The report card includes your session notes, a photo gallery, pets mentioned as playmates, add-ons and products the owner can add to the visit, and prompts to rebook or leave a review. It is built from customer-facing content only: Internal Notes (private) never appear on it.
Make report cards available
Report card actions sit in the appointment's Manage menu, under Print & Reports, and appear once the appointment has customer-facing notes or photos. They are not on the calendar's right-click menu, and there is no Quick Actions panel on the appointment.
Open Appointments and select the booking.
Open Notes & Attachments and stay on From your business, not From the pet owner.
Add text in Customer-facing Notes, or add photos under Customer-facing Photos & Attachments.
Optional: Open Report card sections under the photos. It stays collapsed, so you can publish without scrolling the photo list.
Optional: Tag a photo to group it on the card, such as Before or After. Photos without a tag still appear at the end of the gallery.
Under Notify customer?, choose Email, SMS or Do silently, then select Publish Changes.
Select Manage and look under Print & Reports.
Preview a report card
Preview before you send, to check the photos, notes and attribution look right.
Open Appointments and select the booking.
Select Manage, then Preview Report Card under Print & Reports.
The preview is the same full-screen report card the owner sees, with a Preview Mode label in the corner. It includes:
Hero section: the pet photo, service name, date, team member and business
Session notes: the customer-facing notes you wrote, labelled with the team member's name
Played with friends: other pets you mentioned in the notes, as badges with each pet's name and breed
Photo gallery: a polaroid-style grid, with a heading for each tag under Report card sections and untagged photos at the end. A photo opens full screen and the photos play one after another
Little Extras: add-ons and products the owner can add when the booking qualifies. The preview shows the same catalogue so you can check tiles and prices, with a note that owners only see this section prior to check-out and payment. Add to visit in preview does not change the booking.
Book again: the same due-date prompt owners see when Petboost can work one out. Book again in preview does not open the booking form.
Share your experience: a star rating that guides the owner towards a Google review for 4 or 5 stars, or a direct message to you for a lower rating
To preview the card before you publish notes or photos, select Preview Report Card under the photos on the Notes & Attachments tab. It shows the notes and photos as typed, and saves nothing.
Print a report card
Open Appointments and select the booking.
Select Manage, then Print Report Card under Print & Reports.
Choose what to include.
Select Print Report Card.
The PDF downloads as {PetName}-Report-Card.pdf. Every option starts switched on:
Option | Default |
Pet photo | On |
Pet attributes | On |
Team member attribution | On |
Photo gallery | On |
Played with friends | On |
Pet age | On |
Pet weight | On |
Send a report card by text
Send Report Card SMS needs Communications Booster on, or an Enterprise account.
Open Appointments and select the booking.
Select Manage, then Send Report Card SMS under Print & Reports.
In Send Report Card, check the recipient and the Message preview.
Select Send Report Card.
If you have texted this card before, Send Report Card shows when it was sent, because sending again texts the owner a second time. If the visit has no customer-facing photo, No photo on this card reminds you to add one to the visit first if you have it.
Notes & Attachments and Send Report Card show Smart suggestions, the themes that fit this visit and why, with View all to browse every theme. Tap one to use it for this card. With card themes on, the tile marked Auto is the theme the card gets if you pick nothing; with them off, the card goes plain unless you pick one. Send Report Card also shows the theme the card will get, with Show card to preview it. To send this card without a theme, turn on Send plain before you send. A card already sent shows Sent with and the theme's name, and its theme cannot change. See Card Themes.
The text greets the owner by first name, says the report card is ready, and includes a link that opens it in the pet owner portal. Once the owner has opened the link, the action and the send dialog show an Opened badge. Opening the link again does not change the badge.
See how the pet owner engaged
On the appointment's Notes & Attachments tab, above What the customer sees, the Report card panel shows what the pet owner did with the card:
Step | What it shows |
Sent | By SMS once you have texted the link. By email once the notes and photos email, or a staff report email, has gone to the owner. By SMS and email when both went. Not sent when the owner opened it another way, such as from their portal. Not yet when nothing has been sent and the owner has not opened it |
Opened | How many times the owner opened the card, how they first opened it (Via SMS, Via email or Via portal), and when they last did |
Shared | How many times the owner shared the card from their phone |
Rated | The owner's star rating, out of 5 |
Book again | Tapped once the owner selected Book Again on the card |
When you save customer-facing notes or photos on or after the visit day, the email Petboost sends the owner has a View Report Card button that opens the card. That email goes only while Email the customer: booking updates is on. Notes saved before the visit day send the usual View Appointment button and do not count as a report card send.
A team form whose What the client sees is not Client sees nothing is the owner's report for that day. When your team saves one and chooses to notify the owner, Petboost sends the same email with that day's answers in it, and its View Report Card button opens the card on that day. It follows the same rules as notes: never for a cancelled booking, and never while Email the customer: booking updates is off.
Petboost counts a second open only when it comes 30 minutes or more after the last one, so refreshing the page counts once. Opens from your Preview Report Card are never counted.
When the owner rates the visit 3 stars or fewer, the panel says so. The owner was offered a private message to you instead of a Google review, so this is the moment to follow up.
Send an incident report
Use an incident report when something went wrong during a visit, such as an injury, matting found during a groom, or a scuffle in daycare. The pet owner gets the same link, written in a calm tone.
