START-UP GUIDE for Version 2.5

Transcription

1 START-UP GUIDE for Version 2.5 PetExec 4153 E. la Costa Chandler, AZ Phone

2 Welcome to PetExec! Once you are set up in the system, you will need to take a few more steps to customize your system before using PetExec to its fullest. COMPANY PREFERENCES The Company Preferences section is located in the middle of the left menu of the page. These preferences usually only require setting up once; however, they can be revisited and revised. MAINTAIN COMPANY INFORMATION Ensure all company information is correct, complete and up to date when filling in the form. If there is a web camera, check the box and enter the URL of the video cameras. The URL is a single web address leading to a web page that will display links to all cameras. Note: Cameras take a lot of bandwidth, and the more cameras, the more customers you have, the slower your Internet connection will be during working hours. PetExec recommends a dedicated Internet connection just for your cameras to mitigate interference with Internet and possibly phone connections. Contact your local network people to talk about solutions for your business. MAINTAIN LOCATIONS If there are more than one location for pet drop off and/or pick up, those locations can be added here. Click on the location name and description to add or modify the location. Click on the "Delete" link to delete the location from the system.! 2

3 UPLOAD LOGO PetExec allows your unique brand to be uploaded and scaled for use on your system. Click on the "Browse" button, select the desired file and Click "Upload." Logos will be located on the upper left-hand side of the navigation menu and on PDF receipts. If there are any problems with uploading, please PetExec support at and send us your logo at that address. We will be happy to crop and scale the image free of charge. MAINTAIN TAXES If your state requires taxes, or you deal with multiple states where one or more of the states require taxes, this is where you set up the tax amount. Your products and services can be defined as "taxable" when you add an item in Products & Services (p.5). When marked, those taxable items will be used during the checkout procedure in conjunction with the billing state to determine what tax if any should be applied. Select a state from the drop-down menu and enter the tax amount (per dollar). For example, select "Colorado" and enter ".065" for Colorado's 6.5% sales tax. If there are no taxes for your state, you can skip this step. Click the "Add State Tax" button to add the tax to the system. Note: There is an associated preference to make your state the tax state for all transactions. Go to Company Preferences Application Preferences Processing (tab) to select that option. Order! 3

4 MAINTAIN CREDIT CARDS Select your accepted credit cards from the list and click the "Select Card" button to save your choices. Selected cards are shown during the checkout procedure when choosing to checkout via credit card. Note: If you opt to set up using VeriSign or Authorize.net, please ensure these cards match what your payment processor accepts. ALTERNATIVE PRICE TYPES Alternative price types are used to associate with pet breeds (not required) as a drop-down menu option in grooming services. When a price type is associated with a given breed (as in image, left), the system will use that price as a default. If no alternative price types are defined, the regular price will be used. SYSTEM PREFERENCES PetExec comes with many options to customize the system to your company's needs. Carefully review each of these options to be certain your settings are properly set.! 4

5 PRODUCTS & SERVICES Entering your products and services is a step that usually only needs to be done once, with the occasional addition or price change following. To add a product, fill out the form to add the selected service, highlighting the service or product as desired. Entering a sort order number will allow sorting in lists (lower numbers appear higher) and various displays. Highlight colors are used in various places in the system to help products stand out. Alternative prices are a way to set different prices for grooming services, where the price can vary widely depending on the breed. Breeds can be set for a given alternative price, and in that case, it will use the associated price if available. Excepting items like daycare packages, the quantity should remain set to "1". Some items like boarding charges are calculated at sign-out, so the default quantity should always be set to "1". In selecting daycare or boarding packages, please enter the quantity of the package in the "Quantity" field and the number of days you want the service to run in the "Number of Days Active" field. For example, if it is a 10 day package, enter '10' in the quantity field. The default is set to "999" to prevent premature expiration of packages. For boarding kennels, select the kennel size/type in the "Selected Kennel Type" drop-down. If the drop-down is empty, the sizes and types can be defined in the Kennel Count (p. 8). Once saved, you can modify the boarding names and descriptions in Boarding Type Details (see Kennel Setup section below).! 5

