User Tab Overview

Your Users tab is where you will go to manage and create new clients/staff members and search for existing client/staff members. Any changes that need to be made to any profile, including Administrators, will be adjusted via this tab.

If you do not encourage your users to register themselves, using the ‘Click here to Register’ link on your Login page, you may be creating your clients yourself. Staff members will always be created by the Administrator.

Staff or Client – To add either, just select the node next to your choice and hit ‘Add’.

New Client Profile

Fill in this page with the applicable information. Required fields are marked with a red asterisk (*).

Custom items, (items that you set up to meet your business needs in the Business tab), within the client profile will be as follows.

Payment Method (found under Business > Settings > Payment Options)

Client Properties (found under Business > Custom Client Properties)

How did you hear about us (found under Business > Referral Choices)

Questions (found under Business > Custom Questions)

All other areas within the client profile are standard within the program.

 Login Information:

  1. Establish a unique Username for your new client. You may not have duplicate usernames within your account. This does span the whole of PPS Servers so if a client has used this software with a unique username/e-mail address, they will need to use a different one.
  2. You must enter an email and confirm that email for your clients. If you have a client who does not have an email address, you may make up a fake email to enter here.
  3. Establish a password for your client.

 *Once a profile has been saved, the password box will be blank. You may reset a password at any time by entering in a new password, confirming this password, and clicking “Save” to save the change.

 Admin Note: Enter administrative notes relevant to this client. This information will only be seen by the administrator and selected staff. Administrative notes will appear in the client profile, and within the appointment manage screen.

 *In each staff profile you will assign administrative permissions. Those staff with permissions to ‘Approve Appointments’ and ‘Edit client information’ will see these admin notes.

Payment Method:  Select the payment method for this client. Payment method selection is a custom feature within the profile. You will generate which methods are available for selection within Business > Settings > Payment Method.

 *If a credit card is selected here, you will be prompted to enter the credit card information. Once a credit card number has been entered and saved, the number will scramble. Only the last four digits of the number will appear when you return to the client’s profile for their protection.

Client Properties:  Mark a statement with a check if relevant to this client. Client properties are a custom feature within the profile. You will generate a list of these client properties within Business > Custom Client Properties.

How did you hear about us:  Select from the drop down box how the client learned about your business. This list of referrals is a custom feature within the profile. You will generate this list of referral options within Business > Referral Choices.

Credit Balance: This feature is available for those businesses that will be using the payment gateway authorize.net to charge credit cards through Power Pet Sitter. If a credit card was used to pay for a service that a client then cancels, Power Pet Sitter will automatically apply a credit balance to their account in this field of their profile. The next time the client schedules an appointment the system will apply this credit to their appointment, and subtract the credit amount from the balance due. This information will also be communicated to Quickbooks online if you are using this feature with Power Pet Sitter.

Any cash credits for a client will need to be applied directly to your Quickbooks program (or any other accounting software application you are using).

Staff Assignments:

Staff Assignments help the system autopopulate sitters into appointments as avaliable. If the Assignment list is empty of selections, Sitters will be added to the the list in the order they’re assigned to visits. (If you assign sitter Debra first to an appointment, for example, she will become primary, ect.) Once that list is full, no other sitters will be automatically added and all changes are manual.

When an appointment is scheduled, whoever is named as the primary sitter within an account will automatically populate the visit if they don’t have any conflicts (Overbooking or Exception Hours). If the primary sitter is unavailable, the secondary sitter will auto populate instead. The system will assign sitters in this manner down the list of assigned sitters.

Make Inactive: Mark here to inactivate a client. When searching for clients, inactive clients will appear in a gray box. You will no longer be able to schedule appointments for inactive clients and the clients will no longer be able to login.

Discounts:  Enter a discount to be applied to all invoices generated for this client.

Questions:  Questions are custom questions to add within the profile. Generate these questions within Business > Custom Questions. Only questions marked as client-based questions will appear here within the client profile. Service-based questions are related to specific services, and will only appear to be answered when the designated service is scheduled. Both client-based and service-based questions will appear at the bottom of the printed client information page.

Client Notes: Enter client notes that will be viewed by staff and administrators only (not clients). These client notes will appear within the client profile (when being viewed by staff), in the appointment manage screen, and within the printed client information page.

