Not a cloud user? Check out the desktop article.
📝 Overview
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!
🧭 Getting Started
This section walks you through the essential first steps in DaySmart, from logging in to setting your hours and configuring key settings. It’s the perfect starting point whether you’re brand new or just need a quick refresher.
🔐 Login
Click the arrow to view how to login
Click the arrow to view how to login
Open your web browser.
Google Chrome is the web browser we recommend for using our software.
Go to DaySmart Pet Login.
Enter your Email and Password.
Click Login.
🕒 Set Up Business Hours
Instructional Video Coming Soon!
Click the arrow to learn how to set your business hours
Click the arrow to learn how to set your business hours
From the Appointment Book, tap More then select Schedule.
In the first row of the table (labeled Business Hours), click Edit.
For each day of the week:
Enter the Start and End times to set open hours, or
Mark the day Closed by unchecking the open box.
Click Save.
💡Pro Tip:
Changing your business hours in the software does not automatically update the hours shown in your Appointment Book. If your calendar view doesn’t reflect your new hours, you may need to manually adjust the display settings.
Click the arrow to learn how to adjust the hours displayed on the appointment book
Click the arrow to learn how to adjust the hours displayed on the appointment book
Log in to the cloud software. The Appointment Book will appear by default.
Click the Settings tab. The Calendar Options screen will open automatically.
Set your Start Time and End Time to match your business hours.
(Optional) Adjust the Time Interval and Refresh Rate to customize how your Appointment Book displays and updates.
Click Save to apply your changes.
💰 Configure Taxes
Instructional Video Coming Soon!
Click the arrow to learn how to configure Taxes
Click the arrow to learn how to configure Taxes
From the cloud website, navigate to Settings through the More dropdown
From the left sidebar under Management, click Taxes
At the top, select the correct region so that your taxes will be calculated correctly.
Click the Enable button next to a tax item.
Click Modify, then enter the Name and Rate for products and services. Do this for each of the possible taxes that may apply to products and/or services in your region. Then click Save.
Once you have set up a tax, you will be able to then Modify or Disable the taxes at any time.
When adding a new product or service, check the box next to each tax that will apply to that item. You can also go back and adjust these settings for existing products and services.
🛎️Setting Up Reminders
⛔️Disclaimer:
The following feature goes through a verification process through our partners at Twilio. Until this process is completed and customers opt-in for text messages, you will not be able to send text reminders.
A valid website is required as part of that verification process. If you do not have a website please utilize our free online booking website to fill that requirement. Social media links will result in the verification being rejected.
For any questions, feel free to chat with our support team or email us at [email protected]
Connecting with your clients is easier than ever with e-mail and text message reminders.
Click the arrow to learn how to set up reminders
Click the arrow to learn how to set up reminders
🔧 Verification Steps
Click the arrow to learn how to verify your business
Click the arrow to learn how to verify your business
From the cloud software, click More > Settings
Select E-mail & Texting > Reminders And Notifications.
Click the Get Started button
Enter company information.
The Business Email will appear as the sender on your clients’ emails.
The Primary Email will receive all email replies from clients.
All fields including a valid website must be completed for reminders to send properly. Social media links are not accepted for that messaging verification, if you do not have one please utilize our free online booking website.
Click Save Company Info.
⚠️Please Note:
This completes Twilio’s verification process. After this, if clients have not opted in for text messaging, only email reminders will be sent.
🔔 Customize Reminders
Click the arrow to learn how to enable appointment notifications
Click the arrow to learn how to enable appointment notifications
After saving, you’ll be taken to the Company Contact Info screen.
Click Reminders and Notifications again to open the Appointment Notifications screen.
Go through each tab to choose which message types (e.g., reminders, scheduled, changed, canceled) you'd like clients to receive.
Move the slider to On for any message type you want to enable.
For Appointment Reminders, choose when to send those reminders. Move the slide to On if you would like to enable a secondary reminder to send. The date selected on this slider should be closer to the appointment than the first reminder.
(Optional) Turn on text confirmations and cancellations:
These are Off by default and can only be activated after your Twilio number is verified.
To enable them, switch the slider On under the Confirmations and Cancellations tabs and choose how soon before an appointment you'd like clients be able to cancel.
Once enabled:
Confirmation ON: Adds "Reply C to confirm" at the end of the message.
If a client replies C, their appointment will be automatically marked as confirmed.
Cancellation ON: Adds "Reply X to cancel".
If a client replies X, the appointment will be canceled.
(Recommended) Turn on employee notifications for cancellations. This ensures staff are alerted if a client replies with X.
💼 Employees
Adding someone to the team is exciting and adding them to your software is easy!
