Agenda or planning with all appointments and services. The green ones are services and the oranges are appointments.
You can directly add Appointments and services, clicking on the "+" button located in the upper right part of the screen
The buttons in the central part allow you to change the view: Daily, weekly, etc. and navigate between the different days / weeks / etc.
By default the complete agenda appears, but if you want, you can only see the agenda of an employee / pet trianer , using the search engine at the top.
If you use a color to identify your employees, you will see that in planning, appointments / services are highlighted with the color of the employee.
For example, you will see which appointments are assigned to Employee1 (green background) or to Employee2 (red background).
Also, if you want to identify the appointments/services by color, you can do it and you will see a small circle with that color in the planning.
For example, I mark with a red color the appointment of a customer who is always late or has pending payments. In the same way as in customers, etc. You can use the colors to identify the appointments / services as you prefer.
You can drag and drop appointments / services to change the day / hours. And you can also drag to change the duration.
If the appointment has reminders scheduled and you drag it (to change the date or time), the reminders are not deleted; A notice appears at the top of the screen: "The appointment has pending reminders to send." So you can keep the reminders or delete them and create new reminders.
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For example:
If you want, you can delete that reminder and schedule a new one. |
If you click on an appointment / service, more information and available actions appear:
The customer and his basic contact information
Animals
The date and hours of the service
The employee or hairdresser assigned to that service
If you click on the customer and animal names, their tab opens in a new browser window.
If you click on the phone or WhatsApp, you can call or contact the customer by WhatsApp, on the compatible devices.
You can configure various aspects of planning:
If you want to view the old services (they are shown in gray color)
The range of hours shown in the schedule, for example from 09:00 to 20:00
These configuration options are available in the option: Configuration > Planning.
QUICK ACTIONS:
You can edit an appointment to make any necessary modifications.
Start the service (if it's an appointment) or finish it (if you had already started the service).
Cancel and Delete:
You can simply delete the appointment. Deletion is permanent and cannot be recovered afterward. This is used, for example, if you added it by mistake and want to simply remove it.
You can also cancel the appointment. The process is similar to deletion, but it "leaves a record." For example, if the customer doesn't show up for the appointment, calls to cancel it, or you need to cancel it for some reason... you can cancel it, and there will be a record of that cancellation.
In addition, when you go to schedule a new appointment, you will see the customer's latest canceled appointments and the reason. This way, you can know if a customer tends to cancel, not show up for their appointments, etc., before scheduling a new appointment for them.
For your information, you can add the type or reason for the cancellation:
Canceled by the business. You cancel the reservation or appointment.
Canceled by the customer with notice. The customer informs you in advance that they will not attend the appointment.
Canceled by the customer without notice, doesn't show up for the appointment, and doesn't cancel the appointment.
Other reason
If you want to provide additional information, you can do so in the NOTES field. This information will only be visible to you; the customer will not see this information.
When sending the customer the cancellation of the appointment/booking by email, you can also send a copy to your email if you want. (If the customer does not have a configured email address, an error message will appear on the screen to inform you that it will not be possible to cancel and send the email).
You can check the history of all their canceled appointments in their profile.
List of all appointments or reservations. In the upper area there is a search engine, which will help you quickly locate an appointment and you can filter to see all appointments or by status (pending or canceled).
On this screen, you can also add new appointments. You don't need to go to the menu: New > appointment.
You can sort them as you prefer:
More information on ordering and search engines:
Clic here Clic hereSelect the appointment you want and convert it into a service using the button: Start Service
Click on an appointment to see it in detail and edit it.
At the bottom, you have several options to:
Print the summary document, with all the information of the appointment
Save , if you have made any changes
Cancel or exit without saving
Send a confirmation email to the customer (and send a copy if you want)
Start the service The reservation is confirmed, "turning it into a service" so that later you can pay & invoice it.
You can customize the logo and the information that appears at the bottom of the emails.
In the central part of the email, you can add the additional information you need (additional information, hours, price, requirements for the grooming service, ...).
If you want, you can send attached the document-summary in PDF format with the details of the prices and you can also send a copy of the email.
note: You can configure the logo and the information shown at the bottom of the email and your email address, in the option Configuration> Company data)
Cancel or delete the booking/appointment:
You can delete the booking/appointment simply. The deletion is permanent and cannot be recovered afterward. It is used, for example, if you have added it by mistake and want to simply remove it.
You can also cancel the booking/appointment. The process is similar to deletion but "leaves a record." For example, if the customer does not show up for the appointment, calls to cancel it, or you need to cancel it for some reason... you can cancel it, and there will be a record of that cancellation.
