Help & support

Making a booking

1. Click Make a Booking in the header.
2. Choose the procedure your pet needs, plus any optional add-ons.
3. Choose a clinic location.
4. Pick a date and an available time — optionally repeat the booking weekly, daily or monthly.
5. Enter your name and phone number (required). An email is optional — add it if you want booking emails (it's verified with a 6-digit code).

You will receive a booking reference immediately. The clinic then confirms the appointment by email.

Choosing a time

Only available times are shown. Slots already booked, outside working hours, on holidays, or too soon/too far ahead are never offered — and neither are times the surgeon can't physically reach: the system leaves driving time between clinics (plus an arrival buffer). If a day shows no times, try another day.

Add-ons & repeating bookings

Some procedures offer optional add-ons (e.g. a post-operative radiograph) — pick them on the first step and they extend the appointment and total. You can also repeat a booking weekly, daily or monthly for a set number of appointments; every date in the series is shown on the confirmation page and booked separately.

Confirmation & statuses

New bookings start as Pending. The clinic approves or rejects them by email. You can check your status at any time in My Bookings.

Changing the time of a booking

To change the date or time of an appointment, contact the clinic — they will move it to a suitable slot and confirm by email. Time changes are managed by the clinic so the surgeon's schedule stays accurate.

Cancelling a booking

In My Bookings, click Cancel next to the appointment. The clinic is not notified automatically — for urgent changes, contact the clinic directly.

Accounts & login

Your login is your 10-digit clinic phone number (e.g. 0753297997 or 0438709664) — no email address to forget. Register with your phone number, name and password; the email you add is verified with a 6-digit code so booking emails reach you. Log in any time with the phone number + password, see all your bookings, cancel them, and change your password under My Bookings → Change password.

The calendar

The Calendar page is available to logged-in clients. You see full appointment details for your own clinic's confirmed appointments; visits at other clinics show as neutral “Visit” blocks with no patient details, so no client's patient information is visible to another. Bookings awaiting approval are only visible to the clinic. Days the surgeon is away (leave, training) are marked with a banner and no bookings are offered. Click an appointment to see details and add it to your own calendar.

Dashboard

Today's appointments, pending/approved/cancelled counts, revenue and bookings-by-service for the month, and what's coming up.

New appointment

Book for a customer over the phone or at the desk: choose category → service → clinic → surgeon → date and time, then find the customer by typing their name, email or phone (existing customers appear automatically) or enter new customer details — a customer profile is created automatically. Set the status and whether to send a notification.

Appointments list

Filter by status, service, clinic, date range or search text. Quick actions: Approve, Reject, Finish, Cancel, Edit, Delete. Export CSV downloads the current filter as a spreadsheet file.

Calendar views & drag-drop

Four views: Month, Week, Day and List. Filter by clinic, service or surgeon. In week/day view, drag an appointment to another day and time to reschedule it. Click an empty spot or the + to create an appointment for that time; click a block to edit it.

Customers

The client directory. Profiles are created automatically on a first booking; you can also add them manually. Search by name, email or phone, open a customer to see their history, and add an appointment for them directly. Under Clinics this account belongs to you assign which clinic(s) an account can see full details for on the shared calendar (multitenancy — leave unticked to show no patient data).

Services & categories

Procedures the clinic offers. Each has a duration, optional price, colour and buffers (gaps kept free before/after). Group services into categories — the booking page shows them grouped. Add extras per service (e.g. a bandage change): name, price, extra duration and quantity range. Services can be disabled without deleting them.

Locations

Each clinic where the surgeon works. The colour drives the calendar and booking display; the region labels the service area (e.g. "Brisbane North of River").

Surgeons

Who performs the procedures. Tick the services each surgeon offers (none ticked = every service), add special days that override the weekly schedule for one-off dates, and manage their working hours under Working hours.

Working hours

The veterinarian's weekly availability — the same schedule applies at every clinic (blank days are days off). The week runs Sunday to Saturday, times in Australia/Brisbane. Slot availability is computed from these hours plus travel times and holidays, so update them whenever the schedule changes. One-off days (e.g. a Saturday) go under Surgeons → special days.

Holidays

Dates when the clinic is closed — no bookings are offered. Add a holiday for everyone, or for a single surgeon.

Notifications

Editable email templates for each event: new booking, approved, rejected, rescheduled, cancelled. Use {{placeholders}} for appointment details and {{#field}}…{{/field}} for optional text. Disable an event to stop sending it. Emails are sent when SMTP is configured (see Settings); otherwise notifications are recorded and visible on each appointment.

Reports

Bookings and revenue for any date range, broken down by day, service, surgeon and location. Export CSV downloads every appointment in the period.

Billing & export

Admin → Billing lists every approved/finished visit for a period with the clinic name, clinic email, animal name, procedure, extras and total amount. Export CSV downloads it ready for a bookkeeper or spreadsheet (and imports cleanly into Xero). Each clinic's billing email is set under Locations. Amounts come from the service price (set on the Services page) plus any extras booked.

Travel times

The surgeon travels between clinics, so the system reserves driving time: an appointment at one clinic blocks every time at another clinic that wouldn't allow him to get there (plus the arrival buffer in Settings). Each location has a travel time from base (Locations page) used to estimate clinic-to-clinic times (A→base + base→B). For accurate times between specific clinics, fill in the Travel times matrix — those override the estimates. Blank cells show the automatic estimate.

Settings

Company name, tagline, notification email, phone and address; currency symbol; default status for new bookings; slot step (alignment of offered times); minimum advance notice; and how far ahead customers can book. Reminder emails before approved appointments are sent automatically (hours-before is fixed at 24 in the database, reminder template under Notifications).

Do I need an account to book?

No. You can book without an account — just enter your name, email and phone. An account is only needed to see and manage bookings later.

How will I know my booking is confirmed?

You'll receive an email once the clinic approves the booking. Check the status any time in My Bookings.

Can I book for today?

If the clinic's settings allow it and a slot is still available today, yes — otherwise only future dates are offered.

How far ahead can I book?

The clinic sets a maximum advance window; dates beyond it are not offered.

Where are prices?

Prices are set per service by the clinic. Contact the clinic for a quote — payment is arranged directly with the clinic, not through this website.

Do I need an email to book?

No — the phone number is enough. An email is optional; if you add one it's verified with a 6-digit code so booking confirmations and reminders can be emailed to you.

Vet Booking

Email: [email protected]