Client Defaults: Set client specific rates for services. Rates entered here will override the system prices set for services when this client is scheduled for an appointment. These client default rates will always override the system rates for services. If no prices are entered here, the price of a scheduled service will default to the system amount for the service, as established when creating services. You can also set start times related to services for this client. When a specific start time is entered here, the time will appear on the staff’s schedule when viewed in the system.

Once you hit ‘Save’, you will then be redirected to your Pet Profile.

Pet Profiles

At the top of every client’s profile is a button that one can use to navigate to the pet’s for this profile.

Fill out the necessary information, upload a Pet Photo, select or add a new Veterinarian. Custom Questions will populate at the bottom of this page. Any information entered on this page will also reflect in the mobile application so that sitters can actively use it. Fields that do not have an answer will not show on the app, to save space.

New Staff Profile

Fill in this blank staff profile with the applicable information. Required fields are indicated with a red (*).

Login Information:

  1. Establish a unique Username for your staff member. You may not have any duplicate usernames within your account.
  2. Enter an email address for your staff member. Many communications will be sent to your sitters via their email, therefore it is important for them to provide an email that they will regularly check.
  3. Establish a password for your staff.

Names:  The display name that you create for your staff will be the name that appears when assigning the staff member within the system

Admin Note: Enter administrative notes relevant to this staff. This information will only be seen by the administrator and selected staff.

*This area within the staff profile will NOT be viewable or accessible by a staff member when they are logged in themselves, unless you give them administrative permission to “Edit staff information”.

Zip Codes: Indicate here which zip codes the staff is available and/or willing to perform sits within. Select a zip code from the “Available Zip Codes” box, and click the right arrow to send the selected zip code to the “Your Zip Codes” box on the right. 

 

Staff Information: Enter applicable information about your staff.

  1. If you select to make a staff “Unavailable”, they will not be able to be assigned to any appointments. These staff will not appear in the generated list of staff when choosing to assign a sitter to a visit.
  2. If you select to make a staff “Inactive”, they will no longer be able to login, and will not be available for assignment nor will they receive any emails from the program. When you search for an inactive staff they will appear in a gray box. Inactive staff may always be re-activated by an administrator.
  3. Select “Receive Nightly Schedule” for your staff to receive a nightly email of their upcoming schedule. You will set the number of days of their upcoming schedule to be received in the Business > Settings > Miscellaneous Options area.
  4. For staff type, select whether your staff member is an employee or a vendor. It is important that you indicate a staff member as a vendor if they are an independent contractor, for IRS purposes. If you are using Quickbooks online above the Simple Start version, you will be able to send vendor bills from Power Pet Sitter to Quickbooks for management.

*This area within the staff profile will NOT be viewable or accessible by a staff member when they are logged in themselves, unless you give them administrative permission to “Edit staff information”.

 Custom Rates:  Assign your sitter’s pay rate in this area. You may select to fill all rates to a dollar or percentage amount. Select for the rate to be based on a dollar or percentage amount on the left side of the page. To the right, enter the numerical amount (dollar or percentage) for all the rates to be set to, and click “Set”. To change the price of only one rate, simply change the rate amount for the specific service to the desired amount.

*This area within the staff profile will NOT be viewable or accessible by a staff member when they are logged in themselves, unless you give them administrative permission to “Edit staff information”.

 Exception Hours: After the new staff profile has been completed and saved, the staff member or administrator will be able to enter exception hours. To enter an exception such that it is always applicable for a certain day, select the day or days of the week during which the exception time occurs. Beneath the days, enter the time period during that day that the staff is unavailable. If the staff is unavailable for the entire day, leave the times blank. Click the “Save” button. This exception will then appear in a list of Current Exceptions.

Your staff may also enter a specific day or date range during which they will not be available. Enter the specific days and times that the sitter will not be available, and click the “Save” button. Again, leave Time of day blank for the entire day to apply. Each day and time period will then generate in the list of Current Exceptions. These exceptions may be deleted at any time when no longer applicable.

