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/GDPR, 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.
(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 appointment, you will know if the customer has pending payments.
It also displays the client's latest canceled bookings/appointments with the date and reason. You can view more information or check the history of all cancellations by clicking on one of them.
STEP 3: The appointment
Select date and times.
If you want, you can select the employee or groomer who will do the service
note: You can add more employees in Settings > Employees
You can add notes or comments if you want
You can assign a color flag to the appointment 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/... 
For example:
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STEP 4: Grooming services
You don't need to fill out more information to record an appointment.
But if you want, you can fill in the information related to the services (bath, haircut, beauty treatment, spa, transport ...)
By clicking the Add button, you can include more services
The price or fee is automatically filled in.
(You can configure the services and prices in the Configuration > Services option
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.
How to configure your services efficiently?:
Clic here Clic hereSTEP 5: Money advances
If the customer 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, ...
To add new Appointment or 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 appointment. These reminders are sent automatically, you don't have to send them yourself.
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, obviously 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.
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For example:
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 booking
Start working on that service
Cancel or exit this screen without saving changes
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.
>> More information about the consumption of emails (limits on sending emails)
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/GDPR, 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 service
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.
(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 service, you will know if the customer has pending payments.
STEP 3: The servoce
Select date and times.
If you want, you can select the employee or groomer who will do the service
note: You can add more employees in Settings > Employees
You can add notes or comments if you want
You can assign a color flag to the service if you wish to identify it more quickly
Color Flag: |
STEP 4: Grooming services
You don't need to fill out more information to record an appointment.
But if you want, you can fill in the information related to the services (bath, haircut, beauty treatment, spa, transport ...)
By clicking the Add button, you can include more services
The price or fee is automatically filled in.
(You can configure the services and prices in the Configuration > Services option
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.
How to configure your services efficiently?
Clic here Clic hereSTEP 5: Money advances
If the customer 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, service conditions, legal terms, requirements, contract, ...
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
At the bottom, there are several buttons that allow you to:
Print the service summary document *
Delete the service
Cancel or exit this screen without saving changes
* Note: If you have made changes, remember to SAVE before printing, as otherwise the information may not be up to date.
THE SOFTWARE ADAPTS TO YOUR WAY OF WORKING
You can do the service and leave it "pending payment", because the client comes later to pick up the animal, the client pays later, etc ...:
Click the save button
The service is kept in "pending payment" status
- You can finish and collect the service now:
Click the Pay & invoice button
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.
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 Clic hereWithout leaving this screen, a pop-up window opens to include the customer'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 customer (VIP, special price, ...)
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.
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:
More information on ordering and search engines:
Clic here Clic hereHere 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
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.
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.
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 Clic hereWithout 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.
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, ...
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 Clic hereTerminology 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 Clic here
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.
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.
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.
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.
TAGS:
dog grooming appointment | pet grooming appointment | mobile grooming reservations | animal travel software | how to organize animals data | animal supplier software | animal software | grooming software | grooming expenses program | manage animal expenses