Click the arrow to learn how to set up employees
Click the arrow to learn how to set up employees
⛔️ Disclaimer:
Employee profiles with a cloud account created will count toward your package's user allotment with users over that limit billed at $9/month per user. If you are unsure of your limit please contact us at [email protected].
Select the Employees icon at the top of the screen.
Select the + in the bottom right corner.
Enter employee's information. You must add at least the employee's first name, last name, and email address before you can move on to the next step. Then, 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.
Select the access level for this employee. Employee Access levels can be edited from the Settings tab of the Employees screen.
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.
After the employee profile has been created you can make changes as needed by selecting the Employees icon from the menu, clicking on the employee you would like to edit, making any necessary changes, and then selecting Save.
💡Pro tip:
If that employee has not received the email please have them check their spam folder.
An administrator can manually active an employee as well with the following steps:
Select your name name upper right.
Select Billing & Account.
Click Users.
Locate the employees name.
Select the Change Password option.
🛍️ Services & Products
Providing excellent services and products leaves a lasting impact and ensures customer satisfaction!
📋 Adding a Service
Click the arrow to learn how to add services
Click the arrow to learn how to add services
Select the Services Icon at the top of the page.
Click the + 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 page 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
Click the arrow to learn how to add products
Click the arrow to learn how to add products
Select the Products Icon at the top of the screen. This icon may be under the More button, which is also at the top of the screen.
Click the + 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 page, and use the search bar at the top to pull up the product. Simply click on the product name to edit the product.
👥 Managing Clients & Pets
Effectively managing both human and pet clients builds trust, nurtures relationships, and enhances satisfaction!
➕ Adding a Client & Pet
Click the arrow to learn how to add clients and pets
Click the arrow to learn how to add clients and pets
Click Clients/Pets from the top of the page.
Click on the + 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.
At the bottom, click Next: Add Pet.
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 expiration 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
Click the arrow to learn how to edit clients and pets
Click the arrow to learn how to edit clients and pets
Click More > Client/Pet from the top of the page.
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 Notes
Click the arrow to learn how to add or edit client notes
Click the arrow to learn how to add or edit client notes
Click More > Client/Pet from the top of the page.
Search for the client you wish to edit and click on their name.
Click the Notes tab at the top right.
Enter, 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 pop-up when adding this client to an appointment from the appointment book.
🐾 Pet Notes
Click the arrow to learn how to add or edit pet notes
Click the arrow to learn how to add or edit pet notes
Click More > Client/Pet from the top of the page.
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.
🗓️ Viewing Client & Pet Notes from an Appointment
Click the arrow to learn how to view notes from an appointment
Click the arrow to learn how to view 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
Tracking vaccinations helps build trust, deliver tailored care, and maintain high standards of service and safety.
➕ Adding Vaccinations
Click the arrow to learn how to add vaccinations
Click the arrow to learn how to add vaccinations
From the Appointment Book, select More then select 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
Click the arrow to learn how to require vaccinations
Click the arrow to learn how to require vaccinations
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
Click the arrow to learn how to add vaccinations through an appointment
Click the arrow to learn how to add vaccinations through an appointment
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 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.
🗓️ Managing Appointments
Mastering the appointment book keeps schedules smooth and efficient!
Click the arrow to learn how to manage appointments
Click the arrow to learn how to manage appointments
➕ Create an Appointment
Click the arrow to learn how to add an appointment
Click the arrow to learn how to add 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 Pet? 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 the arrow to learn how to edit an appointment
Click the arrow to learn how to 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 the arrow to learn how to cancel an appointment
Click the arrow to learn how to cancel an appointment
Click on the Appointment Book Icon at the top of the page.
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
Efficiently checking out clients ensures a smooth, seamless end to their experience!
Click the arrow to learn how to checkout
Click the arrow to learn how to checkout
📅 From an Appointment
Click the arrow to learn how to checkout with an appointment
Click the arrow to learn how to checkout with an appointment
Select the Appointment Book icon at the top of the page.
Click on an existing appointment.
If checked-in, click Check Out. Otherwise, go to Appt Details, select Actions, then choose Check Out.
After clicking Check Out, confirm the information is correct on this screen. Clicking on the shopping cart icon at the top of the screen will give you a list of appointments for the day. Selecting one of these appointments will take you to the same screen. You can change prices or add services, products, packages, memberships, and gift cards on this screen.
Click 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. If you use DaySmart Payments but are not using a card device, you will see an option to Enter Card Information for manual transactions.
Once you have selected the payment type and confirmed the amount to be paid select Close Ticket.
🧍 Without an Appointment
Click the arrow to learn how to checkout without an appointment
Click the arrow to learn how to checkout without an appointment
Start a new checkout using one of the following methods:
Click the Checkout (shopping cart) icon at the top of the page.
Or click +Create > New Transaction to start a new ticket manually.
Choose + 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 5-7 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.