When a client asks who took Bella at drop-off or who handed Max back at pick-up, "someone on the front desk" isn't much of an answer. Especially when the whole team shares one login. Turn on staff initials and PawsAdmin asks for the initials of whoever is checking a pet in or out. It keeps them on the pet's visit, right next to the time.
It's one setting and it's off until you turn it on. If you never switch it on, check-in and check-out work exactly as they do today.
1. Turn it on
Go to Admin, then More settings (booking, pet notes, report cards): open more settings.
In the Check-in section, tick Require staff initials at check-in and check-out and press Save settings.
That's it. The next time anyone on your team checks a pet in or out, they'll be asked for their initials. Untick the box to switch it off again. Initials that were already saved stay on your visit history.
2. Checking a pet in
On your check-in list, press Check In as usual. A small box opens under the button asking Who is checking Bella in?
- Type your initials (up to 10 letters) and press Enter, or click Check In in the box.
- The button stays greyed out until something is typed, so nobody can skip it by accident.
- Changed your mind? Press Esc, click Cancel, or click anywhere else on the page. Nothing is saved.
Checking in a group of walk-ins? You're asked once for the whole group, and every pet in it gets the same initials.
3. Checking a pet out
Press Check Out on the pet's row and the same box appears, asking Who is checking Bella out? Type your initials and the pet is checked out.
- If you charge late fees, the initials box comes first, then the late fee window opens as usual. The Stay section of that window shows who checked the pet out.
- On the groomer page, the Check Out button asks for initials in the same way.
- Checked a pet out by mistake? Use the undo arrow next to Checked-Out as you always have. The pet is checked back in without asking again. The check-in initials are kept and the check-out initials are cleared, ready for the real pick-up.
4. Where the initials show up
- On the check-in list. Each pet's row shows In: AB next to the arrival time. Out: CD is added the moment they're checked out, with no page reload.
- In the pet's visit history. Click the service name on the pet's row, or open the pet's profile and press view next to Appointment Notes. Every visit shows the check-in and check-out initials under the date, plus the PawsAdmin login that was used.
Good to know
- Initials are what your team types. PawsAdmin doesn't check them against your staff list, so agree on a format (two letters, first and last name) and stick to it. Letters are saved in capitals, so "ab" and "AB" come out the same.
- The login is saved as well. Whoever is signed in is recorded on every check-in and check-out, even with this setting off. If your team shares one front desk login, that alone won't tell you who it was, which is why the initials matter.
- Only visits from now on. Visits from before you turned this on have no initials, and initials can't be added or changed afterwards.
- Automatic check-ins have no initials. Stays that PawsAdmin checks in on its own, such as the start of a boarding stay, are saved without initials because nobody pressed the button.
- It's the pet's check-out, not the invoice. Initials are recorded when the pet goes home. Closing or paying the invoice is separate and isn't signed.
Pro tip
Before you switch this on, tell the team at your next shift change and agree on everyone's initials. The first morning goes a lot smoother when nobody is stopped at the desk wondering whether to type "Sam" or "SK".
See also: Check pets in and out, and Charge late fees at pick-up.
Need help or have questions? Contact our support team at support@pawsadmin.com. We're always here to help you fetch success!