In addition, when you go to make a new booking, you will see the customer's latest canceled bookings and the reason. This way, you can know if a customer tends to cancel, not show up for their appointments, etc., before making a new appointment/booking for them.
For your information, you can add the type or reason for the cancellation:
Canceled by the business. You cancel the booking or appointment.
Canceled by the customer with notice. The customer informs you in advance that they will not attend the appointment.
Canceled by the customer without notice, doesn't show up for the appointment, and doesn't cancel it.
Other reason
If you want to provide more information, you can do so in the NOTES field. This information will only be visible to you; the customer will not see this information.
When sending the customer the cancellation of the appointment/booking by email, you can also send a copy to your email if you want. (If the customer does not have a configured email address, an error message will appear on the screen to inform you that it will not be possible to cancel and send the email).
When canceling a booking or appointment:
If it has associated transportation services, they are automatically removed.
If there are scheduled automatic reminders to be sent, they are automatically canceled.
You can review the history of all their canceled bookings in the customer's profile.
If the appointment has reminders scheduled and you change the date or time, the reminders are not deleted; A notice appears at the top of the screen: "The appointment has pending reminders to send." So you can keep the reminders or delete them and create new reminders.
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For example:
If you want, you can delete that reminder and schedule a new one. |
To confirm that appointment and "convert the appointment to a service" to make it and collect it, there are 2 options:
Quick : Ideal to start multiple services quickly.
Click on the button
A pop-up window opens to confirm the operation
By clicking on the "Start service" button, that appointment becomes a service and if this process has been done correctly, a green message appears.
Now you can:
Click on Cancel to close the window.
Click on View detaill to see all the information or edit that service.
Standard: if you want to see the detail, before starting this service.
Click on the appointment and you will see all the information. You can review it and edit what you need.
At the bottom, click on the Start service button.
When a customer requests an online appointment, it is automatically recorded in the software. In the option View > Online appointment you can see them
Online appointment have different states:
Pending to confirm: the customer has requested the appointment 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 by clicking on the View > Planning > button opens in a new tab of the web browser.
Search the customer 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 APPOINTMENT.
note: it no longer appears in view > online appointment , but now it appears in view > appointment option.
You can SEND AN EMAIL TO THE CUSTOMER CONFIRMING THE APPOINTMENT, simply by clicking on the SEND EMAIL button:
Include the details of the appointment (name of customer and animals and date/hour).
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 service, ....).
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):
Clic here Clic hereThe 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 you can see all the courses you have sold. You can filter to view all, only the completed ones, or only the "Open" ones (those that have not been completed yet).
You can sell a new course using the "+ Add New" button at the top.
You can sort by amount, date, customer, ... by clicking on the table's title and perform searches at the top:
From this same screen, you can charge and invoice the course if you haven't done so yet or view the sale details.
Before selling a course, you must configure it in the Configuration > Services option:
You can configure the different sessions or classes that compose it and arrange them as you like.
You can assign an educator or trainer for each of them.
From this same screen, you can also:
Charge/invoice if it is still pending payment
If a course is pending payment/invoice, a button will appear on this screen to charge/invoice it. By clicking on it, you can process the payment, and the invoice for the course sale will be generated.
If you have made a mistake and 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.
Plan or schedule sessions
As the course is composed of different sessions or classes, you can quickly schedule them from this screen by clicking the SCHEDULE button. (You can also do it from the customer or animal tab > right menu > Courses.)
All sessions or classes and their details will appear.
Status:
Not scheduled: It has not been planned or scheduled yet
Scheduled: It has been planned or scheduled, but not yet started
Started
Finished *
* The course remains open until the last session is completed. When the last session is finished, the course is closed.
Transport service: Indicates if it has pick-up and/or delivery service
Date and time: By clicking on the date, the agenda for that day/time will open
Quick actions:
: Access to the Evaluation option. You can add a new evaluation or view the evaluation/assessment of that session
: Finish
: Modify
More information about training courses
Click here Click hereList with all the services that you have done indicating if that service has been charged (or billed) or it's pending.
On the top there is a search engine, which will help you quickly locate an service, especially this option will be very useful if you have many services.
This option is very convenient, because you can do a service to an animal (haircut, bath, ...) and charge it later, at another time.
You can search for the service or order all the services, for example, to see all the invoiced or pending invoices, by date, ...
More information on ordering and search engines:
Clic here Clic hereClick on a service to view and edit it.
In the bottom, there are more actions:
Delete the service (if you delete it, you can not recover it)
Print the summary document, with all the service information
Save the changes
Finish: pay and invoice
Cancel or exit without saving the changes
By clicking on pay and invoce 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 Pay and invoice
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 |
In this section you can see all the evaluations. By selecting an animal from the list or by searching for it in the search engine at the top, you can see all the ratings you have added for that animal.
