out, but still can't continue with the pay/invoice process, just click the Check-Out button.

This will be very useful if the customer, for example, has not yet come to pick up the animal and pay for the service or if you are going to deliver it at home and at that moment charge the client for accommodation, if the staff in charge of the animals registers the check out in the software and then the customers at the checkout/reception pay the payment for the stay, etc. You can register and check out and leave the room free, and then make the payment and invoice.

To later charge and invoice, in the option View > check-outs > Select it and click on the Pay/invoice button. You just have to follow the same steps as Case1.

In the option View > Sales, you can view all the sales or invoices and you can reprint the invoice or send it by email, if you need it.



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.

    factura perros abono

  • This Invoice refund includes reference to the invoice that is being "corrected" (the number and date of the invoice)

  • The invoice numbering is the same in invoice refunds and in "regular" invoices

  • 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 add new clients. If you have several apps, you can indicate if you want the customer to be of one type. depending on this classification, you can then filter the customers.

hotel for dogs software customers and animals


Important: Before adding a new customer, check if it is already annotated in your database using the search engine



More information on ordering and search engines:

Clic here



Without leaving this screen, a pop-up window opens to include the customer's data.

new customer animal software


By clicking on "more information" it is possible to add additional information (address, cp, location, ..).

You can assign a flag color to quickly identify a customer (VIP, special price, ...)

rentabilidad cria canina

If you have to comply with the GDPR (New privacy policy), you can directly include this information at the time of adding the new customer and even print the necessary documents to deliver them.
(The documents are configured in the option Tools> Documents, assigning in this case, the type "privacy")

By licking on Save, the customer is added to the system, and you can:

  • Go directly to to the full customer file (Magic Desk)

  • Or continue adding new customers if you prefer

All the clients that you have added in the system, you can see them from the option View > Customers. If you select one, your "Magic Desk" will appear, the place where all the information: information about his animals, profitability of that customer, additional information, documents, notices, important information, collection and delivery information and more.


Visit the option View > Customers



NOTE: CODE field allows you to classify your clients

The CODE field is free, you can put the code you want and you can use different references to classify different types of clients, we give you some examples:

  • VIP01 for VIP customers or usual customers

  • 001 generic code

  • F01 Friends customers

  • .... or any code that is useful to identify your customers.



As you already know, you can sort them as you need: 


how to order animals on your business



More information on ordering and search engines:

Clic here



Here you can add your suppliers of products and services to manage your business expenses: electricity, water, food, payments to employees, etc. Insert all the data and press Accept to save and exit.

Important: Before adding a new supplier, check if it is already annotated in your database using the search engine


More info about search and sort results

If you have several apps, you can indicate if you want the supplier to be of one type. depending on this classification, you can then filter the suppliers.


hotel for dogs software customers and animals


Without leaving this screen, a pop-up window opens to include the supplier's data.

By clicking on "more information" it is possible to add additional information (address, cp, location, ..).

You can assign a flag color to quickly identify a supplier, as you consider.

rentabilidad cria canina

If you have to comply with the GDPR (New privacy policy), you can directly include this information at the time of adding the new supplier and even print the necessary documents to deliver them.
(The documents are configured in the option Tools> Documents, assigning in this case, the type "privacy")

By licking on Save, the supplier is added to the system, and you can:

  • Go directly to to the full supplier file (Magic Desk)

  • Or continue adding new suppliers if you prefer

All the suppliers that you have added in the system, you can see them from the option See > Customers. If you select one, your "Magic Desk" will appear, the place where all the information: payment information, profitability, additional information, documents, alerts, important information and more.




Here you can add animals of a customer Remember, you must always add the customer first .

Important: Before adding a new animal, check if it is already annotated in your database using the search engine



More information on ordering and search engines:

Clic here

Without leaving this screen, a pop-up window opens for you to include the animal's data.

Fill in all the information you want about the animal (name, date of birth, gender, breed, ...). If you click on "more information", more fields appear to fill in even more data about the animal.

You can assign a flag color to quickly identify an animal (VIP, special price, aggressive, ...)

The creation date is the date you have added the animal. By default it is automatically filled, but if you want you can modify it.

If you have several apps, you can indicate if you want the animal to be of one type. depending on this classification, you can then filter the animals.

hotel for dogs software customers and animals


By licking on Save, the animal is added to the system, and you can:

  • Go directly to to the full customer file (Magic Desk)

  • Or continue adding new animals if you prefer

  • All the aniamls that you have added in the system, you can see them from the option View > Animals. If you select one, your "Magic Desk" will appear, the place where all the information: important information, veterinary data, documents, alerts, ...


    Visit the option View > Animals



    By default, there is a list of breeds, but you can add new breeds from the Settings > Breeds.



    How to add new breeds?:

    Clic here



    Terminology used in the software

    • Breed and variety: Some breeds have varieties. For example Breed: Poodle | Variety: Miniature

    • Fur: Smooth coat, double coat, wire coat, long coat, curly coat, ...

    • Size: mini, small, medium, ...

    • Spayed: If the animal is Spayed or Sterilized

    • Microchip: It's a small device that provides your pet with permanent identification.

    • Veterinary book or pet passport: It's a document that officially records information about an animal and its vaccinations.

    • Breeder: select yourself (if you are the breeder) or select another breeder from the list. (You can add breeders in the New > breeder option)

    • Tattoo: in some countries,the tattoo is a valid ID for every dog with a pedigree

    • Book of origins: In some countries, the book of origins is used to track genealogy and preserve the breed purity by stimulating its conservation and genetic improvements. You can include the number, date and country of inscription in the book.





    Here you can add your veterinary contacts.

    Insert all the veterinary's data and click on the Save button to exit.

    Important: Before adding a new veterinary, check if it is already annotated in your database using the search engine



    More information on ordering and search engines:

    Clic here

    hotel for dogs software customers and animals


    If you have several apps, you can indicate if you want the veterinary to be of one type. depending on this classification, you can then filter the veterinaries.

    Without leaving this screen, a pop-up window opens to include the veterinary's data.

    By clicking on "more information" it is possible to add additional information (address, cp, location, ..).

    You can assign a flag color to quickly identify a veterinary, as you consider.

    rentabilidad cria canina

    If you have to comply with the GDPR (New privacy policy), you can directly include this information at the time of adding the new veterinary and even print the necessary documents to deliver them.
    (The documents are configured in the option Tools> Documents, assigning in this case, the type "privacy")

    By licking on Save, the veterinary is added to the system, and you can:

    • Go directly to to the full veterinary file (Magic Desk)

    • Or continue adding new customers if you prefer

    All the veterinaries that you have added in the system, you can see them from the option See > Customers. If you select one, your "Magic Desk" will appear, the place where all the information: payment information, profitability, additional information, documents, alerts, important information and more.



    Visit the option View > Veterinary



    Revenue is automatically recorded when check-outs occur, and it is also possible to record expenses in the software.

    Before including a new expense, it is necessary for the supplier to be in the system. You can add the supplier if it is new, or select it if it already exists.

    When the supplier is selected, all the information will appear at the top.

    pet supplier unpaid invoices

    • 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.

    By clicking on the Save button, will save the purchase/expense in the database.


    Visit the option View > Expenses




    TAGS:

    dog hotel reservation | canine hotel booking | kennel reservations | dog kindergarten reservations | animal travel software | how to organize animals data | animal supplier software | animal software | veterinary software | hotel expenses program | manage animal expenses



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