Quick Start Guide

Get your clinic fully set up in 4 simple steps. This usually takes less than 10 minutes.

Your Dashboard

The dashboard is your clinic's command centre. It shows real-time stats and quick access to everything you need.

• Today's Appointments — List of all appointments scheduled for today with patient name, time, and assigned vet
• Revenue Stats — Today's revenue, this month's total, and a 7-day chart
• Pending Reminders — Vaccinations and follow-ups due in the next 3 days
• Low Stock Alert — Inventory items at or below reorder level
• Recent Pets — The last 5 pet profiles added to your clinic
• Upcoming Vaccinations — Pets with vaccination due dates in the next 14 days

Customers & Pet Owners

Every pet belongs to an owner. Manage all your pet owners (customers) with complete contact details, visit history, and loyalty tracking.

Use the search bar on the Customers page to find by name, phone, or email. You can also filter by date added or source (walk-in, referral, online).

Pet Profiles

Each pet has a comprehensive profile including health history, vaccinations, medical records, and all visit data in one place.

• Go to Pets → Add Pet
• Select the owner (must be added as a Customer first)
• Enter pet name, species, breed, gender, date of birth, and weight
• Add microchip ID, insurance details, and known allergies if applicable
• Upload a photo (optional but recommended)

• Medical History — All medical records linked to this pet, viewable in chronological order
• Vaccinations — Complete vaccination history with next-due dates
• Appointment History — All past and upcoming appointments
• Weight Tracking — Weight recorded at each visit is graphed over time
• Pet Book — A shareable digital health card for the pet owner

Appointments

Manage all your bookings — from routine consultations to surgeries, grooming, and follow-ups. View as a list or calendar.

Switch to Calendar view using the Calendar button. You can see appointments by day, week, or month. Click any slot to quickly create an appointment at that time.

Medical Records

Create detailed electronic medical records (EMR) for each visit — including examination findings, diagnosis, treatment plan, and prescriptions.

Go to Medical Records → New Record, or open a completed appointment and click Add Medical Record. Fill in:

• Chief Complaint — Why the patient came in
• History — Relevant past medical history from the owner
• Physical Examination — Weight, temperature, heart rate, respiratory rate, and examination findings
• Diagnosis — Your clinical assessment
• Treatment Plan — What you're going to do
• Prescription — Medicines prescribed with dosage and duration
• Follow-up — Next visit date and instructions

Billing & Invoices

Create professional GST-ready invoices, record payments, and track outstanding balances. All billing data feeds into your revenue reports.

From any invoice, you can Print it, download as PDF, share a public link, or email it directly to the pet owner — all from the invoice detail page.

Inventory Management

Track all your medicines, pet food, accessories, and grooming supplies. Get alerts before you run out and monitor expiry dates.

• Go to Inventory → Add Item
• Enter name, category (Medicine, Food, Accessory, etc.), brand, and unit
• Set purchase price, selling price, and tax rate
• Enter current stock quantity and reorder level (we'll alert you when stock hits this level)
• Add expiry date and batch number for medicines

When you receive new stock, open the item and use Adjust Stock to add quantity with a purchase note. When selling through a billing invoice, stock is automatically deducted.

Grooming Studio

Manage grooming sessions with package tracking, before/after photos, coat condition notes, and groomer assignments.

• Go to Grooming → New Session
• Select the pet and groomer. Choose the grooming package (Bath & Brush, Full Groom, Nail Trim, etc.)
• Add special instructions and coat condition notes
• Upload before and after photos to share with the owner
• Mark services completed with checkboxes
• Click Complete Session when done — this can be linked to an invoice

Boarding & Daycare

Manage kennel bookings, check-ins, feeding instructions, and medication notes for boarding and daycare services.

• Go to Boarding → New Booking
• Select the pet, owner, and type (Boarding or Daycare)
• Set check-in date and expected checkout date
• Assign a kennel number and set the daily rate
• Enter feeding instructions, medication notes, and emergency contact details
• When the pet leaves, click Check Out — the total is calculated automatically based on days stayed

Staff Management

Add your team members and control exactly what each person can see and do inside Pets Virtual Home.