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 hereList of all animals. If you have multiple business areas, customer data is accessible from all of them, but animals are categorized by business area. You can consult them all or by business area (for example, only the Grooming animals).
A small indicator displays the total number of animals.
At the top of the screen, there is a search bar. If you enter supplier information and press enter or click on the magnifying glass, all matches will be displayed
You can sort the list of suppliers as you need:
More information on ordering and search engines:
Clic here More information on ordering and search enginesTo add animals, you have two options:
Add them individually (one by one) using the Add option.
Or add multiple animals at the same time using the Import option.
To add them, use the buttons at the top:
Click the Add New button, fill in the information, and click Save.
(Refer to the New > Customer section for more information)
Or click the Import button and follow the instructions.
How to import animals in bulk in the software
Clic here How to import animals in bulk in the softwareIf you click on a pet, all the information about them will appear. The Magic Desk is displayed, which is a summary screen or card with all the animal's information.
At the top, there are 2 buttons:
Show/hide the right sidebar menu to expand the workspace
Acciones rápidas o "atajos" y Acciones adicionales
Quick actions or "shortcuts" and Additional actionsSend Summary Sheet by Email
Print Summary Sheet
HOTEL |
New Booking and New check-in in the hotel |
GROOMING |
New Appointment and New grooming service |
DAYCARE |
New Booking and New check-in in daycare |
BREEDING |
New Puppy Sale |
TRAINING |
New Appointment, New Training/Education Session, and Sell Course |
VETERINARY |
New Appointment, New Veterinary Consultation |
Interactive graphs, which display a summary of the most important information (revenue, profitability, etc.). This information varies depending on the software you are using.
These intelligent statistics help you have a clear view of the activity, profitability, and loyalty of that customer "at a 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
PET SHOP APP
Number of sales
Total products sold
Average products sold per store visit (per purchase made)
Total revenue (total money spent)
Average revenue per visit (average money spent per purchase made)
VETERINARY APP
Number of veterinary consultations performed on their animals
Total revenue in veterinary services (total money spent)
Average price of the consultations performed
In this option, you can both view and directly modify the information. Remember that if you make any changes, you need to click the Save button to save that new information.
You can upload a photo form your device or select an icon or avatar from the database with more than 100 avatars available to choose from.
You can view the data of the associated client and access the customer's profile directly.
There are fields where you can add important or highlighted information about the customer and the animals:
Important Information
Pick-up and Delivery Information
Notes or Comments
This information will appear when you work with this customer/animal, for example, when you record a new reservation. This way, you can quickly access the relevant information.
Delete: If the animal has data referenced in other parts of the software, such as associated animals, sales or invoices, reservations/appointments, check-ins/outs/services, etc., they cannot be deleted directly. Deleting them would cause errors in the rest of the software because those invoices, animals, reservations/appointments, etc., would no longer be associated with any animal.
For this reason, if you want to delete them, you must first remove the data they have referenced before you can delete them.
If you've been testing the software and entering fictitious data, and now that you've finished the testing phase, you want to delete all the data to start working with the software using real data, we can do it. We can permanently remove all this data from the software. Contact us, and we will assist you.
Deactivate: Our recommendation is that instead of deleting, you mark them as inactive or "Inactive." This way, you can continue to consult the records of that animal and all their related information.
To mark a animal as Inactive: In the option View > Animals, select the animal > Click on More Information > Inactive = yes.
You can also add the date and more details about the reason for inactivity.
If you mark an animal as inactive:
When you check the list of animals (View > Animals), you'll see that they have the symbol , while the rest have the icon .
In their file, you'll see "inactive since date x."
They will no longer appear when you search to make a new booking/appointment, service/check-in, etc.
In the side menu, there are more options available depending on the software you are using:
Documents: You can store and access documents related to that pet, such as contracts, documentation, etc. Supported file types include:
.xls, .xlsx, .doc, .docx, .odt, .ods, .pdf, .rtf, .txt, GoogleDrive Document, and GoogleDrive spreadsheet
Maximum file size: 2 MB
Alerts: You can make and check important reminders for a pet, and the application will automatically remind you of them.
