Welcome to PawsAdmin Hydrotherapy Program! Let's Get Started!

Estimated Time: ~20 minutes

Goal: Complete setup, walk through the basic workflow, and get your hydrotherapy up and running.

Tip: To stay within the time limit, avoid getting stuck on a specific task. Fill in what you can, and if you have questions, write them down to review later or contact support.

1. Business Profile: Your Brand (2 Minutes)

  • Why: This info appears on invoices and communications.
  • Action:
    • Go to: Admin > Admin(new) Settings > Your Business.
    • Company Info: Click "Edit." Update your business details and "Save." (link)
    • Logo: Click "Edit." Upload your logo (PNG, JPG, etc.). "Update Logo" (skip if needed). (link)
    • Waiver: Click "Edit." Use our template ("Copy") or paste yours. "Save Waiver." (link)

2. Hydrotherapy Services & Pricing (5 Minutes)

Purpose: define what clients can buy, and how package credits are tracked.

Your therapy setup has two building blocks, and it helps to keep them straight from the start. Prices and categories decide what clients buy and which package a visit is deducted from. Schedules (next section) decide when clients can book. Set up prices first.

First: do you need categories?

A category is one type of therapy - Hydrotherapy, Laser, Physio, Conditioning. You can have up to 5.

  • Keep it simple - skip categories. If you offer one type of therapy, or you don't sell multi-session packages, or you prefer choosing at checkout, you don't need categories at all. Just add your prices and move on.
  • Use categories if you sell packages for more than one type of therapy - say, a hydrotherapy 5-pack and a laser 10-pack - and a pet may hold both at once. Categories keep each balance separate, so a laser visit never uses up a hydro credit.

Adding prices (no categories)

  1. Go to Admin > Settings > Products & Services > Prices and Services.
  2. Click +Add Price and select your therapy service.
  3. Checkout Name: the client-facing name, e.g. "Therapy session (30 min)".
  4. Package Type:
    • Single Usage - one session (1 credit).
    • Multiple Usage - a multi-session pack, e.g. 5 or 10 sessions. You can set an expiry in days if the pack should lapse.
    • Unlimited - a time-based membership (weekly, monthly, yearly).
  5. Set the price and save. Repeat for each price on your menu.

Adding prices with categories

  1. Go to Admin > Settings > Products & Services > Prices and Services.
  2. Click +Add Price and select your therapy service. A Category dropdown appears.
  3. Pick the category this price belongs to - or choose New Category and name it (e.g. "Laser"). Creating your first price for a type creates the category along with it.
  4. Choose the Package Type - Single Usage for one session, Multiple Usage for a pack (e.g. Laser 10-pack) - set the price, and save.
  5. Repeat until every category has its full menu.

Tip: give every category a single-session price, not just packs. When a pet runs out of credits, the single-session price is what gets added to the invoice automatically at check-in.

Your categories are listed on the same page with a remove button next to each. A category can't be removed while prices still use it - remove or re-categorize those prices first. Each pet's balance shows per category on their profile, e.g. "Hydrotherapy: 3 left · Laser: 8 left".

Need help? Email your price list to support and we'll set it up for you.

3. Hydrotherapy Schedules (5 Minutes)

Purpose: set when clients can book, and with whom.

First: pick your scheduling model

  • Model 1 - flexible. Your team members can do any type of session in any slot. You'll set up one schedule per team member, and the therapy type gets chosen at booking time.
  • Model 2 - fixed times per type. Each therapy type has its own hours - hydro on Monday and Wednesday mornings, laser on Tuesday afternoons - or its own resource, like a pool or a laser room. Each time slot is locked to one type, so there's nothing to choose at booking.

