Comprehensive User Guide for Veterinary Software

Comprehensive User Guide

This is where you configure services and prices or rates. You can set different prices or rates based on the treatment, consultation, vaccination, and more. (Remember that products are configured in the Shop module or software).

For example:

• If you have configured the general tax rate as 0% in this option

• When you configure a new veterinary service, for instance, that service will also have a 0% tax rate

• If you later change the general tax rate to, for example, 7%, it won't change for the services or rates you had already configured

• In the new services or rates you add, the tax will appear as 7%

The CODE is not automatic or corrective, it is a free code, that is, you can use the code or reference that you want. You can simply be a number (1, 2,3, ...) or a special code by categories, what you consider best,   for example:

• C01 Female sterilization surgery

• V02 Annual Rabies Vaccine

• T01 Home transport

The PRICES:

• If you type the base price (or price without tax), it automatically calculates the sale price   (or final price including taxes) based on the percentage configured tax.

• If you type the sale price (or final price including taxes), it automatically calculates the base price (or price without taxes) based on the tax percentage configured.

• The % TAX is the same as you have configured in the Configuration > Language/Currency

You can see the appearance of the automatic reminders that will be sent from the software to remind the customer of an upcoming appointment/booking at your grooming/pet trainning school/pet hotel/pet nursery.

If you want some default text to appear, additional information, etc. You can include it in the Template section (1). When you click on Save, this change will be applied and you will see it in the PREVIEW section.

note: The character limit is 500. If you type more than 500 characters, when you click Save, the Template field will be marked in red to alert you.

In the option Configuration > Company details, you can configure:

• The logo (2)

• The business name (3)

• And the emails footer information. (4)

If you make a change and click on Save, when you return to this screen, you will see that the Preview has changed and now it shows the changes you just made.

Important: The changes you make to the logo, company name, email footer and template will be applied to the next reminders you schedule, that is, they will NOT affect the ones you already had scheduled.

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.

For example: The appointment was scheduled for day 23 at 10:00 and you scheduled an automatic reminder. Now you change the appointment 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 appointment is for day 23 at 10:00. If you want, you can delete that reminder and schedule a new one.

Read more about the automatic delivery of upcoming appointment reminders:

Click here
Read more about the automatic delivery of upcoming appointment reminders

This system is free and it's available for Pet Hotel, Pet training, Pet Nursery and Pet Grooming software.

1. Just paste a code on your website, Instagram or Facebook and the online booking form will appear.

2. Customers visit your website Instagram or Facebook and can request reservations at your hotel/grooming/nursery.

A reservation is never automatically rejected, you decide whether or not to accept it.

3. You receive an email with all the information.

4. And the booking is registered in Gespet Software.

5. Easily from the same screen, you can:

Read more about the online booking system:

Click here
Read more about the online booking system

When customers visit your website Instagram or Facebook and request you reservations at your hotel/grooming/nursery, you’ll see the new online booking through View > Online booking menu option.

All these online bookings are recorded in your app but not yet confirmed. You have to review the information, check availability and then confirm the online booking into a real reservation. The app will allow you to send an email to the customer with the confirmation message.

This way our system allows you to not automatically reject a reservation in your hotel just because there isn't enough space. Let's see an example.

Any online booking will be automatically rejected, simply because you do not have availability for that date. Imagine that a reservation is automatically rejected from 1 to 30 September, simply because on day 1, the room is occupied.

You decide if you cancel it or manage the space of your residence to be able to accommodate that animal.

Edit what you need and confirm the booking to the customer by email automatically, just clicking a button. Simple and easy.

If you have online reservations pending confirmation, a yellow indicator will appear on the home screen (or magic desk):

In the top menu, a small yellow indicator will also appear:

It is a powerful system because it can be included in any part of the management process of your business That is, if you want to ask for more information to the client before confirming the booking, you can do it.

If after confirming it, you usually send the client more information about the conditions of stay, information to make a booking payment (or a Paypal payment button, for example), or anything else, you can do it. Proceed as you consider and interact with the client as much as you need.

If the customer has an invoice pending payment, an alert box with the information will be displayed. Thus, before making a booking, you will know if the customer has pending payments.

The system is adaptive, so it adapts to the size of the device where it is displayed.

In addition to receiving the email with the client's request, it will be recorded in the software, and the notification icon "You have new online booking requests" will appear.

In this option you can configure the planning parameters:

You can configure the planning to match your opening hours business, indicating the start and end time.

Appointments and services appear in the planning. When you finish the service, that service would no longer appear in the planning, but if you want it to continue showing, you can configure it in this option and it will appear in gray color.

You can configure the most important aspects of your country/region:

• Select the country from the list

• Select the time zone from the list

Check that you have correctly configured the time on your device (computer, mobile phone, tablet) because the software will use that time for appointments, agenda, etc.

• Select the language in which the software will be displayed

• Set the currency of your country: you can use symbols (for example €, $, ...) or the currency abbreviation (for example EUR, USD,. ..)

