Administrator Guide

This guide covers the full administrator toolkit — from approving bookings to configuring your entire facility.

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Navigation

As an administrator, your sidebar includes everything employees see, plus:

• Financial — Unpaid bookings and invoice tracking
• Accounts — User account management
• Bookings — Full booking review workflow
• Daycare — Manage daycare dates
• Occupancy — Capacity planning calendar
• Announcements — Public notices
• Periods — Blocked date management
• Configuration — Facility setup and pricing

Pending badges: Red badges on the sidebar show how many bookings and daycare dates are waiting for your review.

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Reviewing Bookings

Viewing Pending Bookings

1. Go to Admin → Bookings
2. The page shows all bookings, filterable by status
3. Click Pending to see bookings awaiting review
4. Click a booking to view its details

Approving a Booking

1. Open a pending booking
2. Review the dates, pets, services, and customer information
3. Check pet vaccination status — missing vaccinations may need attention
4. Click Approve
5. Pre-compose the approval email — review the Handlebars template
6. Send — the customer receives an email with booking confirmation

Down payment: If configured, bookings can be approved as "awaiting down payment." The customer must pay before the booking is fully confirmed. Unpaid bookings are automatically canceled after the payment deadline.

Rejecting a Booking

1. Open a booking
2. Click Reject
3. Compose a rejection email explaining the reason
4. Send — the customer is notified

Placing on Standby

1. Open a booking
2. Click Standby
3. The customer receives a notification that they're on the waiting list
4. You can approve or reject standby bookings later

Replying to a Booking

Send a custom message without changing the booking status:

1. Open any booking
2. Click Reply
3. Write your message
4. Send

Settling Cancelations

Finalize canceled bookings:

1. Go to Admin → Bookings
2. Find a canceled booking
3. Click Settle cancelation
4. Cancelation costs are automatically calculated based on your configuration

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Managing Daycare Dates

Reviewing Daycare

1. Go to Admin → Daycare
2. View the calendar showing all daycare dates
3. Filter by status (pending, approved, etc.)
4. Select multiple dates for bulk actions

Bulk Operations

• Approve selected — Approve all checked daycare dates
• Reject selected — Reject all checked daycare dates
• Standby selected — Place all checked dates on standby

Note: Daycare operations do not send automatic emails. Customers check their status on the daycare page.

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Financial Management

Overview

1. Go to Admin → Financial → Overview
2. See all unpaid bookings with:
   • Customer name
   • Booking dates
   • Amount due
   • Days outstanding
3. Filter by payment status

Booking Invoices

1. Go to Admin → Financial → Bookings
2. View invoice status for all approved bookings
3. Track payments, outstanding amounts, and refunds
4. Totals row summarizes all financial data

SlimFact integration: If configured, invoices are automatically created and payment statuses are synchronized. iDEAL payments are supported.

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User Accounts

Managing Accounts

1. Go to Admin → Accounts
2. Search accounts by email, name, or filter by role
3. Click an account to view details

Assigning Roles

1. Open an account
2. Add roles:
   • Administrator — Full system access
   • Employee — Staff operations
   • Manager — Reserved for future use
   • Intern — Reserved for future use
3. Remove roles by clicking the remove icon
4. Changes take effect on the user's next login

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Occupancy Calendar

Plan capacity with the monthly occupancy view.

1. Go to Admin → Occupancy
2. Select a month using the date picker
3. Each day shows two numbers:
   • B — Booking pet count
   • D — Daycare pet count
4. Color coding:
   • 🟢 Green — Well within capacity
   • 🟡 Yellow — Getting busy
   • 🟠 Orange — Nearly full
   • 🔴 Red — At or over capacity
5. Click a day to jump to the employee agenda for that date

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Announcements

Post notices that appear on the public homepage.

Creating an Announcement

1. Go to Admin → Announcements
2. Click Add
3. Fill in:
   • Title — Short heading
   • Message — Full announcement text
   • Type:
     • General — Standard notice
     • Important — Highlighted notice
     • Priority — High-visibility notice
     • Urgent — Persistent popup dialog on the homepage
   • Expiration date — When the announcement should automatically hide
4. Click Submit

Managing Announcements

• Edit — Update title, message, type, or expiration
• Delete — Remove an announcement immediately

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Periods (Blocked Dates)

Block dates when your facility is unavailable.

