Daily starting point
- Open Overview for active customer, dog, room, reservation, and pending document counts.
- Open Arrivals when a customer arrives, confirm check-in details, extend active stays when needed, and check dogs out when they leave.
- Check Calendar for upcoming arrivals, departures, room assignments, and overlapping stays.
- Review new reservation inquiries, assign a room, then approve only after availability, care fit, and document readiness are clear.
- Use Documents to attach emailed files, review vaccine records, and resolve readiness gaps before confirming boarding.
- On mobile, use the dashboard View dropdown or the top mobile links to move between sections, including Guide, Staff, and Account.
Arrivals
Arrivals is the front-desk view for active stays. Use it to confirm arrival details, extend a checked-in stay to a later end date, and check the dog out when the stay is complete.
Reservations
Reservations are grouped by New, Approved, and Other. New reservations are still inquiries until staff reviews fit and availability; approved reservations are ready for arrival and check-in. Same-family stays with matching dates and room appear together so multi-dog stays can be reviewed as one household.
Rooms
Rooms controls the room list used on reservations and the calendar. Add new rooms from the Rooms page, adjust sort order or descriptions, and mark a room inactive when it should stop appearing as a new assignment option.
Calendar
The calendar shows active reservations, excluding declined, cancelled, and completed stays. Chips include dog, family, service, and room details; month controls let you scan ahead for busy stretches before approving new stays.
Customers
Customer records store contact, address, active status, dog count, reservation count, and last reservation date. Use search to find a household by name, email, phone, or address before editing contact details.
Dogs
Dog records store care basics, breed, sex, age, weight, special notes, vaccination status, profile photos, document counts, and active/hidden status. Staff can attach files directly from an expanded dog record when a customer sends paperwork or photos by email.
Documents
Documents includes a staff upload form, readiness alerts for dogs missing core records, and review tools for uploaded files. Approving vaccine documents records rabies, Bordetella, and distemper/parvo expiration dates; rejected, expired, pending, or missing files should be resolved before boarding.
Staff members
Staff members lists the real staff login accounts, including active status, role, email, created date, and last updated date. Roles are super admin for developer support, admin for owner access, and staff for day-to-day operations.
Account settings
Account lets the signed-in staff member update their own first name, last name, email, and password. The current password is required before account details can be saved.
Feature requests
Use Feature request to log requested capabilities, improvements, bugs, or content changes. Choose the page the request applies to, describe the change clearly, and mark items done after the work has been completed.
What should I do before approving a reservation?
Confirm the dates and room on the calendar, review care notes and medication needs, check same-family grouped reservations together, and make sure required documents are approved or clearly in progress.
Why are multiple reservations grouped together?
The Reservations page groups stays from the same family when the dates and assigned room match. This keeps multi-dog stays visually connected while preserving a separate expandable record for each dog.
Why does a dog show as needing review?
The readiness check found missing, pending, rejected, or expired core vaccine documents. Open Documents to see which records need attention, attach emailed files, or approve uploaded vaccine records.
What does hiding a dog do?
Hidden dogs are removed from active staff/customer lists without deleting historical reservation records.
Where do emailed vaccination records or dog photos go?
Use Documents to attach a file to any dog, or open the dog under Dogs and use the attach-file form there. Profile photo uploads update the dog image; vaccine records still need review and approval.
Where do I change my staff email or password?
Open Account from the dashboard menu, top Account link, mobile Account link, or the mobile View dropdown. Enter your current password, update your name, email, or new password, and save the account settings.
What do the staff roles mean?
Super admin is for full system support and emergency fixes, admin is for business owner access, and staff is for daily operations. Current staff users and roles are visible from Staff members.
Where should operational notes or requested changes go?
Add requested software changes under Features. Notes about a specific customer, dog, document, or stay should stay with the related record instead.
Helping a new customer book
- Send them to the home page and the Request section.
- They can submit the reservation inquiry without creating an account.
- Have them enter contact details, home address, stay dates, dog details, medication notes, care notes, and emergency contact.
- After submission, staff reviews the reservation from Reservations, assigns a room when appropriate, and follows up before the stay is confirmed.
- If they later create an account, they should use the same email address so the portal links to their reservation.
Returning customers
Returning customers can use the Returning customers section on the home page. The email link option sends a secure login link to the email on file and is the required way to claim a guest reservation inquiry before setting a password. Password login works only for customers who have already created a password. Mobile users can use the Login item in the top navigation.
Creating an account
The Create customer account panel now explains that accounts let customers upload dog photos, vaccination records, and care notes for future stays. If they already submitted a reservation inquiry, they should use the same email address; the site will send a confirmation link before linking the account and allowing a password to be set.
Customer portal
The portal lets customers update profile details, add or edit dog profiles, upload dog photos and records, view recent reservations, and cancel reservations that are still new or reviewing.
Dog profiles
Customers can add dogs with breed, sex, age, weight, vaccination status, and special notes. Existing dog cards expand so customers can edit details, remove a dog from the portal, view uploaded files, or upload more files.
File uploads
Customers upload files from a dog card in the portal. File types include dog profile photo, vaccination records, rabies certificate, Bordetella certificate, distemper/parvo records, vet paperwork, medication instructions, special care instructions, and other dog-related files. Staff can also attach those files from Documents or Dogs.
Upload limits
Allowed files are PDF, JPG, PNG, DOC, and DOCX, up to 10 MB. Dog profile photos must be JPG or PNG. Vaccine and paperwork uploads appear in staff Documents for review.
When customers need help
If a customer cannot log in, use Customers to confirm the email on file. If they email records or photos instead of uploading them, staff can attach those files from Documents or the dog record.
Should a new customer create an account before asking about a stay?
No. New customers can submit the reservation inquiry first. An account is useful later for uploading dog photos, vaccination records, care notes, profile updates, and reviewing past reservations.
What if the customer says their email is already on file?
Have them use Returning customers on the home page. They can request an email login link, use password login if they have a password, or ask staff to confirm the email under Customers. A guest reservation inquiry cannot be claimed by typing a new password until the customer opens the email confirmation link sent to that address.
Where is staff login on mobile?
The home page mobile navigation includes a Staff link that opens the staff login page. After signing in, staff use the dashboard View dropdown to switch sections.
Where does a customer upload vaccination records?
They sign in, open the customer portal, expand the dog card, choose the file type, add an expiration date if known, and upload the file. Staff then reviews it from Documents.
Can customers change or remove dog profiles?
Yes. They can edit dog details from the dog card. Removing a dog hides it from the portal but keeps historical reservations on file.
Can a customer cancel a reservation?
Customers can cancel reservations while they are new or reviewing. Approved, declined, completed, or already-cancelled reservations are handled by staff.
