Learn how to edit customer and pet information, manage photos, track health records, and maintain accurate customer data.
Editing Customer Information
Updating Owner Details
Open any pet profile
Click the edit icon next to the owner's name in the left sidebar
Update any of the following:
First Name and Surname
Phone number and email
Street address and location details
Emergency contact information
Click Save to apply changes
💡 Tip: Changes to owner information automatically apply to all pets belonging to that owner.
Managing Pet Information
Editing Pet Details
Open the pet's profile
Click the edit icon next to the pet's name
Update pet information:
Name
Breed
Gender
Birthday
Desexed status
Physical measurements (weight, height)
Click Save
Adding Quick Notes
Quick Notes appear prominently in the pet's profile and are visible to all team members.
How to Add Notes:
Scroll to the Quick Notes section in the left sidebar
Click in the text area
Type your notes
Click "Save Notes"
Best Uses for Quick Notes:
Behavioral information ("Nervous around loud noises")
Special handling requirements ("Prefers female groomers")
Medical conditions or allergies ("Allergic to chicken")
Dietary restrictions or preferences
Owner communication preferences
Photo Management
Adding or Changing Pet Photos
Open the pet's profile
Click "Edit Photo" above the pet's current photo
Choose one of these options:
Upload Photo - Select from your device
Take Photo - Use your device camera
Remove Photo - Delete the current photo
Crop or adjust the photo as needed
Click Save
Photo Guidelines:
Use clear, well-lit photos
Show the pet's face clearly
Square photos work best
Recommended size: 500x500 pixels minimum
Supported formats: JPG, PNG
💡 Tip: Good photos make it easier for team members to identify pets, especially families with multiple pets of the same breed.
Managing Health Information
Tracking Weight
Petboost tracks weight history and prompts for updates:
View Current Weight - Displayed in the sidebar with last update date
Update Weight - Click the weight card to enter new measurements
"Due for Update" indicator appears when weight hasn't been updated recently
Best Practice: Update weight at each visit for accurate health tracking.
Managing Vaccinations
Adding Vaccination Records:
Go to the Vaccinations tab
Click "Add Vaccination Records"
Upload certificate documents:
Take a photo of the certificate
Upload from your device
Select multiple files at once
Add vaccination details:
Vaccine type
Date administered
Expiration date
Veterinarian information
Click Save
Quick Access:
Click "Manage" in the vaccinations card (left sidebar) for quick access
Download certificates when needed
View expiration dates at a glance
Status Indicators:
"No certificates" - None uploaded yet
"Current" - All vaccinations up to date
"Expiring Soon" - Renewal needed within 30 days
"Expired" - Vaccination has expired
Health Attributes
Add health-related attributes in the Petprint tab:
Attribute Categories:
Health Conditions - Ongoing medical issues
Allergies - Food, environmental, or product allergies
Behavioral Traits - Anxiety, aggression, or reactivity
Physical Characteristics - Coat color, eye color, size
To Manage Attributes:
Go to the Petprint tab
Click "Manage" in the Attributes section
Select or add attributes from each category
Click Save
Managing Service Preferences
Grooming Preferences
Document detailed grooming instructions to ensure consistency across services.
Setting Up Preferences:
Go to the Grooming Preferences tab
Set preferences for three areas:
Head and Face:
Ear trim specifications
Face style preferences
Sensitivity notes
Upload reference photos
Body and Tail:
Body coat length requests
Tail preferences
Upload profile photos
Feet and Legs:
Leg trim style
Paw preferences
Nail care instructions
Upload paw photos
Click "Set up Preferences" for each section
Add notes and upload photos
Save your changes
💡 Tip: Reference photos eliminate miscommunication and ensure consistent results.
