Introduction
Each household you serve needs two kinds of records:
Client Profile — stores the people-side information (contact, home details, billing).
Pet Profile(s) — one record per animal, linked to that client.
Profiles live under Profiles in the main navigation; they are separate from Client Logins (the username/password credentials). A single Client Profile can have multiple logins attached.
Before you start
• Open Business Settings › Clients and fine-tune your Client Fields and Pet Fields. Changing fields after data has been entered can cause mismatched or lost information.
• Bulk data? See Importing Client/Pet Spreadsheets.
• Planning to invite clients later? Create the profiles first, then follow Invites and Client Registration.
Creating a Client Profile
Go to Profiles › Clients and click New Client.
Complete all required fields (marked *). Optional fields can be filled now or later.
Review additional options:
Status – defaults to Prospect. When the first paid visit is added or requested, status auto-switches to Active.
Uses Keys – set to No if this client never needs a physical key (suppresses key-missing alerts).
Client’s Vet – pick an existing vet or choose New to add one on the fly.
Custom Prices – overrides automatic prices, discounts, and package costs for this client.
Primary / Secondary Sitter – choose default sitters for quick assignment.
Blocked Sitters – prevent selected sitters from ever being assigned.
Territory – assign a territory even if the client’s ZIP isn’t included.
Click Save. You can edit the profile any time.
Tip: If you want to invite the client, create the profile first, then use the "Invite" action so the login links correctly.
Reviewing recent staff
The client’s profile shows staff who have completed visits for that client. Choose a period from Last month through Last 10 years; the default is Last 2 years. The portal remembers your selection in that browser.
Active staff appear first. Expand Inactive to see former staff in the selected period. This is completed-visit history, not a list of upcoming assignments.
Creating a Pet Profile
Go to the Pets tab of a client's profile or the main Profiles › Pets page and click New Pet.
Choose the Owner (client) if you are on the main Pets page.
Fill in the pet-specific fields:
Born/Age – enter full date or just month+year; the system auto-calculates age.
Photo – upload or select an existing image.
Status – toggle to Inactive to hide the pet or Deceased if a pet has passed (Clients can mark this also).
Click Save.
You may add as many pets as needed; each appears under the owner’s profile.
Date Added determines when a pet is included on visits whose pet selection is ALL. A newly added pet is not automatically included on earlier visits. If you change Date Added to correct the history, recalculate affected visits so their pricing and pay use the intended pet selection.
Administrators and managers may see an Unfinished Draft Pet notice on the client’s Pets tab when a client has saved an unnamed, incomplete pet profile. Use Open Draft Pet to review or finish it. These unnamed drafts are not available in scheduling or normal pet lists.
Clients completing their own information use the guided steps described in Client Registration.
PetIQ — quick-read pet summaries
When you open a Client › Overview tab, you’ll see a PetIQ panel above each pet:
Generates an AI summary each time the Pet Profile is saved—ideal for a fast refresh before a visit.
Shows only details the current user may already view, so managers and pet sitters get different, permission-based summaries.
Updates automatically whenever the pet’s information changes.
If you’d rather not share pet data with OpenAI, disable PetIQ in Business Settings › Additional.
PetIQ is meant to highlight key points; it doesn’t replace reading the full Pet Profile when deeper detail is needed.
Best-practice checklist
Set fields first → then add or import profiles.
Use Custom Prices sparingly → they override all automatic pricing and discounts.
Need more detail? See Business Settings: Clients (Client & Pet Fields configuration), and Client Experience Best Practices.