Adding a new booking

Follow these steps to add a new boarding booking:

From the Boarding Calendar form:

1. Open the Boarding Calendar form if it is not already open.
2. Click on the required day in the month view to view bookings on that day if and next week or two ahead of the date selected.
3. Click on a cell in the calendar grid relevant to the required booking start day.
4. Click on the New button in the calendar ribbon OR right-click and choose New Booking from the menu, OR double click the cell.
5. The Boarding Booking form will appear and will be set to NEW mode. Enter the dates and times of the bookings and the customer – you can search for a customer or add a new customer or pet using the buttons next to the “Customer” drop-down and “Pet” grid. The number of chargeable days will be worked out based on the dates you have chosen and the various charging options you have set in the System Options – Boarding tab, and these can be overridden if required. Tick the pets that the booking is for in the “Pets” grid, note that you can tick more than one pet if they will be staying in the same run together, and the run can hold more than one pet. If you have set the boarding options to charge by Pet Size, then the Pet grid will display the rate being charged for each pet per chargeable day – you can override these if required. The Vaccinations column displays the current status of vaccinations for the pet, these can be viewed or edited by clicking the “…” button.
6. You can optionally choose the run type you wish to place the pets in by selecting in the Type drop-down. Then click the Choose Run button to bring up the Choose Run form showing the available runs for the dates selected. The Choose Run form is color coded to aid you in selecting the appropriate run(s) for the booking. Please note that you will only see runs suitable for the pets selected in the booking; for example if your booking is for a dog, you will only see runs using a “Run Type” which is setup for dogs, and able to fit the number of dogs selected in the booking. Additionally if you chose a run type in the booking, then the runs shown will only be for that run type. Ticking “Show the day before and after the booking” will show the run status for the day before Check In date and after Check Out date, note that you do not need to tick a run for these days. If a run is available for the whole duration of the booking then click the run name to select that run for each booking day. You can toggle the run selection for each day individually by clicking on the cell where the run and day intersects. Click Ok when finished to return to the Boarding Booking form. If you have set the boarding options to charge by Run Type, then the Runs grid will display the rate being charged for each run per chargeable day – you can override these is required. Ticking “Book Out Whole Run” will prevent pets from any other booking sharing the run(s) selected for this booking, even if there is space available.
7. If any rate discounts or surcharges have been defined that cover the booking length, date range (season), or number of pets in the booking, then these are brought through and the charge adjusted as appropriate. You can untick the “Used” column if you don’t want a particular discount/surcharge to be applied to the booking.
8. To select additional services for the booking, including activities, feeding, and medications, click the New button on the right of the “Booking Services” grid. The Boarding Booking Services form will appear and will be set to NEW mode. Choose the service, the particular pet that the service applies to (leave this blank if it applies to all pets in the booking), and change the rate if needed. If applicable, enter the Quantity of the service (e.g. amount of food or medication) and any other details in the Notes field. If the service will be a one-off, such as a pet pickup, select the “Occurs Once” option and choose the date it occurs. Otherwise if the service repeats regularly during the booking, select the “Repeat Every” option, and choose the days and dates that the service repeats – “1” means that the service will occur every day, “2” represents a service that occurs every two days, etc. You will also need to select at what time the service occurs during the day from the “Morning”, “Afternoon”, and “Evening” checkboxes. Click Save then New to save the service to the booking and begin adding another, or OK when you have finished adding all services to close the form.
9. Back on the Boarding Booking form, click OK to save the booking record. If the “Add Deposit on Completion” tickbox is ticked, you will now be prompted to enter a deposit. Select the “Payment Method” and enter in the payment amount. A deposit paid by two different methods can be entered by ticking the “Split Payment” checkbox, and entering in details of the second payment. Note: If you have a merchant account (USA only) you should process the payments at this point, see the Processing Payments topic for further information.
10. Click OK once done to save and close the deposit.
11. If you have configured PetLinx to send confirmations (see Messaging Center), a confirmation of the booking will be sent to the customer.

In the Menu:

1. Locate the customer/pet in the Customer/Pet List or search for the customer/pet. Once found, click to select it.
2. Click the New Booking button at the top of the menu to load the Board Booking form. Alternatively if you have the Boarding Calendar open, click and hold the mouse button down then drag and drop the customer or pet onto the start date you require.
3. Follow the instructions in the “From the Boarding Calendar form” section above to complete entry of the booking.

From the Customer or Pet flyout:

1. Locate the customer/pet in the Customer/Pet List or search for the customer/pet. Once found, double click or hit the ENTER key to open the customer or pet flyout. Click the Bookings tab.
2. Click Actions – New or Actions – New Board (if multiple modules are in use) to open the Board Booking form.
3. Follow the instructions in the “From the Boarding Calendar form” section above to complete entry of the booking.