Care & Service Preferences
Under the Care & Service Preferences section (in Grooming tab):
View pet attributes relevant to grooming
See allergies and behavioral traits
Access quick attribute management
All attributes sync with the Petprint tab
Managing Insurance Information
In the Petprint tab, track pet insurance details:
Insurance Fields:
Insurance Provider - Company name
Policy Number - Policy ID (copyable)
Policy Expiry - Coverage end date
To Add Insurance:
Go to the Petprint tab
Scroll to Insurance Information
Click Edit or fill in the fields
Enter provider, policy number, and expiry date
Click Save
Quick Copy: Click the copy icon next to the policy number to copy it to your clipboard.
Managing Identification
Microchip Information
Track microchip numbers in the Identification section of the Petprint tab:
Enter the microchip number
Click Save
Click the copy icon to copy the number when needed
💡 Tip: Microchip numbers are essential for lost pet recovery and boarding facilities.
Managing Family Pets
Viewing All Pets for an Owner
The Family Pets section (in the left sidebar) shows all pets belonging to the current owner:
Total number of pets
Pet photos, names, and breeds
Quick navigation to sibling profiles
Visual indicator for the current pet
To View a Sibling Pet:
Scroll to the Family Pets section
Click on any pet card
Their profile will open immediately
Adding Additional Pets
From Existing Pet Profile:
Open any pet belonging to the owner
Click "New Pet" (in the Appointments tab header)
The owner's information is automatically filled
Add new pet details only
Click Complete Required Fields
Best Practice: Always check the Family Pets section before creating a new customer to avoid duplicates.
Managing Appointments
View and manage all appointments from the Appointments tab:
What You Can Do:
View all past appointments
See upcoming bookings
Click "New" to book a new appointment
View appointment details, status, and history
Appointment Information Displayed:
Service name and date
Team member assigned
Appointment status
Duration and notes
Managing Packages
Track service package purchases and credits:
Package Details:
Package name and service
Credits purchased vs. remaining
Expiration dates
Purchase date and history
Actions:
Click "New" to purchase a new package
View package details and usage history
Track remaining credits at a glance
Managing Paperwork
Store and access signed agreements and contracts:
Document Types:
Service Agreements - Terms and conditions
Liability Waivers - Protection documents
Attachments - Supporting documentation
Managing Documents:
Upload signed paperwork
View and download agreements
Track signing dates
Store customer-specific documents
Payment Methods
Managing Cards on File
The customer's payment method appears in both:
The pet list view (main page)
The pet profile sidebar
Card Information Displayed:
Card type (Visa, Mastercard, etc.)
Last 4 digits
Expiration date
Active/Inactive status
To Update Payment Methods:
Click the edit icon next to the owner's name
Update payment card information
Save changes
Status Indicators:
"Card on file" (green) - Active payment method stored
"Active" - Card is current and valid
No indicator - No payment method on file
Communication Tools
Quick Call and Text
Every pet profile includes quick communication buttons:
Call Button:
Click "Call [Owner Name]" in the sidebar
Your device will initiate a call to the owner's phone
Text Button:
Click "Text [Owner Name]" in the sidebar
Your device will open messaging to the owner's phone
💡 Tip: These buttons use the primary phone number stored in the customer record.
Best Practices
Keep Information Current:
Update weight at each visit
Review contact information quarterly
Keep vaccination records up to date
Add new photos when pets' appearance changes
Use All Available Fields:
Complete Quick Notes for important information
Add emergency contacts for all customers
Document special requirements in grooming preferences
Track insurance for liability purposes
Photo Management:
Upload clear, recent photos
Update photos annually or after significant grooming changes
Use photos to document "before and after" preferences
Communication:
Test call and text buttons work before busy periods
Keep multiple contact methods updated
Verify emergency contact information is current
Blocking Customers from Online Booking
Control which customers can book appointments online through per-customer booking settings.