Training
Training Services: You can view the training/education services sold to this client
Sales: Training sales or invoices made to this customer
Sessions and Progress: You can view/add training/education sessions for this animal and assess its progress
Print Certificate: If you want to award certificates to your customers and animals to motivate and reward their efforts, you can do it conveniently from this option
Courses: Courses in which this animal is enrolled
Grooming
Grooming Appointments: You can view all scheduled grooming appointments for this animal
Grooming Services: List of all grooming services performed on this animal
Hotel
Bookings: You can view all reservations planned for animals of this customer
Accommodations or Stays in the Hotel: List of all accommodations for this animal
Daycare
Bookings: You can view all reservations planned for this customer
Accommodations or Stays in the Daycare: List of all accommodations for this animal
Veterinary
Appointments: You can view all appointments scheduled for this animal
Consultations: List of all veterinary consultations for this animal
Tests: Veterinary tests conducted for this customer
Prescriptions: Veterinary prescriptions issued for this client
Physiological Parameters: Record of the physiological parameters of this animal
Weights: Record of the weights of this animal
Vaccination Control: Record of vaccines administered to this animal
Vet History: Complete veterinary history or record of all actions in chronological order
REPORTS TO DOWNLOAD AND PRINT
EXPORT INFORMATION (Settings > Data Management)
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List of all veterinary contacts. If you have multiple business areas, suppliers data is accessible from all of them, but contacts are categorized by business area. You can consult them all or by business area (for example, only the vet contacts for hotel).
A small indicator displays the total number of suppliers.
At the top of the screen, there is a search bar. If you enter contact information and press enter or click on the magnifying glass, all matches will be displayed
You can sort the list of contacts as you need:
More information on ordering and search engines:
Clic here More information on ordering and search enginesTo add contacts, you have two options:
Add them individually (one by one) using the Add option.
Or add multiple contacts at the same time using the Import option.
To add them, use the buttons at the top:
Click the Add New button, fill in the information, and click Save.
(Refer to the New > Customer section for more information)
Or click the Import button and follow the instructions.
How to import contacts in bulk in the software
Clic here How to import contacts in bulk in the softwareIf you click on a contact, all the information about them will appear. The Magic Desk is displayed, which is a summary screen or card with all the contact's information.
At the top, there are 2 buttons:
Show/hide the right sidebar menu to expand the workspace
Quick actions or "shortcuts" and Additional actions
Send Summary Sheet by Email
Print Summary Sheet
Add a new purchase made to this supplier
In this option, you can both view and directly modify the information. Remember that if you make any changes, you must click the Save button to save that new information.
Furthermore, using the quick access buttons, you can call or open WhatsApp to chat with them; click on the corresponding icon (phone, WhatsApp, etc.).
Delete: If the contact has data referenced in other parts of the software, such as orders, purchases, etc., they cannot be deleted directly. Deleting them would cause errors in the rest of the software because those purchases, orders, etc., would no longer be associated with any contact.
For this reason, if you want to delete them, you must first remove the data they have referenced before you can delete them.
If you've been testing the software and entering fictitious data, and now that you've finished the testing phase, you want to delete all the data to start working with the software using real data, we can do it. We can permanently delete all this data from the software. Contact us, and we will assist you.
Deactivate: Our recommendation is that, instead of deleting, you mark them as inactive or "Inactive." This way, you can continue to consult the records of that contact and all their related information.
To mark a contact as Inactive:
If you mark a contact as inactive:
When you check the list of Contacts (View > Veterinary), you'll see that they have the symbol , while the rest have the icon .
In their profile, you'll see "Inactive since date x."
In the side menu, there are more options available depending on the app you are using:
Documents: You can store and access documents related to that supplier, such as contracts, documentation, etc. Supported file types include:
.xls, .xlsx, .doc, .docx, .odt, .ods, .pdf, .rtf, .txt, GoogleDrive Document, and GoogleDrive spreadsheet
Maximum file size: 2 MB
Reminders: You can make and check important reminders for a supplier, and the application will automatically remind you of them.
Privacy: Here, you can manage all information related to privacy/GDPR.
List of all expenses or purchases you have recorded. If you have multiple business areas, expenses or purchases are accessible from all of them, but you can view them collectively or independently (for example, only the Hotel expenses).
A small indicator with the total number of expenses is displayed.
At the top of the screen, there is a search bar. If you enter expense information and press enter or click on the magnifying glass, all matches will be displayed
You can sort the list of expenses as you need:
More information on ordering and search engines:
Clic here More information on ordering and search enginesTo add a new expense, click on the 'Add New' button icon, fill in the details, and click 'Save'.
(Refer to the 'New > Expenses' section if you want to see more information)
How to record expenses in the software:
Clic aqui How to record expenses in the softwareWhen you click on an expense, the details appear.
By clicking on the supplier's name, their profile opens in a new tab.
By clicking on the supplier's icons, you can view and edit their notes and important information.
(If they have information, it appears in red).
If there are outstanding invoices for that supplier, they will appear on the right-hand side.
(By clicking the small arrow icon, you can open that unpaid invoice in a new tab).
REPORTS FOR DOWNLOAD AND PRINT
EXPORT INFORMATION (Settings > Data Management)
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