6 EMPLOYEES The Employee Maintenance section allows the administrator to maintain company employees and manage where and what in the system they are allowed to see via the Employee Type function. Set Up Employee Type To define a type and thus control what an employee is able to see in the program, enter the employee type then drag and drop the menu items from the left column to the right column. Order the associated menu items by dragging the items into the desired order. Click "Add Employee Type" to complete the addition. Add Employee Fill out the "Add Employee" form, selecting the employee type in order to activate the different menu options. Changing menu items is disabled. To enable more menu items, drag the items from the "Available Menu Items" column to the "Associated Menu Items" column. Maintain Employees Search for the employee and click on their name to view their record. Clicking the "Search" button with an empty search field will return all employees. Once you select the employee from the available list, modify the information as needed and click the "Modify Account" button to change the information. Note: Changing the employee type changes the menu to that type's options.! 6

7 OWNERS & PETS Add New Owner Building up your customer database is as easy as fill out the form and clicking "Create Account." Once their account has been created, you can associate any pets for that owner. Owners will be enabled to sign into the system and maintain their own information. Add a Pet Fill out the form to add a new pet. Existing pets for the owner will appear above the fields. Begin by selecting the pet type then the pet name. The breed list will populate for the selected breed type. Note: Any field name with a red mark is required. Behavioral Advisories will appear as a symbol wherever the pet is checked in--grooming, daycare, boarding, etc. Mousing over the symbol will bring up the selected warning[s]. Daycare Preferences list the pet's preferred play areas, which will appear in the daycare and boarding areas on the dashboard. Boarding Preferences record crate, brought items and feeding preferences; it also records special requirements. These will appear on the pet's scorecard, which can be printed for boarding pets. Vaccination dates are the date they are due, not the date they are entered. This is so the system will know when a pet's vaccinations are about to go out of date. Once the pet is entered, you can add another pet or upload a pet picture. Browse to find the picture and click "Upload Picture." Note: You might find it convenient to add a generic "Owner" and "Pet" for retail or offthe-street customer sales.! 7

8 KENNEL SETUP In this section, we'll add kennels to your system. As with most other setup items, this needs be done only once. The kennel setup require only three steps: 1. Add Kennel in Kennel Count 2. Add associated service in Products & Services 3. Name kennel types in Boarding Type Details (optional) Step 1: Kennel Count Fill out the form, specifying the kennel name, description (if desired) and the Kennel Count--i.e., the number of kennels fitting that particular description. If you have 25 large dog kennels, for instance, then the Kennel Count will be 25. Click on "Add Kennel" to save the kennel to your system. It will appear in the list of kennels below. In a cage-free kennel system, the Kennel Count should be the number of dogs that can be boarded in the room. If the maximum occupancy for a room is 20 dogs, then the Kennel Count is 20. For detailed instructions on how to set up a cage free system, please see page 10.! 8

9 Step 2: Associate in Products & Services On the left menu, click on Products & Services, then select "Add Product/Service." Name the boarding then choose "Boarding" from the Service Type drop-down. Fill out the rest of the form, being certain to keep the quantity at "1", as the service quantity in this case refers to a single boarding charge per type, even when the boardings are designed for multiple pets. (Only packages have multiple quantities and will be covered later in this guide.) Under "Selected Kennel Type," select the kennel type you would like that service to be associated with. Click "Add Service" to complete the addition. You can at this time add another boarding, go to Boarding Tye Details (linked in yellow directions area) or return to Kennel Count. The added service will be visible. Step 3: Name kennel types in Boarding Type Details (optional) Either from the Products/Services page or from the left menu under Company Preferences, go to "Boarding Type Details." By default, the kennels are named by the Kennel Count name and a successive number to the amount of kennels and have no description. If desired, however, each kennel or a block of kennels can be individually named. These will appear when a pet or pets are assigned to kennels in the boarding scheduling or sign-in pages. Additionally, a specific description can be added to each kennel. When finished entering the kennel information, scroll to the bottom of the page and click "Save Details." You are now ready to schedule and sign in pets! ("om "Schedule Boarding" page)! 9