• Set the applicable tax and percentage in your country to all your services

  note: In countries where multiple taxes apply, you can set up a general tax name or a combined tax name and add both taxes together. For example, for Quebec, you can configure the tax with the name TPS-TVQ, TAX or similar and that the percentage is the sum of both taxes (The TPS and the TVQ)

It's very important that you first configure the general tax and then configure your services or rates, since they will all have the same tax that you have configured in this option.

For example:

• If in this option you have the general tax configured as 0 %

• Later, you configure a new hairdressing service, hotel, ... that service will also have the tax at 0 %

• If in the future, you modify the general tax and change it for example by 7%, this will not be changed in the services or rates that you already had configured

• The new services you add have a 7% tax

If you have mistakenly configured your services or rates, contact us so that we can help you modify it.

Here you can configure the data of your company and thus you will not have to insert the data every time a document or an invoice is generated; the software will automatically fill them in for you.

You can manage your employees, with all necessary contact info and working info.

You can deactivate employees who are no longer active. This way, they won't appear in the employee selectors when assigning a service, session, etc., but since they're not deleted, you'll retain the historical data with their information.

When you click on an employee in the list, all the information appears:

If you want to add, edit or delete races you can do it from this option. Then it is very comfortable, because when you add a new animal, just look for the race in the advanced selector, you do not have to write it every time.

For dogs "without breed" (mixed-breed, half-blood, mutt...), we have created the "comun" race but if you prefer to create another, you can do it from this option.

You can configure the next invoice number to be issued, and the software assigns that number to the following ones, this way the invoices are correctly numbered.

or example, if you start using the software now and this year you have already generated 25 invoices, if you want the next one to be number 26 (to be correlated), then write 26.

To configure a different numbering for the Refund invoices, click on "Yes" and the configuration options will appear.

You can configure if you want to add a prefix before the numbers for Invoices and Refund Invoices, so you can choose if you want the invoice number:

• Do not have prefix. For example, the invoice number will be 000042

• Have the prefix that you want: For example the prefix INV . In this case, the invoice number will be INV.000042

  * The maximum prefix size is 10 characters

• Have the prefix Year.Month: In April (month 4) of 2021, the prefix will be 2021.04.000042

As you can see, on the right side of the screen, there is a previewer, which allows you to see how the next invoice number and nex refund invoice numer will look, depending on the configuration you choose.

EXPORT DATA

From this option you can to export the data of:

To export, just click on the Export button and an .xls file will be saved in the download folder that you have configured in your web browser

If several users work in your business, we recommend you to block access to this option to the unauthorized person, since otherwise, they could eliminate all invoices from the system.

You can do this using the Security and access control app. In addition, with this app, you can add users so that each one can access with some independent data and in this way, you can control: 

• The days / hours in which users can access to the software

• The options they can use / view

• A record with all the accesses they have made (time, IP address, operating system used)

You will control the access of your employees for greater security of your business. Read more info Read more info

You can modify the passwords to access the software. You just have to type the current password and the new one.

Additionally, for security reasons:

• You will have to type the new password twice. In this way, we avoid typing errors.

• The software will show if that password has a low, medium or high security level. To make it easier, you can see it by red, orange or green colors.

• New password: Type the new password you want to use

• Old password: If you have used the "Remember password" option, write the password you received by email

Information about the storage capacity of external files (when you include a scanned document or a photo of a customer, animal, ...) in the software.

You can also view the number of emails sent and the number of emails still available to send.

  

This amount is limited monthly to contribute to the responsible sending of emails and avoid mass mailing or SPAM, so on the 1st of each month, this "counter" will be back to 0.

You will receive a notice when you are reaching the credit limit available to send more emails. You can buy extra credit that will allow you to send more emails. To do so, access the software by clicking on the icon to buy bad email credit.

Email consumption: Every time you send an email from the software (confirmation or cancellation of online reservations, booking confirmation, invoice/ticket, automatic recall, etc.), 1 unit will be added to the emails consumed.

If you also want to send an email to your email address (checking the option "send a copy"), an email will also be sent to this address and another unit will be added to the emails consumed.

As you know, all commercial communications must have been previously requested or expressly consented by the recipient (the user), unless there is a prior commercial relationship or has been obtained from public sources freely accessible.
Everything else, as well as the massive and systematic sending of emails, is considered SPAM and as such, is subject to sanctions.
Before sending emails to your users and/or customers, make sure you have their acceptance and still try to send "responsible" emails.
It is not the same to send an email with a reminder of an appointment that the user and/or customer has requested, with an invoice or with information relevant to a service, to send monthly newsletters or advertising mails.
Although a user has given his consent to send advertising emails, remember not to send too many emails or not relevant information to them. Try to make a responsible or reasonable mailing.

When you send an email from the software, the software will check in the GDPR section of your record, if the customer has accepted the reception of communications or notices and if not expressly accepted, it will show you a warning.

More info about Data Protection and GPRD:

Clic here

Clic here

You can configure the payment methods accepted in your business. In this way, when you made a new sale/services/.. you can select if the customer has paid you with a credit-card, cash, check, ....

• View Overdue: It allows you to select if you want the software to show you the booking, appointments, services, check-in and check-out "Overdue".