Hydrotherapy Onboarding Guide: Step 1 of 3 – Set Up

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 your services and set prices.
• Action:
  • Go to: Admin > Settings > Products & Services > Prices and Services. (link)
  • Click "Edit" next to "Hydrotherapy."
  • Click "+Add Price" and select "Hydrotherapy."
  • Checkout Name: Enter the client-facing name.
  • Package Type: Choose:
    • Single Usage (one session)
    • Multiple Usage (package, e.g., 6-session therapy, 6-session laser)
    • Unlimited (membership, recurring billing optional)
  • Set the price.
  • Set "1st/2nd dog price" for multi-dog discounts.
  • Need Help? Email your price list to support for import assistance.

3. Hydrotherapy Schedules (5 Minutes)

• Purpose: Set your therapists' availability.
• Action:
  • Go to: Admin > Settings > Calendar & Capacity > Service provider schedule. (link)
  • Add Therapists: Scroll to "Add appointment team member," enter names, and click "Add."
  • Set Schedule: Click "Manage Schedule" next to a therapist.
    • Who & What: Check the services they provide.
    • Scheduling Type:
      • Spot-based (e.g., 2 pets at 8 AM): Leave both options unchecked.
      • Stacked (e.g., 9 AM - 4 PM with flexible durations): Check "Enable end time" and "Remove overlapped vacancies".
    • Click "Update".
    • Add Availability: Click "+Add new time spots." Set time ranges and days.
    • Preview: Click "Preview" to review.
  • Time-off/Closure: Use the "Time-off/closure" tab or the admin menu.
  • Need Help? Email your schedule to support for assistance.

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