Creating a Period

1. Go to Admin → Periods
2. Click Add
3. Set the start and end dates
4. Choose a type:
   • Unavailable for all — No bookings or daycare
   • Unavailable for bookings — No boarding, daycare still allowed
   • Unavailable for daycare — No daycare, boarding still allowed
5. Add comments (visible to employees)
6. Set minimum rating for exception — Allow high-rated customers to book despite the block
7. Click Submit

Managing Periods

• Edit — Adjust dates, type, or comments
• Delete — Remove a period

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Configuration

The configuration section controls every aspect of your facility. Access it from Admin → Configuration.

Buildings

Define your physical facility layout.

1. Go to Configuration → Buildings
2. Click Add
3. Enter building name, location, and description
4. Set display order to control the listing sequence
5. Click Submit

Kennels

Add kennels within each building.

1. Go to Configuration → Kennels
2. Click Add
3. Select the building this kennel belongs to
4. Enter kennel name, description, and capacity
5. Set display order
6. Click Submit

Categories & Pricing

Set pet pricing categories by species and size.

1. Go to Configuration → Categories
2. Click Add
3. Select species (dog or cat)
4. Enter category name (e.g., "Small", "Medium", "Large")
5. Set the base price per day
6. Set display order
7. Click Submit

Category Prices (Date-Based Overrides)

Set prices that change on specific dates (e.g., annual price adjustments):

1. In the Categories page, select a category
2. Add a category price with an effective date and list price
3. Prices automatically apply from the effective date forward

Opening Times

Define when customers can drop off and pick up pets.

1. Go to Configuration → Opening Times
2. Click Add
3. Enter a name (e.g., "Morning drop-off")
4. Set start time and end time
5. Select days of the week when this slot is available
6. Choose a type:
   • Arrival — Drop-off time slot
   • Departure — Pick-up time slot
   • All — Both arrival and departure
7. Set start day counted and end day counted — Controls how days are priced:
   • 1.0 = full day
   • 0.5 = half day
8. Mark unavailable holidays — Dates when this slot is not available
9. Optionally disable the slot temporarily
10. Click Submit

Services

Offer optional add-on services.

1. Go to Configuration → Services
2. Click Add
3. Enter service name and description
4. Choose type:
   • Appointment — Scheduled service (e.g., grooming)
   • Surcharge — Per-stay fee (e.g., medication administration)
5. Set the list price
6. Optionally hide or disable the service
7. Click Submit

Daycare Subscriptions

Create prepaid daycare packages.

1. Go to Configuration → Daycare Subscriptions
2. Click Add
3. Enter a description (e.g., "10-day package")
4. Set number of days included
5. Define the validity period in years, months, and days
6. Set the list price
7. Click Submit

Vacations

Add holiday periods with surcharges.

1. Go to Configuration → Vacations
2. Click Add
3. Enter a name (e.g., "Christmas holiday")
4. Set start date and end date
5. Enter the surcharge per day
6. Click Submit

Holiday data: Petboarding includes pre-loaded school vacation dates for multiple countries. Configure your country in the environment settings.

Documents

Edit legal documents displayed to customers.

1. Go to Configuration → Documents
2. Edit the Terms and Conditions content
3. Edit the Privacy Policy content
4. Changes take effect immediately

Email Templates

Customize the emails sent to customers.

1. Go to Configuration → Email Templates (if enabled)
2. Select a template:
   • Booking approved
   • Booking rejected
   • Booking standby
   • Booking reply
3. Edit the subject and body using Handlebars variables:

• {{customer.firstName}} — Customer's first name
• {{startDate}} / {{endDate}} — Booking dates
• {{pets}} — Pet names
• {{invoiceUrl}} — Payment link

- And more... 4. Click **Submit**

Integrations

Check the status of connected services.

1. Go to Configuration → Integrations
2. View the SlimFact integration status:
   • ✅ Connected and authorized
   • ⚠️ Authorization expiring — Re-authenticate
   • ❌ Not connected — Check configuration
3. Click Re-authenticate to refresh the SlimFact connection

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Deleting Pets (Permanent)

Administrators can permanently delete pet records:

1. Go to the pet's profile (via employee or admin routes)
2. Click Delete pet
3. Confirm the deletion

Warning: This action is irreversible. Consider marking the pet as "deceased" instead.

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Tips

• Review bookings daily — don't let pending bookings pile up
• Check the occupancy calendar — plan capacity before approving large bookings
• Configure pricing carefully — test with a sample booking after changing categories or prices
• Use announcements proactively — post holiday schedules and maintenance closures early
• Monitor financials regularly — keep an eye on unpaid bookings to maintain cash flow