At PawsAdmin, we understand the importance of tracking pet information efficiently. Our comprehensive note-taking system allows you to manage various types of notes with ease, ensuring you have all the necessary information at your fingertips.
Types of Notes Overview
- Pet Profile Notes 🔒 Internal only
- Appointment Booking Notes
- Appointment Session Notes 🔒 Internal only
- Customer Profile Notes 🔒 Internal only
- Specialized Program Notes 🔒 Internal only
- Report Cards
Note: For tracking vaccinations, allergies, medications, feedings, and other health information, please refer to our separate tutorial on Health Information Tracking.
Detailed Guide to Each Note Type
1. Pet Profile Notes
🔒 Internal only
These notes are visible only to you and your staff.
How to add profile notes:
- Go to a pet's profile
- Find the Notes section
- Add different types of notes (check-in, general, and incident)
Key features:
- Check-in notes appear during booking and check-in processes
- Note: Track late arrivals and no-shows in the Booking Metrics section
- At check-in, select 'late' or 'no-show' to automatically update metrics
2. Appointment Booking Notes
Online booking:
- Clients can add booking notes during the reservation process
For store/staff/admin:
- Add additional booking notes as needed
3. Appointment Session Notes
🔒 Internal only
These notes are visible only to you and your staff.
How to add appointment session notes:
- Check-in a pet
- In store view: Click on the service to add notes
- In staff account view: Add notes next to the checked-in pet
Accessing past appointment notes:
- Go to pet's profile > Appointment Notes to view notes for every appointment
- At booking, click on the bubble icon to view past notes
- On the check-in table, click on the service name to see all past notes
Pro tip: You can customize the default notes template to track additional information as needed. (see tutorial)
4. Customer Profile Notes
🔒 Internal only
To add:
- Go to a customer's profile
- Find the Notes section
- Add customer-specific notes
5. Specialized Program Notes
🔒 Internal only
a. Boarding Notes
- Access: Go to Notes/Todos > Boarding Notes or go to check-in table > todos
b. Hydrotherapy Notes
- Access: Under Shortcuts > Hydrotherapy Session Notes
c. Pool Condition Notes
- Access: Under Shortcuts > Pool/Threadmill Notes
6. Report Cards to Customers
Send notes directly to clients through report cards. For a detailed guide, please refer to our Report Cards Tutorial.
Best Practices for Note Management
- Consistency: Develop a standardized approach to note-taking across your team
- Relevance: Keep notes concise and relevant to ensure quick readability
- Regular Updates: Encourage staff to update notes after each interaction with a pet
- Training: Ensure all staff members understand how to use and access different note types
Pro Tips
- Regularly review and archive outdated notes to keep profiles current
- Utilize appointment session notes to track progress
- Utilize profile check-in notes for tracking behavior issues
Troubleshooting
- If notes aren't appearing where expected, double-check the note type and visibility settings
- For any discrepancies in note history, refer to the pet's complete profile for a comprehensive view
Remember, effective note management is key to providing personalized, high-quality care for each pet. It's all about creating a pawsitive experience for pets and their owners alike!
Need help mastering the art of pet note-taking? Our support team is always ready to assist you in creating a note system that works best for your business!