Administrative Permissions:

  • Approve Appointments – Allows Sitter with this permission to access Scheduler via the App tab. If sitter is Primary/Secondary, allows sitter to ‘manage’ Approved and Unapproved appointments. No other Scheduling access.
  • Hide Appt Notes – Hides the Appointment Notes box, found inside the Manage Appointment page.
  • Schedule Appt – Sitter can see ‘Schedule’ button for ONLY THE CLIENTS THAT THEY ARE PRIMARY/SECONDARY for. Can also see Manage Button – Can manage Approved/Unapproved visits. No access to Approval Button.
  • Can Search/Edit All Client Profiles – Can search/edit/add  to all Client Profiles – Can also Schedule for all Clients. Is dropped into the Manage page after scheduling; No access to the Approve Button.
  • Can search and edit ALL sitter profiles – Can search/edit/add to all Sitter Profiles; no access to Permissions Box. Can Login as other Sitters.
  • View Staff Schedule – Allows Staff to see Staff Schedule with pricing totals, gives access to Staff Calendar
  • Hide Pricing total – Hide Pricing totals in the Staff Schedule page and pricing totals from any ‘Review My Appointments’ page.
  • Report Engine – Gives Staff full access to Reports page, including Financial reports.
  • Process CC/Invoice – Allows staff to access CC tab in order to charge credit cards.
  • Receive CC E-mails – Allows staff to receive the system generated e-mail in regards to CC batch.
  • Manager Permissions – Gives Staffer full access to everything, EXCEPT Financial reports. Still able to access non-financial reports. Cannot see pricing totals on Staff schedule page.

Primary/Secondary Sitter Permissions – Sitter can search for and edit users they are assigned to as Primary or Secondary, in the client’s Staff Assignment list. They can view approved/unapproved/completed appointments. Can only access scheduler through View Summary Page (by clicking on the dates), no other access to scheduler or approve button.

OverBooking: Your established time blocks will appear here. Set a maximum number of visits this sitter will be scheduled for in each time block. The visit before the limit has been reached; a sitter’s name will appear in red when being scheduled for an appointment. You may override the overbooking and still schedule the sitter for the visit; however, their name will appear in red indicating a conflict.

Ranking – If you would like to assign a ranking to your sitter you may do so here. Select between 1 and 5 stars. This number will appear to administrators and select staff (as provided with administrative permissions) in parenthesis next to the staff’s name, when selecting to assign a staff member to a visit.

*Overbookings and Rankings are not viewable or accessible by Staff members, unless the Admin has given them the permissions to view and edit all staff members.

Your Users tab is also where you cancome to export your Client/pet information as well as Staff information!

Export to Excel: Choose to export client/pet or staff data to an Excel spreadsheet.

  1. Select Client or Staff data to export.
  2. Choose to export information on active or inactive individuals or both.
  3. Click the “Export” button.

Search by: Search for your clients or staff.

  1. Select Client or Staff to search for a client or staff.
  2. Leave the box blank and ALL clients will be listed in alphabetical order by first name.
  3. To narrow your search, type the first name, last name, username, OR pet name for the client or staff you are searching for and click “Search”. A list will appear of clients or staff. Active clients or staff will appear in white and light blue rows. Inactive clients or staff will appear in a gray row. Once a list of clients or staff appears, select the type of action indicated to the right of the name, which you would like to perform.
Search by: For Clients Action list

  • Email address: Click on the client’s email address to send them an email.
  • View/Edit: Click on this link to view and edit the client profile including pet information.
  • Schedule: Click on this link to schedule an appointment for the client.
  • Review: Click on this link to review a list of client appointments (approved, unapproved, and cancelled) within a date range you specify.
  • Login: Click on this link to login as the client. You will see what it looks like to be logged in as if you were the client.
  • Delete: Click on this link to inactivate a client.

Once you schedule an appointment for a client, even if you cancel the appointment, you will not be able to delete this client. You can always inactivate a client, but you will not be able to permanently remove a client from the account.

Search By: For Staff Action list

Email address: Click on the staff’s email address to send them an email.

View/Edit: Click on this link to view and edit the staff profile.

Login: Click on this link to login as the staff member. You will see what it looks like to be logged in as if you were the staff member.

Delete: Click on this link to inactivate a staff member.

You may delete a staff member to permanently remove them from your account. HOWEVER, any history related to that client and visits they performed will be deleted. You may always inactivate a staff to maintain the staff’s history. Power Pet Sitter WILL NOT be able to retrieve any history once it has been deleted. Power Pet Sitter STRONGLY advocates that you do not delete anything, but rather inactivate your clients or staff when necessary.

Updated on June 8, 2018

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