10 CAGE FREE BOARDING SETUP To set up PetExec for pets staying overnight in one room: Step 1: Set up your room(s). Go to Company Preferences Kennel Count. Name the room and in the Kennel Count, put in the maximum number of guests for that room. Step 2: Time to set the drop-downs (associated services) Go to Products & Services Add product/ service. Name the product/service, remembering that this is what will be shown on the drop-down. The price is the price per night and quantity should remain at 1. make sure that you pick from the drop-down the correct kennel type if you have more than one. If you have the same nightly price per guest, you are done. If you have a discounted price for multiple pets from the same family, You can add another product / service for Slumber party - 2nd guest (or additional guest) and the price per night. Now when you schedule for boarding, you indicate how many guests are boarding and PetExec will keep track and prevent you from overbooking. Let the slumber party begin!! 10

11 DAYCARE SETUP In this section, we'll add daycares, scheduled daycare, and daycare packages to your system. Daycare Setup In Products & Services, click Add Product/Service. Fill in the necessary information. If the service is taxable, if there is an hourly charge or there is a minimum one hour charge, be certain to check the representative box. Click add service when finished. That daycare service will then appear in the drop-down on the daycare sign-in page. When signing in the pets, select whether they will require a little quiet time "nap," and then the Sign-In box. If a Daycare Package (see p.5) is associated with that pet's owner, the choice to use that package will appear on the right. Select drop-off and pick locations if necessary (the box will show the default location) and enter any daily notes, if any. To view or modify the pet's cart, check the "Redirect to Cart" button. Click "Sign-In Pets" to complete the sign-in.! 11

12 Scheduled Daycare Select the pets you wish to schedule by selecting the sign-in type and clicking on the "Schedule" checkbox for the pet along with the estimated sign-in time, nap and food requirements, and a note as needed. To schedule one day leave the start and end date the same; there is no need to select a specific day of week. For a repeating schedule, select the starting and ending dates and what days the pet will be coming in. They will appear on the main Daycare Sign-In page below the search field on the scheduled days. Daycare Packages--Adding to Products and Services Daycare packages are one of the few items in Products and Services that have a multiple quantity. To set one up, go to the "Add Products & Services" Page and fill out the information, making certain to specify the number of daycares are in that particular package. Be certain, as well, to keep the "Days Active" number to "999" (default) unless the package must expire (become inactive) sooner than that.! 12

13 Daycare Packages--Signing In If a daycare package is available, it will appear on the right side of the check-in area. If you don't wish to use it, you can disable using the package by unchecking the appropriate "Use Package" checkbox before selecting the sign-in checkbox. Please ensure the package count does not decrement. Boarding Packages Boarding packages work in the same way as do daycare packages. Fill out the rest of the form, entering alternate price types, if any (otherwise, only enter the default), and being certain to keep the quantity at as the number of days in that package, and the Number of Days Active to "999" unless it must expire sooner, and specify to which kennel the package applies. Click "Add Service" to save the new package.! 13

14 All of an owner's boarding packages will appear on the Schedule Boarding page (below). Click the box next to the desired package, making certain it is associated with the kennel the pet will be using (filled out in "Boarding Requirements" section. For example, the "Large Loft Boarding Package--30 Day" will apply to the Large Loft with Run kennels only. NEED HELP? PetExec is always there for you, working to keep your business running smoothly. Directions and help topics are available for an on-the-spot answer. But when something tricky pops up, we're here to help! Call for a fast answer to any of your program-related needs. Press 1 for Sales, 2 for Technical Support. Or, support@petexec.net. About The PetExec Team With over 25 years database development experience, 16 of which including database-driven web development across a wide array of applications, we have brought our knowledge and experience to the table, culminating in the development of PetExec. Our years of experience directly relating to the pet daycare/boarding industry have enabled us to make PetExec the most capable, easyto-use web-based application of its kind! PetExec,! Inc