Welcome to PetMaster! This manual will walk you through everything you need to run your pet care business from sign-up to invoices, scheduling, staff management, and more.
1. Open your web browser and go to your PetMaster sign-up URL (e.g., `https://app.petmastercrm.com/signup`).
2. Enter your **email address** and create a **strong password** (at least 8 characters, with a number and a symbol).
3. Click **Sign Up**.
4. Check your email for a verification link. Click the link to verify your account.
5. After verifying, you'll be taken to the **Onboarding Wizard**.
### 1.2 Completing Onboarding
1.**Business Name** — Enter the name of your pet care business.
2.**Business Type** — Select which services you offer:
- 🐕 Grooming
- 🏠 Pet Sitting
- 📦 Boarding
- 🚶 Dog Walking
(You can add or remove services later in Section 3.)
3.**Business Hours** — Set your normal operating hours (e.g., Monday–Friday, 9 AM – 5 PM). You can also set different hours for each day of the week.
4.**Staff Members** — Add your team members now or skip this step and add them later (see Section 5). Enter each person's name and email.
5.**Payment Settings** — Connect your Stripe account so you can accept online payments (see Section 6). You can skip this and set it up later.
Click **Finish Onboarding** to reach your dashboard.
### 1.3 First Login
1. Go to your PetMaster login URL.
2. Enter your email and password.
3. (Optional) Enable **two-factor authentication (2FA)** by going to **Settings → Security → Two-Factor Authentication** and scanning the QR code with Google Authenticator or Authy.
### 1.4 Setting Up Your Profile
1. Click the **gear icon** (⚙️) in the top-right corner.
2. Select **Settings**.
3. Update your:
- Display name
- Profile photo
- Notification preferences (email, in-app, mobile push)
4. Click **Save**.
### 1.5 Navigating the Interface
The main navigation bar runs along the left side of the screen. Here's what each section does:
| Icon/Label | Purpose |
|------------|---------|
| 📊 Dashboard | Overview of today's bookings, revenue, and alerts |
| 👥 Clients | Manage your client and pet database |
| 🛎️ Services | Set up services, prices, and packages |
| `Ctrl + N` (or `Cmd + N`) | Create a new booking |
| `?` | Show all keyboard shortcuts |
| `Esc` | Close modals, pop-ups, or side panels |
---
## 2. Managing Clients & Pets
### 2.1 Adding a New Client
Every client is a person (or household) who books services for their pets.
1. Click **👥 Clients** in the left navigation.
2. Click the **"+ Add Client"** button (top-right).
3. Fill in the client's information:
- **First & Last Name** (required)
- **Email** (required — used for receipts and messages)
- **Phone Number**
- **Address** (optional — useful for walking routes and boarding logistics)
4. Click **Save Client**.
### 2.2 Adding a Pet to a Client
Pets are always linked to a client. A client can have multiple pets.
1. Open the client's profile (click their name from the client list or search).
2. In the client's profile, click **"+ Add Pet"**.
3. Fill in the pet's information:
- **Pet Name**
- **Species** (Dog, Cat, Bird, Rabbit, Other)
- **Breed**
- **Age / Date of Birth**
- **Weight** (important for grooming and boarding pricing)
- **Color / Markings** (helpful identification)
- **Gender**
4.**Special Notes** — Add any relevant details:
- Allergies
- Medications
- Behavioral traits (e.g., "friendly with other dogs," "pulls on leash," "nippy when brushed")
- Vet contact information
5. Click **Save Pet**.
### 2.3 Editing a Client or Pet
1. Go to **👥 Clients** and click on the client you want to edit.
2. Click **Edit** (pencil icon) on either the client card or a specific pet card.
3. Make your changes.
4. Click **Save**.
### 2.4 Custom Fields (Optional)
If your business needs to collect additional information (e.g., collar type, crate size, food brand), you can add custom fields:
1. Go to **Settings → Custom Fields**.
2. Click **"+ Add Custom Field"**.
3. Choose the field type:
- Text
- Dropdown
- Yes/No
- Number
4. Name the field (e.g., "Food Brand") and set any options for dropdowns.
5. Click **Save**.
6. The custom field will now appear on client/pet profiles and booking forms.
### 2.5 Searching and Filtering Clients
1. Use the **search bar** at the top of the Clients page to search by name, email, or phone number.
2. Use **filters** (above the client list) to narrow results:
- Filter by pet type
- Filter by last booking date
- Filter by client status (Active, Inactive, Archived)
3. Click **Reset Filters** to clear all filters.
### 2.6 Viewing Client History
From a client's profile:
- **Bookings Tab** — See all past, current, and future bookings.