Blocking a Customer
To block a customer from online booking:
Open the customer's pet profile
Click the More Actions menu (⋮) next to the owner's name
Select Block from Online Booking
Confirm the action
What happens when blocked:
Customer sees "no availability" when trying to book new appointments online
Customer can still log in to their portal
Customer retains access to all their existing information:
Past appointment photos and history
Package balances and purchase history
Pet profile information (Petprint)
Grooming preferences and vaccination records
Paperwork and agreements
You can still create appointments for them manually
All existing appointments remain unchanged
Visual indicator:
When a customer is blocked, you'll see an amber warning banner in their profile:
"Blocked from Online Booking" - Clear visual reminder
Banner appears in both desktop and mobile views
Unblocking a Customer
To restore online booking access:
Open the customer's pet profile
Click the More Actions menu (⋮) next to the owner's name
Select Enable Online Booking
Customer can immediately book online again
When to block customers:
Customers who repeatedly no-show or cancel last-minute
Customers requiring special handling or consultation before booking
Temporary restrictions during disputes or payment issues
Customers who abuse the booking system
Best practice: Blocking prevents new online bookings but preserves customer relationships. Customers can still access their photos and history, maintaining goodwill while you control future bookings.
Archive & Account Management
Petboost provides tools to manage inactive customers, pets, and accounts while maintaining your records.
Archive vs Delete
Action | What Happens | Reversible? | Best For |
Archive | Hidden from lists, data retained | ✅ Yes | Inactive customers/pets, seasonal clients |
Hard Delete | Permanently removed | ❌ No | GDPR requests, duplicate cleanup, test data |
Archiving a Pet
Hides the pet from active lists while keeping all history:
Open the pet's profile
Click More Actions menu (⋮)
Select Archive Pet
Confirm the action
What happens:
Pet hidden from search results and lists
All appointment history retained
Can be unarchived later
Associated packages remain but are inactive
Unarchive a pet:
Search for the pet (archived pets may appear in full search)
Open the pet's profile
Click More Actions menu (⋮)
Select Unarchive Pet
Archiving a Pet Owner Account
Hides the customer and all their pets:
Open the customer's profile
Click More Actions menu (⋮)
Select Archive Account
Confirm the action
What happens:
Customer hidden from search and lists
All pets associated with the customer are also hidden
Complete history retained (appointments, payments, notes)
Can be unarchived to restore access
Unarchive an account:
Search for the customer
Open their profile
Click More Actions menu (⋮)
Select Unarchive Account
Hard Delete (Permanent)
Permanently removes data from the system:
⚠️ Warning: Hard delete cannot be undone. Use Archive for typical inactive customers.
Hard Delete a Pet
Open the pet's profile
Click More Actions menu (⋮)
Select Permanently Delete Pet
Read the warning carefully
Confirm deletion
Requirements:
Pet must not have active appointments
Some data may be retained for invoice/financial records
Hard Delete a Pet Owner Account
Open the customer's profile
Click More Actions menu (⋮)
Select Permanently Delete Account
Read the warning carefully
Confirm deletion
What is removed:
Customer profile and contact information
All associated pets
Login access (if they had a Pet Owner App account)
What is retained:
Financial records (invoices, payments) - anonymised
Audit logs for compliance
GDPR & Data Requests
For GDPR data deletion requests:
Document the request - Record when and how the request was made
Export data first (if requested) - Customer may want a copy
Use Hard Delete - Removes personal data
Confirm completion - Notify the customer
📋 Best Practice: For inactive customers who may return, use Archive. Reserve Hard Delete for legal data removal requests.
Resending Account Activation
If a customer didn't receive their Pet Owner App activation:
Open the customer's profile
Click More Actions menu (⋮)
Select Resend Activation SMS or Resend Activation Email
Reset Customer Password
Help a customer regain access to their Pet Owner App:
Open the customer's profile
Click More Actions menu (⋮)
Select Send Reset Password SMS or Send Reset Password Email
Customer receives a link to reset their password
Related FAQs
Have questions about managing customer and pet profiles? See these commonly asked questions:
Related Articles
Pet & Owner Profiles - Comprehensive guide to the complete 8-tab profile system with per-customer policy overrides
Getting Started with Customers & Pets - Complete setup guide for adding customers
Pet Attributes - Learn about the 2,000+ pre-built attributes for care, health and behaviour
Customers & Pets FAQ - Common questions answered
Need help? Contact support or click the "Get Help" button in your dashboard to chat with our team.