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Petsoft Support Documentation

website·Indexed 31 days ago

https://support.petsoft.com

Comprehensive guides for managing pet boarding and daycare businesses, including tools for online booking via the Parent Portal, kennel occupancy tracking, financial reporting, staff scheduling, and pet medical records.

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What's inside Petsoft

  1. Overview of Petsoft Parent Portal capabilities

    The Parent Portal is a cross-platform tool (phones, tablets, and computers) for pet parents to manage their relationship with a pet care facility. Key capabilities include:

    • Booking stays: Request daycare, boarding, or grooming.
    • Pet Management: Add pets, update details, and upload vaccination records.
    • Payments: Pay required deposits during booking and view past invoices/payments.
    • Account Management: Update contact information, notification preferences, and stored payment methods.

  2. Interpret the Kennel Run Overview grid

    The Kennel Run Overview is an interactive weekly occupancy board. It uses color-coding to indicate run status:

    • Green: Empty/Available.
    • No Color: Normally occupied.
    • Blue: Reservation is currently being created ("in-process").
    • Yellow: Overlap (double-booked on the same day).

    Note: Drag-and-drop functionality between runs is not supported.

  3. Interpret reservation status colors on the Kennel Run Overview

    The board uses specific colors to indicate the status of a run or reservation:

    • Green: Available (the run is empty).
    • Default (no color): Occupied (a reservation fills the run).
    • Blue: In-Process (a reservation is currently being created or claimed).
    • Yellow: Overlapped (two reservations are assigned to the same run on the same day).

  4. Set up vaccine expiration warning windows

    The warning window determines when Petsoft begins notifying customers and staff about an upcoming vaccine expiration. A recommended setting is 30 days to allow customers sufficient time to schedule veterinary appointments.

    The warning window triggers:

    • Automated reminder emails to customers.
    • Red and yellow flags on the staff dashboard.
    • Notifications within the customer portal.

  5. Check pets in and out using the Kennel Run Overview

    The board does not have dedicated check-in, check-out, or payment buttons. To perform these actions, click on a reservation block to open the Reservation Edit page. Check-in and check-out status is indicated by an icon on the reservation block.

  6. Manage Customer and Pet Tags in PetSoft CRM

    Use colored tags to categorize and label customers and pets across the office portal. These tags allow for quick visual identification and can be tracked using the tag report to identify which entities carry specific tags.

  7. Understand the Kennel Run Overview board layout

    The Kennel Run Overview board provides a daily schedule of pet occupancy. It is accessed via Overview > Home. The board is organized as a grid where the left side (rows) represents the runs and the top (columns) represents the dates. Colored blocks within the grid represent reservations, with the length of the block indicating the duration of the stay.

  8. Handle overbooked kennel runs

    When more pets are booked than available runs, the Kennel Run Overview will display a negative number in red. To resolve this, you must either move a pet to a different run or contact the owner to reschedule.

  9. Manage retail items and reservation add-ons in Petsoft

    Petsoft allows businesses to manage the sale of retail items (such as treats and toys) and reservation add-ons. Price changes for these items can be scheduled using rate sets.

  10. Manage customer portal access and restrictions

    If customers cannot log in, they should use the 'Forgot Password' link or you can send a password reset link from their customer profile. To prevent a customer from booking online, change their status to Banned in the Overview tab of their customer profile; this blocks portal requests but allows them to still contact the facility via phone.

  11. Manage organization and report group permissions

    Use the team management security permissions settings to create organization and report groups, grant specific permissions to users, and restrict access to sensitive reports or billing settings.

  12. Manage Petsoft subscription and billing settings

    Subscription management is located under Organization > Manage > Account Information. This section contains six tabs: Payment Information, Subscription Tier, Billing History, Accounts, SMS Usage, and Payment Gateway Integration.

    Permissions: While most staff can view these tabs, only users with the Petsoft Account Owner permission can modify payment methods, subscription tiers, cancellation, or payment gateway onboarding. Reactivation flows are also restricted to Account Owners.