Set up team members (both models)

  1. Go to Admin > Settings > Calendar & Capacity > Service provider schedule.
  2. Under Add appointment team member, add a column for each provider.
    • Model 1: one per person - "Sarah", "Jamie".
    • Model 2: you can also name columns after the resource instead - "Hydro Pool", "Laser Room" - if the room, not the person, is what limits bookings.
  3. Click Manage Schedule next to a team member and check the services they provide.
  4. Scheduling type: leave both options unchecked for spot-based slots (e.g. every 30 minutes). Check Enable end time and Remove overlapped vacancies for stacked appointments with flexible lengths.

Add availability

  1. Click +Add new time spots and set the time range, interval, and days.
  2. Set the Category dropdown - this is where the two models differ:
    • Model 1: leave it on Allow all categories. At booking, after a time is picked, the client (or your staff) chooses the therapy type, and the right package is deducted.
    • Model 2: pick the specific category for these spots - e.g. Monday 9–12 as Hydrotherapy, Tuesday 1–4 as Laser. The slot is locked to that type, and the matching package is deducted automatically.
  3. Click Preview to review the week, and use the Time-off/closure tab for holidays.

Not using categories? The Category dropdown won't appear - just add your time spots and you're done.

Need help? Email your schedule to support and we'll set it up for you.

4. Therapist Accounts (5 Minutes)

  • Purpose: Create login accounts for your therapists.
  • Action:
    • Go to: Admin > Settings > Team.  (link)
    • Add Accounts: Click "Add Account" under "Appointment Staff accounts."
    • Select the therapist.
    • Set username, email, and password.
    • Check "Send welcome email."
    • Click "Go."
    • Note: For enhanced therapist permissions, consider setting up "store" account type for the therapist.
    • Other account types: Admin, Store, Clock-In/Out. follow the same process.

5. Client & Pet Profiles: Tailor Your Data (5 Minutes)

  • Why: Track essential information.
  • Action:
    • Go to: Admin > Admin (New) > Settings > Clients & Pets > Tracked Fields.
    • Pet Fields: Review and disable irrelevant fields. "Add Custom Field" for unique data.  (link)
    • Client Fields: Click the "Client" tab. Review and customize fields. (link)

6. Online Booking & Payments: Streamline Your Process (5 Minutes)

  • Online Booking (Optional):
    • Navigate: Left Menu > Communications > Online Booking > Configuration (link)
    • Customize colors, brand message, and cancellation window.
    • Click "Update Configuration."
    • Add hydrotherapy service options: Click on the "Advanced settings" tab > "View Advanced Options" (link)
      • Scroll down to "3. Add options to date page", under Therapy, add your custom options, e.g., "1st visit (45 min consultation)", "returned visitor for laser", "recreational swim", "therapeutic swim".
  • Online Payments (Optional):
    • Navigate: Left Menu > Admin > Integrated Payments (link)
    • Connect your Stripe account.
    • Require Payment Info at Booking (Optional):
      • Go back to Online Booking > Configuration (link)
      • Check "Auto-match clients" and "Credit card/deposit required at booking."
      • Click "Update Configuration."
  •  

Additional Setup Options:

  • Automated Marketing: Communications > Marketing to enable automated birthday wishes, welcome new customers, vaccination reminders, report cards, loyalty program, newsletter, review collection, and more. (link) (optional)

    Navigate to: Left menu → Admin → Admin(NEW) → Marketing (link)

    1. Enable Birthday notifications 
    2. Enable Report Cards to send to customer
    3. Enable Vaccination tracking for automatic reminders
    4. Enable Loyalty program for repeat customers
    5. Enable Review collection to build your online reputation
  • Hydrotherapy notes: Default template in left side menu > shortcuts > swimming > Add new swimming session note (link). You can set up Custom Hydrotherapy Notes Template: Create and personalize your own hydrotherapy notes format (link)

With the common setup steps complete, let's explore how things work in PawsAdmin in Step 2/3: Workflow (15 minutes).

Next Steps:

  • Step 2/3: Workflow (Link) (15 minutes)
  • Step 3/3: Going Live (Link) (5 minutes)

 

 

Need assistance? Contact our support team at support@pawsadmin.com