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Sending Report Cards

Kathryn Hamilton
Kathryn Hamilton

Overview: What are we talking about?

Report Cards are a fun and useful feature in Gingr that your customers will love. They allow you to share photos, videos, and detailed information about their pet's stay with the pet parent.

This article includes:

 

Related Articles:

 

Helpful Hints: Before you begin.

  • Only pets that are currently checked in, or that were checked out today will appear on the Create a Report Card page.

  • To create a report card for a reservation that has been checked out, see the section Report cards for past reservations below.

  • If you leave a section on the report card blank, it will not appear on the report card when the customer receives it. 

  • When creating a new report card for a pet with an existing unsent report card, the user will be presented with a dialogue box where they will have the option to create a new report card or edit the existing report card. If they create a new report card, nothing will be merged with the existing report card so the pet will have 2 independent report cards. If they edit the existing report card, they’ll be automatically navigated to the edit report card form for the existing report card.Screenshot_2023-02-20_at_9.14.53_AM.png

 

 

Video Tutorial: A helpful tour.

 

 

 

How to: Create a report card.

You can create a report card from several places in your app when they are checked in:

From the Animal Profile Page:

  1. Click on the Animal's name anywhere in the app to view the Animal's profile page.
  2. From there click on Reservations.
  3. Locate the reservation that you would like to send the report card for, and click on the Actions Menu and then + Create Report Card.

    Screen_Shot_2018-10-22_at_2.16.06_PM.png

 

From the Dashboard:

On the dashboard you can click on either the blue "+" under the Report Card column, or click on the Actions button next to the Animal's name. Either action will send you to the Report Cards page where you can add a new report card or view one previously made. 

 Screen_Shot_2018-10-22_at_2.14.19_PM.png

 

 

From the Report Cards Tab (Heart Icon):

Navigate to Left-hand Navigation: Report Cards » New Report Card. Once on the Create a Report Card page, you can enter photos and details about the pet's stay. It is up to you whether you fill out all or only some of these sections.  


Screen_Shot_2018-10-22_at_2.16.52_PM.png 

 

 

 

Report Card for Past Reservation (Checked Out)

  1. Search for the guest and navigate to their profile page.
  2. Click on the Reservations tab.
  3. Find the reservation for the report card.
  4. Click on the Actions button and then Create Report Card. 

    Screen_Shot_2018-10-22_at_2.18.23_PM.png

 

 

Viewing a Report Card

Once the report card has been created, you can view it to preview what the customer will see. There are a few ways to find the report card:

  • Left-hand Navigation: Report Cards » View Report Cards
  • Animals Profile Page - Search for the pet to find their profile, click on the Report Cards tab. 
  • Dashboard - In the Checked-In or Going Home Today sections, there is a Report Card column that will tell you the date and time that the last report card was created for this pet. If you click on the date/time, it will take you the report card where you can view it before sending it to the customer
 
 
 
Editing a Report Card
 
Report cards can be edited any time before a pet checks out. Even if the report card has already been sent, if edits are made while a pet is still checked in, the report card will update in the portal immediately. Once a pet has checked out, Report Cards cannot be edited. 
 
There are a few ways to find the report card to edit:
  • Left-hand Navigation: Report Cards » View Report Cards.   Click on the Edit button next to an un-sent report card.
  • Dashboard - In the Checked-In or Going Home Today sections, there is a Report Card column that will tell you the date and time that the last report card was created for this pet. If you click on the date/time, it will take you to the un-sent report card section, where you can edit it before sending the report card to the customer
  • From the Reservation Details page, Report Card section, click the grey Actions button. This will provide the option to View, Edit, or send the report card via Email or SMS

 

How to: Send a report card.

You can send a report card from the Report Card at any time after one has been created.

From the Report Cards Tab (Heart Icon):

  1. Left-hand Navigation: Report Cards » View Report Cards.   
  2. This page shows sent and unsent report cards for reservations not yet checked out or reservations checked out in the last 7 days. Older report cards can be found on the Reservation Details or Animal Details pages (see below)
  3. From the Unsent Report Cards section,  click the grey arrow icon next to any report card. This will provide the option to send the report card via Email or SMS
  4. Once sent, report cards will show in the Sent Report Cards section. From here, you can view, edit, or resend the report card, as well as view a timestamp of when it was last sent and last edited
  5. You can send all unsent report cards at once by clicking Send All via Email or Send All via SMS

Screen_Shot_2021-10-05_at_2.34.54_PM.png

 

From the Reservation Details page:

  1. Navigate to the Reservation Details page
  2. From the Details tab, see the Report Cards section on the right-hand side
  3. Click the Action button and click to send via Email or SMS

Screen_Shot_2021-10-05_at_2.36.23_PM.png

 

From the Animal Details page:

  1. Navigate to the Animal Details page
  2. From the Report Cards tab, view all report cards created for this animal
  3. Click the Send via Email or Send via SMS button or click View Report Card

Screen_Shot_2021-10-05_at_2.46.39_PM.png

 

Sending Automatically at Checkout

The Report Card System Email is always sent manually, however, the Check Out Email can be configured to send automatically at Check Out for selected Reservation types. This email template's Action URL links the customer to their Report Card and Invoice for the reservation. 

For more information on configuring this email type see our article on System Email

 

FAQ: Check this out!

How does a customer view their pet's report card?

Your customers can view any of their pet's past report cards by signing in to their account on the customer side of the app.

Navigate to Photo/Video » View Report Cards.

 

Screen_Shot_2018-10-22_at_2.24.46_PM.png

 

Find the reservation the report card was created for and selecting View Report Card.

Screen_Shot_2018-10-22_at_2.26.34_PM.png
 
Why isn't a reservation I checked out today showing in the Sent Report Cards section? 
If you created and sent a report card on the first day of a 7+ day reservation, the report card will stay in the "Sent Report Cards" section of your app while the pet's checked in, even if it was sent over 7 days ago. However, once that 7+ day booking is checked out, the report card will be removed from this section. This is because it's already been in the "Sent" field for at least 7 days, so the system times out. The report card has met the max amount of time it is shown to users.
If you automatically send the report card upon check-out, it will stay in "Send Report Cards" for 7 more days. 
 

How do I edit the emails clients receive?

Navigate to Left-hand Navigation: Admin » System Email.

Scroll to Report Card Email, click the pencil to make any changes to the email template. The variable {report_card_title} will populate the title of the Report Card as created by your business. The variable {action_url} will link to the Report Card. The variable {created_at} will populate the date and time a report card was created.

Screen_Shot_2021-10-06_at_11.25.37_AM.png

 

Additionally, the Check Out Email has the variable {action_url} which will link to the Receipt & Report Cards. If this email is toggled on, clients will receive the email whether or not a report card was created for the reservation. 

 

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Comments

1 comment

  • Comment author
    Kayla Welch

    Why does it give me an error message when I try to send out report cards?

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