Not a cloud user? Check out the desktop article.
Welcome to Your DaySmart Pet Quick Start Guide!
Whether you're a new user or looking for a refresher, this guide is designed to get you up and running swiftly. In just a few simple steps, we'll walk you through the essential features and functions of your DaySmart account, empowering you to make the most of your experience. Let's dive in and explore the tools that will streamline your tasks and enhance your productivity!
Login
Open your web browser.
Go to DaySmart Pet Login.
Enter your username/email and password.
Click "Login."
Managing Clients and Pets
Adding a Client
Click the Clients icon.
Click on the plus button in the lower right-hand corner.
Fill out the client’s information:
First and Last Name: Enter the client's full name. These two fields are required in order to save the client.
Contact Information: Provide their mobile phone number (this is their primary number), alternate phone number, and email address.
Client Category: Use this to sort your clients into groups for marketing and discounts.
Birthday: Enter the client's birthdate for marketing or discounts.
Notifications: Choose what appointment notifications and marketing campaigns this client would like to receive by checking or unchecking the appropriate boxes
Address: Input the client's address if necessary.
Marketing referral: If you would like to record how this client came to know about your business, fill out this option.
Click on the Save and Exit button or select the Next: Add Pet button to add pet right away.
Adding a Pet
Click the Clients/Pet icon at the top of the software if you have already created your client Or From the New Client Page, Select Next: Add Pet (Skip to step 5)
Select the Client owner of the pet you wish to add
Select Pet Info on the top right of the clients page
Click the Add Pet button on the left and side
Fill out the Pet's information:
Pet Name: Enter the pet's name. This field is required in order to save the pet.
Species, Breed, Birth Date, Sex, Weight: These fields are not required, but are recommended.
Veterinarian: In the medical section, you can add the preferred veterinarian for the pet. Your DaySmart Pet Software makes it easy to save veterinarian profiles for future use. Simply type the information in the field, or select the pencil icon to edit existing veterinarian information.
Breeding status and medical conditions: These fields are not required, but are recommended.
Vaccinations: Add exparation dates and documentation for any required or recommended vaccinations. More info below on setting vaccination requirements.
Grooming Information: Add difficulty, length, color and texture. You can also mark grooming conditions which may affect the pet.
Personality Information: Add personality conditions which may affect the pet
Comments: This section is available to add more personal and specific notes for this pet. Comments are categorized by general, grooming, personality and medical.
Select Save to save details.
Editing a Client/Pet and Overview
Click the Clients icon.
Search for the client you wish to edit and click on their name.
Access the client's detailed profile to edit information.
Overview: See the client’s most recent and upcoming appointments, see and add cards on file, and see messages sent to the client. Messages sent include reminders.
Personal Info: see and edit client information.
History: See the client’s Visit Summary, Upcoming Appointments, Previous Services, Purchased Products, Cancelled Appointments (this includes cancelled and voided appointments), and Other Purchases.
Points & Balance: View and edit Loyalty Points. Leave a comment if you edit the loyalty point amount. View and edit Client Balances. Leave a comment if you add to or subtract from a client’s balance.
Forms: View the client's Pending Forms and Completed Forms. You can also manually send forms manually using the Complete Now button.
Notes: View and add client notes. Examples: Color formulas, haircut length, etc
Photos: View and add before/after photos of the client, or what the client wants to look like. You can also upload pictures of paper documents. Pictures must be saved to your computer to upload from your computer
Client/Pet Notes
Client
From the cloud software website, click the Clients/Pets icon.
Select a client from the list.
Click the Notes tab at the top right.
Enter, save, view, or edit notes.
If you wish to have the note pop up when creating an appointment, check the box Show note as Pop-up
If you have selected to have a note pop-up, it will do so when entering the client's information to an appointment from the appointment book.
Pet
From the cloud software website, click the Clients/Pets icon.
Select a client from the list to modify.
Click Pet info.
Select the pet's name on the left-hand side you would like to enter notes for.
At the bottom of the page will be a Comments section to enter General, Grooming, Personality, or Medical Comments.
Click Save when you are done
View Client/Pet Notes from an Appointment
Open an existing appointment for the client and click on Appt Details.
Click Notes under the Clients email to view or enter client notes.
Additionally, you can click on the pet's name at the top of the appointment to view Comments, Medical Info, Grooming notes, Personality notes, Recent Visits and Photos.
Vaccinations Overview
Adding Vaccinations
From the Vaccinations page, click the + at the bottom right side of the page.
Type in the name of the vaccination you wish to add.
Check the box if it's required or not.
If this is only for a certain species, choose the one that applies.
Choose the services that this vaccination must be required for in order to perform.
Click Save at the bottom right to add the vaccination.
Requiring Vaccines
From your DaySmart cloud software, navigate to More and then Vaccinations.
Here, you will see a list of all your current vaccinations.
Click on the vaccination that you would like to require and click the box This Vaccination is Required.
Then choose which services require this vaccination to be up to date.
Click Save at the bottom right to finish.
Vaccinations from the Appointment Book
Once you mark a vaccination as required, you will see an icon on the Appointment Book if the pet doesn't have those vaccinations up to date.
You can update these vaccinations directly from the appointment as well.
Click on the client's appointment and click Update.
This will pull up a list of the vaccinations and show which are required.
Confirm the client has these vaccinations and check the boxes next to the vaccinations they have, as well as update expiration dates.
You may also upload a copy of their vaccination by clicking +Add Document next to the vaccination you wish to update.
Click Update Vaccinations when you are finished and then click Save at the top right to save all of your changes and the appointment.
Services and Products
Adding a Service
Select the Services Icon.
Click the plus button.
Add service details:
Service Name: Enter the name of the service (e.g., Haircut, Manicure, Massage).