• Go to Staff → Add Staff Member
• Enter name, email, phone, and a temporary password
• Choose their role (Vet, Groomer, Receptionist, etc.)
• Assign a permission role — this controls what they can access

Create custom roles under Staff → Roles. For each role, choose which modules they can access. Example presets:

• Vet: Medical records, appointments, pets, basic billing
• Receptionist: Appointments, billing, customers, reminders
• Groomer: Grooming sessions, pets, appointment viewing

Automated Reminders

Send timely reminders to pet owners for vaccinations due, follow-up appointments, deworming schedules, and more.

• Go to Reminders → New Reminder
• Select the pet and owner
• Choose the type: Vaccination, Deworming, Appointment, Medication, Grooming, or Checkup
• Set the reminder date and time
• Choose the delivery channel: Email, SMS, WhatsApp, or App notification

Use the Bulk Generate button to automatically create vaccination reminders for all pets with upcoming due dates. This scans your vaccination records and creates reminders in one click.

Reports & Analytics

Get insights into your clinic's performance — revenue trends, appointment volumes, popular services, and staff performance.

Your dashboard shows key metrics at a glance. The detailed analytics are available based on your subscription plan:

• Revenue chart — Daily/weekly/monthly revenue with invoice count
• Appointment breakdown — By type (consultation, surgery, grooming, etc.)
• Inventory report — Top-selling items, low stock, expiry alerts
• Pet activity — New pets registered per month
• Staff performance — Appointments handled per staff member

Clinic Settings

Customise Pets Virtual Home for your clinic — branding, business hours, invoice format, and notification preferences.

• Clinic Profile: Name, address, phone, email, GST number, license number, logo
• Business Hours: Set open/close times for each day of the week
• Invoice Settings: Header text, footer notes, print format (A4 / thermal)
• Currency: Your currency symbol and code (default ₹ INR)
• Notifications: Enable/disable email and SMS notifications
• Subscription: View your current plan and manage billing

Access settings from the sidebar at Settings → use the tab navigation to switch between sections.

Subscription & Plans

Manage your subscription, upgrade or downgrade your plan, and view billing history — all from within the platform.

Your Profile

Update your personal information, change your password, and manage active login sessions.

• Go to Profile in the sidebar
• Update your name, phone, designation, and bio
• Upload a profile photo
• Change your password under the Security tab
• View and revoke active sessions under Sessions — useful if you ever forget to log out on another device

Getting Support

We're here to help. Here are the best ways to get assistance when you need it.

Vaccinations

Track every vaccination given, when it's due next, and send automated reminders to pet owners.

• Add vaccinations from a pet's profile or from the global Vaccinations page
• Select the vaccine from your library (or type a custom name)
• Enter the date given, next due date, batch number, and who administered it
• The system automatically shows upcoming due dates on the dashboard
• Create reminders for due vaccinations in one click from the Vaccinations page

Services

Define all the services your clinic offers. Services auto-fill prices and durations when creating appointments and invoices.

• Go to Services and click Add Service
• Enter name, category, description, price, and duration in minutes
• Set whether the service requires a vet and add a tax rate if applicable
• Toggle services active/inactive to show or hide them from dropdowns

Stores & Outlets

If your plan supports it, you can run multiple physical outlets — each with its own pets, owners, staff, invoices, and inventory — under one owner account.

The first clinic you registered is your primary outlet. Only the primary outlet can create new sub-outlets — a sub-outlet behaves like a normal single clinic and cannot itself spawn further outlets. This keeps store management centralised under one place.

• Switch to your primary outlet using the store switcher at the top of the sidebar
• Go to My Stores → Add New Store
• Enter the new outlet's name, type, city, state, and phone
• The new outlet starts on a free trial of the cheapest active plan

Use the store switcher dropdown at the top of your sidebar to jump between outlets. Every page — pets, owners, tasks, billing, inventory, everything — automatically scopes to whichever outlet is currently active. Nothing is shared between outlets; each has fully isolated data.

By default only the clinic owner can view or manage stores. If you want to let a trusted staff member switch outlets or create new ones, create a custom role under Staff → Roles and grant the stores.view (switch/view) and/or stores.manage (create new outlets) permissions.