Open Appointments and select the booking.
Open Notes & Attachments. In Customer-facing Notes, write what happened and what you did, and add photos under Customer-facing Photos & Attachments.
Select Publish Changes.
In the Report card panel, turn on Incident report.
Select Manage, then Send Report Card SMS under Print & Reports, and select Send Incident Report.
An incident report shows the pet, the date, your notes under What happened, your photos, and buttons to call or message you. It leaves out the confetti, Played with friends, Little Extras, the Book again prompt, Share your experience and the share button. The SMS says you have written up an incident report and asks the owner to get in touch with any questions. Bulk Send in Mission Control uses the same wording for an incident report.
In the pet owner app, the booking shows View Incident Report in place of View Full Report Card, and it opens the same incident report.
Turn Incident report off to go back to the usual report card.
Send report cards from Mission Control
With Communications Booster on, or an Enterprise account, the Spotlight view on Mission Control has two swimlanes for finished visits that have customer-facing notes or photos:
Report Cards to Send: the owner has not been sent the current report card
Report Cards Sent: the owner has been sent the current report card
Cancelled, declined and no-show visits do not appear. If you change the customer-facing notes or photos after sending, the visit moves back to Report Cards to Send.
Open Mission Control.
Choose the Spotlight view.
On Report Cards to Send, select Bulk Send.
Leave selected the visits that have a mobile number, or clear the ones you do not want.
Select Send report card, or Send and the number of cards when you are sending more than one.
With card themes on, each visit shows the theme its card will get. Turn on Send all plain to send the whole batch without themes.
Petboost sends each text one after another. Visits with no mobile number on file stay in the list and are not sent. When the batch finishes, the sent visits move to Report Cards Sent.
What the pet owner sees
When a pet owner opens their report card, from the text or from their portal, they see:
The pet hero, with a confetti animation when it opens
Session notes from the team member
Played with friends, if you mentioned other pets
The photo gallery. A tapped photo opens full screen and the photos play one after another: the owner taps or swipes to move between them and holds a finger down to pause
Little Extras, if the booking can still take add-ons or products online
A next visit or book again prompt, with the date the next visit is due when Petboost can work it out (see When the next visit is due)
Share your experience, with a star rating. A label above the stars reads from Not great to Loved it! as the owner moves across them
A share button, which uses the phone's own share sheet or copies the text
Owners who rate 4 or 5 stars are guided towards a Google review, with a suggested review based on the service category. Owners who rate lower are offered ways to contact you directly by text, email or phone, so the feedback stays private.
Daily reports
When a team form's What the client sees is not Client sees nothing, each one your team saves appears under Daily reports on the report card, grouped by day on a stay. Only the answers shared with the client show; Business Only answers never appear. See Team Forms.
On a stay, your team can fill these forms on each round in Rounds & Tasks, such as the Daily stay log at Breakfast and Dinner. See Rounds & Tasks.
Add video clips to a report card
With the Video Booster power-up, you can add short video clips to an appointment alongside its photos, under Customer-facing Photos & Attachments on Notes & Attachments. On the report card, the clips come first in the gallery and play silently on a loop. When the pet owner taps one, it opens the full player with sound.
The same clip appears in the pet owner's visit journal, on their Photos page and on the pet's timeline. Clips are private: only your business and that pet's owner can play them. How long a clip can be, and how long it is kept, depends on your Video Booster plan. See Video Booster.
Add-ons and products on the report card
Under Little Extras, headed Add a little something extra for and the pet's name, the report card offers the owner your add-ons and products for that pet that are not already on the booking. Add-ons show under Extras for today and products under Take-home goodies. The owner picks what they want and selects Add to visit, and Petboost adds them to the booking at your listed prices.
The section shows only when all of these are true:
The booking is pending or confirmed.
The visit has not started, and there is more time before it than your booking notice period.
Your change and cancellation policy allows changes.
The booking is not a Stay, a course, a booking paid with package credits or the first booking of a recurring series.
A visit that is already under way does not show the section. Your team can add add-ons and products to any appointment by editing it.
When the next visit is due
With no next booking, the book again prompt names the date the pet's next visit is due, with a bar from this visit to that date. Book Again then opens the booking form on that week.
Petboost works out the date in this order:
If the service or your business sets Rebooking Reminders to After a set number of weeks, the date is that many weeks after this visit, and the card says you recommend a visit that often.
Otherwise, if the pet has visited you more than once, the date is this visit plus the pet's average gap between visits with you, the same figure as Avg. Visit Frequency on the pet's profile.
With neither, or a gap of less than a week, the card shows the plain book again prompt.
The date appears on the report card only and sends nothing. It does not read a pet's own Rebooking Reminders setting, so it still appears for a pet set to Off for this pet.
Tips
Add notes and photos during or straight after the service, so the report card is ready while the visit is fresh
Put anything meant for the report card in Customer-facing Notes, not in internal notes
Mention other pets by name if they played together. Petboost picks them out for Played with friends
Preview before you send
Related articles
Managing Appointments: the appointment lifecycle and actions
Team Forms: the daily reports your team fills in
Card Themes: seasonal, holiday and milestone looks for report cards
Video Booster: video clips on the report card, and freeing up minutes
Mission Control View Modes: Spotlight swimlanes, including report cards
Payment Processing: invoice and payment workflows