Owner and Animal Profile Views

Kathryn Hamilton
Kathryn Hamilton
  • Updated

Overview: What are we talking about?

The Owner and Animal profile pages are your hub for managing all customer information. Profiles contain several tabs of information. Owner profiles contain Details, Reservations, Deposits, Invoices, Employee Notes, Additional Details, Agreements, Calls, and Communications. Animal profiles contain tabs for Details, Immunizations, Incidents, Report Cards, Reservations, Employee Notes, and Additional Details. These pages can be used to access and edit information as well as book reservations and much more.

 
This article includes:
Helpful Hints: Before you begin
  • You can search by Owner name, Animal's name, customer's phone number or email address to find a customer in the app. Type in the search parameters in the main search bar and press enter to pull up results. 

  • What appears on the Details tab and Additional Details of both the Owner and Animal Profile is dependent on how you configure your Owner and Animal Forms. You can add custom fields to the Details or Additional Details tabs by navigating to Left-hand Navigation: Admin » Owner Form and Admin » Animal Form. Hover over the field you would like to add to these tabs and click the pencil edit button. At the bottom of the side window is the Tags section, where you can select Details and/or Additional Details. Save your change in the side window and again at the bottom of the form. 

  • Custom Icons are a great way to get information about an Animal or Owner across to users at a glance. You can configure custom icons via Left-hand Navigation: Admin » Owner Icons and Admin » Animal Icons. See our article on Animal Icons for more information. All admin users have access to these pages and can also delegate these pages to non-admins, for more information on delegating management of icons see our article on User Groups and Permissions.

  • Configure the following Group Permissions depending on the level of access you would like your staff to have from Left-hand Navigation: Reports & More » Groups.

    Permission Description
    Can see client info  If enabled, the user will be able to access client information on the owner profile page.
    Notification: New Owner Uploaded File If enabled, the user will be notified when an owner uploads a file from the customer side of Gingr.
 
How to: Use the Owner Profile Page
 

Owner Profile Page Overview 

There are a couple of ways to get the owner page:

  • Click on an Owner's name from anywhere you see their name, such as the Dashboard, reports, calendars, and much more.

    Screen_Shot_2018-10-22_at_3.11.38_PM.png

  • Type either the Owner or Animal's name in the predictive search box in the upper left of your app, and click on the Owner's name.

    Screen_Shot_2018-10-22_at_3.12.19_PM.png

 
 

Owner Page Header

No matter which tab you are clicked into on the Owner page, these buttons are always present in the upper right of your screen.

  • Click the Pencil Icon to edit and update the Owner profile or any of their animals.

    Screen_Shot_2022-08-08_at_4.22.58_PM.png

  • Click Upload File Arrow to upload documents, such as immunization records or photos.

    Screen_Shot_2022-08-08_at_3.46.59_PM.png

  • Click the Printer Button to print the owner record. This prints whatever is tagged with Print from Left-hand Navigation: Admin » Owner Form. Hover over the field you would like to add to these tabs and click the pencil edit button. At the bottom of the side window is the Tags section, where you can select Print. Save your change in the side window and again at the bottom of the form. 

    Screen_Shot_2022-08-08_at_3.47.53_PM.png

  • Click the Calendar icon to create a new reservation or appointment for this customer's animal(s). 

    Screen_Shot_2022-08-08_at_3.48.02_PM.png
 
 

Details Tab

The Details tab is the main page of an Owner profile and houses the bulk of the customer's personal information. On this page you can see:
  • Owner Icons: Custom and system Owner Icons will show below the customer's name. Click the plus sign to add or remove icons. Which system icons display can be configured from Left-hand Navigation: Admin » Owner Icons. From there, you can also create additional custom icons. 

    Screen_Shot_2022-08-08_at_5.20.42_PM.png


  • Open Invoices: this number indicates the customer's current balance from open Invoices. If configured to show from Navigation: Admin » Custom Owner Icons, they have a balance you will also see a red dollar sign Balance Icon. To collect payment on this balance, click the shopping cart icon.

    Screen_Shot_2022-08-08_at_5.25.52_PM.png

  • Store Credit: if the owner has store credit on their account then you will see the amount displayed. If configured to show from Navigation: Admin » Custom Owner Icons, they will also have a green Balance Icon. For more information about their store credit navigate to their Invoices tab > Store Credit History sub-tab. 

