Boarding Setup
Boarding Workflow
First step is to enable 'Boarding' in the Add Ons.
Navigate to Settings > Add Ons > Boarding. Select the green plus button on the far right to enable this feature.
Once enabled, edit the Check In and Check out times. This will be the default check in and out time for all boarding reservations and can only be edited through the boarding Add On. It can be edited at any time by selecting the gear icon next to the Add On, and selecting 'Edit Settings'.
You will also be prompted to select a boarding form, which is optional. The Boarding Form drop down will generate any letter templates that are in the clinics account. The clinic can create a boarding form letter specific to their needs.
The next setting is to select how the clinic would like to remind the client of their upcoming reservation.
Finally, it will ask for what payment method to use for this add on. Depending on the clinic users, it will show you how much the add on costs.
Now that the boarding Add On is enabled, a 'Boarding' tab will appear in the Schedule module. This is where you will control all of the boarding reservations and boarding forms.
First, the clinic will want to create inventory items for the 'Daily Rate' of their boarding rooms.
Navigate to the inventory module, select 'New Item' and add in the applicable information for the the boarding room. Under the 'Category' field, make sure to select 'Boarding' and set your price for this item (Daily Rate). These items (Daily Rate) is how you will charge for your boarding services and this is what will show on the associated invoice.
Navigate to the inventory module, select 'New Item' and add in the applicable information for the the boarding room. Under the 'Category' field, make sure to select 'Boarding' and set your price for this item (Daily Rate). These items (Daily Rate) is how you will charge for your boarding services and this is what will show on the associated invoice.
Next, the clinic will need to add 'New Room'. These rooms are what will show on the boarding reservation schedule.
Navigate to Settings > Configurations > New Room
Name the room (can be specific to which animals are boarded there)
Select the 'type' of room form the drop down list
Select the Max amount of guest that you will board in that room
Select the 'Daily Rate'. Click in this field and type in the item you created for this room. The list will generate your inventory items.
Select Yes or No for if the room is divisible. If you select 'Yes' for divisible, the form will give you the option to add other rooms you have in your system under this room. Basically, it is a way to show separate rooms, within a room.
Now that the rooms have been created, reservations can be booked by navigating to the schedule, selecting the boarding tab and selecting 'View Reservations'. The boarding schedule will appear with all the rooms created on the left side and dates on the top. See the screen shot below as an example of what the boarding schedule will look like.
A boarding room cannot be deleted if there are any current reservations for the room that needs to be deleted.
How to make a new reservation:
When making a new reservation, simply select the box associated with the room and date. DaySmart Vet will then prompt you with a form to fill out.
When making a new reservation, simply select the box associated with the room and date. DaySmart Vet will then prompt you with a form to fill out.
Enter in the client name.
Enter in the guest name.
Select the check in and out date. (check in date will auto populate with the date selected from the reservation schedule)
When the guest comes in for their reservation, select the guests name on the boarding schedule and it will prompt you with a form similar to checking in a patient through the schedule module. To check in the guest, select check in on the bottom of the from, same as you would for checking in a patient for a medical appointment. A form will appear to finish the check in process. Please see the screen shot below to see how the 'Check In Reservation' looks. It is very similar to the check in process for a medical appointment. Once the applicable information is added, select 'Check In' on the bottom right and the guest will now be checked into boarding.
When it is time for the guest to check out, select the guest on the boarding schedule and the reservation form will pop up. If needed, the stay can be extended from here by selecting the 'Extend Stay' button on the bottom left. If the guest is checking out, simply select the 'Check Out' option on the bottom of the reservation form. This will bring up the 'Check Out' form. Select the invoice to bring you to the applicable invoice for the stay, and take a 'New Payment' from the payment tab in the invoice. Then, navigate back to the boarding schedule and select check out.
