Getting Started: Service, Price and Staff Pay Set Up

Modified on Mon, 28 Aug 2023 at 06:53 PM

Getting Started: Service, Price and Staff Pay Set Up: Automation features save time and reduce errors. You can add the various services you offer, then add Rules to automatically charge clients different rates (such as old and new rates), pay staff different rates and add fees for situations like Holiday, late night or weekend visits so you don't have to manually add fees or change rates.


TABLE OF CONTENTS


1. Add New Service Item

  • Select "+New."
  • Short Description: Enter name 20 characters or less to be used internally on schedules.
  • Long Description: Enter Name used on client facing items such as Client Portal and Invoices.
  • Copy Data From: Clones a service's settings such as Time Blocks and Portal Settings, then you only have to change items such as price.

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2. General Settings

  • Restrict to Pet Types: Set Service items relevant to the Pet Type. If left blank, the service will apply to all Pet Types.
  • Client Price: Enter the Price you charge most often for this Service.
  • Staff Pay: Enter the pay most Staff receive for this Service.
  • Group: Select the Service Item Group this Service belongs to.
  • Color: Select a Color for this item to appear in the Admin & Staff Schedules.
  • Select "Update."

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3. Price Rules

Price Rules allow you to set custom Prices, such as clients you may have grandfathered onto an old rate structure and for scenarios such as holidays, weekend and late nights. You can create Rules with more than 1 parameter such as the Client Type is "Old Rates" and it is a "Public Holiday." You can create as many Price Rules as needed to cover all the different prices you charge in any situation.
  • Select "Add A New Price Rule."

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  • Choose an option from the first dropdown.
  • Choose an option from the second dropdown (if needed).
  • If the condition has a second parameter, select "Add another if" and make additional selections.
  • When there are no additional parameters for the Rule, enter the Price to charge in that situation.
  • Select "Add."

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4. Staff Pay Rules

Staff Pay Rules allow you to set custom pay, such as pay new staff one rate and experienced staff another rate and different pay for scenarios such as holidays, weekend and late nights. You can create Rules with more than 1 parameter such as Staff Type is "Rookie" and it is a "Public Holiday." You can create as many Staff Pay Rules as needed to cover all the different pay scenarios.
  • Select "Add A New Staff Pay Rule."

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  • Choose an option from the first dropdown.
  • Choose an option from the second dropdown (if needed).
  • If the condition has a second parameter, select "Add another if" and make additional selections.
  • When there are no additional parameters for the Rule, enter the Staff Pay for that situation.
  • Select "Add."

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5. Timecard

  • Service Duration (minutes): Enter the number of minutes of the service duration.
  • Select "Update."

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6. Time Blocks / Time

Choose from various time options to deliver services from specific a time, time block, all day, overnights, half day or anytime.
  • Time Type: Select "Time Block" to use time ranges that set and control for services.
  • To add a new Time Block, select the "+" and then adjust the sliders to the appropriate times.
  • To remove a new Time Block, select the "-"
  • Select "Update." 
  • The inset image at the bottom shows how a Time Block displays on the Schedule.

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  • Time Type: Select "Time" to use either specific set times or with a +/- allotment.
  • Default Timeframe: Select "None" or select a duration to display with a +/- window.
  • Select "Update." 
  • The inset image shows how Time "None" and Time "30 mins" displays on the Schedule.

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7. Advanced

  • Resource Cost: Used to indicate a service booked or number of dogs booked in the Planner. Set to 0 to prevent this service appearing in the Planner.
  • Active: When ON this Service Item is available to Schedule.
  • Non Chargeable: Prevents the Service Item from displaying on an Invoice, but will appear in the Schedule. Example: Meet & Greet visit.
  • Hide in Schedule: Prevents the Service Item from displaying on any Schedule. Shows on Service Order and Invoice. Example: Late cancellation fee.
  • Show in Portal: When ON this Service Item is available to Schedule from the Client Portal.
  • Ignore Service Start: Prevents this Service Item from being recognized as the Service Start Date or used to determine Invoice Due Date.
  • Internal Service: Displays the Service Item on Staff and Admin Schedules, but does not display on client schedule or Invoice. Example: a free daycare walk
  • Key Required: When toggled OFF, this prevents a key icon from showing on the Schedule and removes this service from Required Key Report.
  • Vaccination Required: For all Service Items you can decide whether or not the Service requires a Vaccination. Also, directly relates to whether or not a Vaccination flag will appear in your Service Request processing screen. 
  • Service Report Required: Enable or disable the Service Report function for each Service individually. 

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Signposts...

Continue on with your system set-up:

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