- **Invoices Tab** — See all invoices and payment history.
- **Messages Tab** — See all past messages with this client.
- **Activity Log** — Track changes made to the client record (who updated what and when).
### 2.7 Archiving a Client
If a client hasn't booked in over 12 months and you want to declutter your active list:
1. Open the client's profile.
2. Click the **three-dot menu** (⋯) in the top-right of the page.
3. Select **Archive Client**.
4. The client moves to **Archived Clients** (found under the filter dropdown).
5. You can restore an archived client anytime by going to **Archived Clients → Restore**.
---
## 3. Setting Up Services & Pricing
### 3.1 Creating a Service
Services are the things you sell: a groom, a sitting visit, a boarding night, etc.
1. Click **🛎️ Services** in the left navigation.
2. Click **"+ Add Service"**.
3. Fill in the service details:
| Field | What to Enter |
|-------|---------------|
| **Service Name** | e.g., "Full Dog Groom" or "Overnight Cat Boarding" |
| **Service Category** | Grooming, Sitting, Boarding, Walking, or a custom category |
| **Duration** | How long the service takes (e.g., 2 hours) |
| **Price** | Your standard price for this service |
| **Description** | A brief description (e.g., "Includes bath, haircut, nail trim, and ear cleaning") |
| **Max Guests** | Maximum number of pets accepted per booking (useful for multi-pet households) |
4.**Add Service Steps** (optional) — Click "Add Step" to break the service into sub-tasks (e.g., Bath → Dry → Groom → Nails). These steps appear on staff checklists.
5. Click **Save Service**.
### 3.2 Service Categories
Organize your services into categories for easier booking:
1. Go to **🛎️ Services → Categories** tab.
2. Click **"+ Add Category"**.
3. Name the category (e.g., "Premium Grooming," "Standard Boarding").
4. Drag and drop services into categories to organize them.
5. Click **Save**.
### 3.3 Creating Service Packages
Packages combine multiple services at a discounted rate (e.g., "Monthly Groom Membership").
1. Go to **🛎️ Services → Packages** tab.
2. Click **"+ Add Package"**.
3. Name the package and set a **package price**.
4. Click **"+ Add Service"** to include services in the package.
5. Set the **billing frequency** (one-time, weekly, monthly, quarterly).
6. Click **Save Package**.
### 3.4 Setting Per-Client Pricing Overrides
Some clients may have agreed-upon custom pricing. You can override the standard price for a specific client without changing the default.
1. Go to **👥 Clients** and open the client's profile.
2. Click the **Services** tab.
3. Find the service you want to customize and click **"+ Set Custom Price"**.
4. Enter the **override price** and optionally add a **reason** (e.g., "Multi-pet discount").
5. Click **Save**.
> **Note:** Per-client pricing only applies when that specific client books. The standard price remains unchanged for other clients.
### 3.5 Managing Service Availability
Control when each service is offered:
1. Go to **🛎️ Services**.
2. Click on a service to open its details.
3. Under **Availability**, toggle on/off the days and time slots when the service is offered.
4. Set a **minimum notice period** (e.g., "Must book at least 24 hours in advance").
5. Click **Save**.
---
## 4. Scheduling & Booking
### 4.1 Creating a Booking (Admin Side)
Admin bookings are made by you (the business owner or manager) for your clients.
1. Click **📅 Calendar** or **📋 Bookings** in the left navigation.
2. Click **"+ New Booking"** button.
3. Select the **client** (search by name).
4. Select the **pet(s)** this booking is for.
5. Choose the **service(s)** from the catalog.
6. Pick a **date and time** from the calendar picker.
7. If the service takes longer than the selected slot, adjust the **duration**.
8.**Assign a staff member** (if applicable — see Section 5).
9. Add **notes** (e.g., "Client's doorbell is broken, please ring the bell twice").
10. Click **Save Booking**.
### 4.2 Recurring Appointments
For regular bookings (e.g., every other Friday grooming):
1. Create a new booking as above.
2. Before saving, toggle **Repeat** on.
3. Choose the **repeat pattern**:
- Daily
- Weekly
- Every 2 weeks
- Monthly
4. Set an **end date** or **number of occurrences**.
5. Click **Save Booking**.
### 4.3 Quick Booking (from Client Profile)
A faster way to create a booking for a returning client:
1. Go to **👥 Clients** and click on the client.
2. Click **"+ Book Service"** on their profile.
3. Select the service and date/time.
4. Click **Confirm Booking**.
### 4.4 Self-Booking Portal
Clients can book services on their own through a branded self-booking page.
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Robert Perez