ID: This is meant to be a faster way to pull up your service, so you don’t have to type out the service name. This can be shorthand for the service name, numbers, or a combination of letters and numbers.
Service Duration: Specify the number of minutes the service takes to complete on average. You are able to edit this information on the appointment ticket.
Service Price: Enter the average cost of the service. You are able to edit this information on the appointment ticket.
Service Category: This option is not required. To add, simply type the name of the category you'd like to create in the box. After saving, this category will be available for future selection. Add/select the category that best fits the service. Examples: Hair, Nails, Skincare
Sales Tax: Don’t forget to click the box for Sales Tax if this service should be taxed.
Click the Save button.
Editing: If you ever need to make changes to the service details, return to the "Services" section and use the search bar at the top of your screen to pull up the service. Simply click on the service name to edit the service.
Adding a Product
Select the Products Icon.
Click the plus button.
Add product details:
Product Name: Enter the name of the product. Examples: Shampoo, Lipstick, Lotion.
Product Category: Add/select the appropriate category that the product falls under. Examples: Hair Care, Skincare, Makeup. This option is not required.
Product Brand: To add, simply type the name of the brand you'd like to create in the box. After saving, this brand will be available for future selection. This option is not required.
Product Size: Enter the size of the product. This option is not required.
Product SKU: If your products have barcodes, you can enter them here for easy scanning. This option is not required.
Product Price: Enter the retail price of the product. You can also add the wholesale price. Retail = the amount the client pays. Wholesale = the price you purchased this product for.
Stock Count: Input the current amount of the product you have in stock. Remember to update this number each time you get more stock in.
Product Supplier: Enter the supplier or vendor name for the product.
Sales Tax: Don’t forget to click the box for Sales Tax if this product should be taxed.
Click the Save button.
Editing: If you ever need to modify product details, return to the "Products" section, and use the search bar at the top to pull up the product. Simply click on the product name to edit the product.
Employees
Adding someone to the team is exciting and adding them to your software is easy!
Go to Employees.
Select the + in the bottom right corner.
Enter employee's information and press Next.
Selecting Yes for the Create Cloud Account option will add your new employee to the software. This will also allow them to login to the software from the website or a mobile app.
Check the boxes for Email Address and Text Message in the Appt. Notifications sections to allow the employee to receive notifications about their appointments.
If applicable, set Booth Renter status and Service Limitations.
Press Save.
The employee will now get an e-mail to that address asking them to complete the setup, including a link to click to create their account password. Once they complete their password set up, their account will be activated and added to the business’ billing account.
Setting Up Reminders
Connecting with your clients is easier than ever with e-mail and text message reminders.
Setting Up E-mail & Text Reminders
Select More > Settings
Choose E-mail And Texting > Reminders And Notifications.
Click the get started button and enter company information.
The Business Name will be the sender shown on your clients' e-mails and the Primary E-mail in the address that will receive e-mail replies.
Configure message types and preferences.
Save Company Info.
You will be taken to the Appointment Notifications screen, choose which message types you would like your clients to receive by toggling between tabs. Notice that text messaging is off by default. Simply move the slider to On if you wish to turn it on for any message type.
Clicking On for the Confirmation will add a "reply C to confirm" at the end of your reminder. Your client may respond C back to you and you will see this appointment confirmed on your appointment book
Clicking On for the Cancellations will add a "reply X to cancel" at the end of your reminder. It's recommended to turn on the notifications for employees when an appointment is cancelled as that will allow them to be notified if a client responds with X to cancel.
Managing Your Appointment Book
Scheduling an Appointment
Select the Appt Book icon to navigate to the appointment book screen.
Click the desired start time under the employee's column.
In the Which Client? field, enter client's name and select client from the list.
In the What Services? field, enter the service, and select service from the list. Repeat this step for any additional services you wish to schedule for the client.
Click Schedule to save the appointment.
Edit an Appointment
Click on the Appointment Book icon.
Click on the appointment to edit, then select Appointment Details.
Modify appointment details as needed.
Click the Save button.
Cancel an Appointment
Click on the Appointment Book Icon.
Click on the appointment you wish to cancel, then select the Appointment Details button.
Click on the Actions button in the upper right corner of the appointment and select the appropriate option
Cancel: Provide reason for cancellation, then click Cancel Appointment to confirm.
If this is a no show customer, check the box for the Mark as No Show option before confirming the cancellation.
Void: Provide reason for cancellation, uncheck the void payment option if this was a credit card transaction that you do not wish to fully refund, then click Void to confirm.
Checking Out Clients
How to Checkout
Select the Appointment Book icon.
Click on an existing appointment.
If checked-in, click Check Out. Otherwise, go to Appt Details > Actions > Check Out.
After clicking Check Out, Confirm the information is correct on this screen.
Proceed to Payments.
Select payment type, add amount, any comments and select add payment.
Pay Later: When pay later is selected you can select an amount to be added to the clients profile. This can be paid off later through the checkout as well
Custom: This option allows you to pick from a handful of payment options that you can add to and adjust as necessary
Credit: If you are using Daysmart Payments and you select Credit, the software will connect to your card device that has been entered in the software. Once you find the device and see connected, select Process Card and follow the prompts on the card device.
Once you have selected the payment type and confirmed the amount to be paid select Close Ticket.
Checking Clients Without an Appointment
Select the Appointment Book icon.
Click the Checkout shopping cart.
Choose Appointments tab for open appointments or New Transaction tab for new tickets.If you select this tab, you can search for a client via the search bar and create a new ticket. This is a great way to check out a ticket containing just products.
Follow steps 5-8 in the How to Checkout section.
You’re on your way to becoming a pro! Now that you have the essential pieces of DaySmart Software, you can dive deeper into our features by visiting our support site DaySmart Pet Knowledge Base