📝 Overview
The Boarding Add-On makes it easy to manage pet boarding in your clinic. You can create reservations, assign pets to runs or cages, and track any medical needs if applicable when the guest is staying with your clinic.
💡 To access the boarding training videos, click the question mark on the top right of your screen, and select "E-Learning". You will find the "Boarding" training within the "All Courses" tab.
✅ Enabling Boarding
Learn how to enable the boarding feature from the Settings.
💡 All new accounts have boarding enabled by default.
Click the arrow to learn how to enable boarding
Click the arrow to learn how to enable boarding
Navigate to Settings > Add Ons > Boarding. Select the green + 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
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.
⚙️ Boarding Setup
In order to use the boarding feature, your clinic will need to set up the rooms and associated fees
Click the arrow to learn how to setup boarding
Click the arrow to learn how to setup boarding
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. The following are required fields to make a boarding rate.
Name: This will be used when applying the rate to the specific boarding room/cage/run. Make sure to differentiate it if needed.
Category: Once the boarding Add On is enabled, there will be a boarding category. Make sure to use this category.
Base Price: Price the rate appropriately for the room/cage/run. Use the "Fixed Price" option, as this is not based off of a physically purchased item.
Next, the clinic will need to add "New Room'. These rooms are what will show on the boarding reservation schedule: Follow the steps below to set up boarding rooms.
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 Guest" amount of guest that you will board in that room. This will reflect on your reservation schedule, and allows for the booking of up to the max amount you enter in
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
⚠️ A boarding room cannot be deleted if there are any current reservations for the room that needs to be deleted.
🏥 Workflow
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.
How to make a New Reservation
Click the arrow to learn more
Click the arrow to learn more
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)
Checking in & Checking Out a Reservation
Click the arrow to learn more
Click the arrow to learn more
Checking In
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 "Save" on the bottom right and the guest will now be checked into boarding.
Checking Out
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, the recommended workflow is to check out first, then return to the reservation, open the invoice, and take payment from there. This is because checking out the reservation triggers the invoice to recalculate the number of days the guest was boarded, adjusting the total if the guest was picked up early.
Boarding Dashboard
Click to learn more
Click to learn more
Our boarding dashboard allows looking at the boarding reservation at a glance. It provides a clear view of how many patients are checked in, checking out, or currently boarded on a particular day.
To access the boarding dashboard, select the Schedule module on the left hand navigation. Open the Boarding option and select Dashboard.
There are 3 columns:
Checking In
Checking Out
Currently Boarded
At the top, you'll find a key showing the different appointment statuses, making it easy to identify each appointment.
At the top of each reservation, you'll see its status (e.g., Arriving today, Pending checkout, etc.( and how many days they reservation is for.
Below the reservation status is the room name that the guest is booked in. Additionally, you will find the name (clickable link to their profile), species, and check in & out dates of their reservation.
Checking In
To check in an appointment from the dashboard, simply click the appointment and select Check In on the bottom of the dialog and fill in the form like you typically do.
Single Day Reservation
If a guest is booked for a single day, their reservation will be found in the Checking Out column, with the status of Arriving today and a 0 listed for the number of nights.
You will check in the appointment from the Checkin Out column for single day reservations. Click the appointment and select Check In from the bottom of the dialog. The guest will not move columns, as they are already in the Checking Out column, however their status will change to Pending checkout.
Checking out
To check out an appointment, simply click the appointment from the Checking Out column and select Check Out.
💡Tip: The recommended workflow is to check out first, then return to the reservation, open the invoice, and take payment from there. This is because checking out the reservation triggers the invoice to recalculate the number of days the guest was boarded, adjusting the total if the guest was picked up early.
Overdue Check In
he Overdue Check-In status indicates that a guest is past their reserved check-in date. This alerts staff that the guest either never showed up or was simply not checked in.
The clinic can also print reports on the reservation list or checkout list via the dashboard, by clicking on the gear icon in the applicable option.