    Screen_Shot_2022-08-08_at_5.27.11_PM.png

  • Animals: All of the customer's pets are listed in the upper right. Click on any animal's name to navigate directly to their profile page. Animal icons will also display next to each name. 

    Screen_Shot_2022-08-08_at_3.51.55_PM.png

  • Owner Contact Information: All of the Owner contact info is listed here. Both the phone number (if on a smartphone) and email address are clickable. Click on the customer's email address to send an email from your business' default email address. Customer Since is the date the profile was made. Created By indicates who created the Owner profile originally. Self Registered means that the customer created their profile from the customer side of Gingr. Otherwise, an employee's name would be written here.

    Screen_Shot_2022-08-08_at_5.28.24_PM.png

  • Emergency Contact Info: All emergency contact information is listed here.

    Screen_Shot_2022-08-08_at_5.29.21_PM.png

  • Card on File: You will be able to see summarized details of the card that a customer has on file with you. You can delete a card here as well.

    Screen_Shot_2018_10_22_at_3.17.20_PM.png

  • Packages: From here you can see the customer's current packages and balances, view their package history and manually deduct package credits if necessary. Current Packages are those that are in use now and still have unused credits. Used/ Expired Packages are those that no longer have credits available, or have expired.

    Screen_Shot_2018-10-22_at_3.17.50_PM.png

    How can I edit the expiration date of a package?

    From the Owner's Profile Packages Section, click the action menu next to the package or subscription purchase you would like to edit. Select Edit Expiration then choose a date to set the next expiration day to. 
    Edit

    By default when the package is purchased, if there is an expiration date then the expiration time is 12:00am on the selected date. They will not be able to use credits on the date displayed. 

    If you wish to open this Edit Expiration module but then wish to not edit the date, be sure you click the "x" on the popup rather than "Save". If you update the expiration date manually the expiry time changes to 11:59pm allowing the owner to use the credits for an additional day. 

  • Subscriptions: From here you can see the customer's current subscription packages and balances, view their package history, and manually deduct package credits if necessary. Active are those that are in use now and still have unused credits. If the subscription for that package has been canceled, it will display Canceled in bold red text to show that this package will not renew. Inactive are those that are canceled or expired.

    Screenshot_2023-06-06_at_12.57.58_PM.png


  • Owner Rates: If you want to extend special pricing to particular customers, you can view and manage owner rates here. Special rates that you set up here will override the default rates at your location for these services for this customer. To edit the rates, or set up new owner rates, click Manage Rates. This directs you to a page where you can set custom rates for the customer.

    Screen_Shot_2018-10-22_at_3.20.44_PM.png

  • Campaigns: A list of all campaigns that the owner has been a part of will be listed here. You can also add this customer to an active (unsent) marketing campaign. To add them to your current campaign, click Add to Campaign.

    Screen_Shot_2022-08-09_at_8.21.49_PM.png

  

Reservations Tab

The Reservations tab is where you can manage all aspects of current and past reservations and standing reservations. Here you can see a complete history of this animal's past, present, and future reservations, listed chronologically with the most recent at the top. Each reservation status is marked as either Checked-In, Unconfirmed, Confirmed, Completed, or Cancelled.    

When accessing these lists from the Owner profile, all animals will be included. Use the Animal page or use the Select Animals filter box if you need to filter by animal. 

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  • The Requested Reservations sub-tab contains a list of all reservation requests from the customer that have not been accepted or rejected by the business. You cannot accept or reject from this page, instead, do so from the Dashboard Requests tab. You can view or edit the reservation, print a run card, cancel the booking, view an estimate, or delete the reservation. 

    Screen_Shot_2022-08-08_at_10.07.35_PM.png

  • The Today sub-tab shows checked-in reservations. Click the action menu button to view or edit the reservation, print the run card, view the estimate, delete the reservation, or create a report card.

    Screen_Shot_2022-08-09_at_11.30.33_AM.png

  • The Future sub-tab contains all future reservations. This includes reservations that are for today but have not been checked in. Click the action menu button to view or edit the reservation, print the run card, cancel the reservation, view the estimate, delete the or reservation.

    Screen_Shot_2022-08-09_at_11.31.38_AM.png

  • The Past sub-tab lists all reservations that were booked for a past date, including canceled ones. Click the action menu to view the reservation or create a report card. If it is a cancelled reservation you can reschedule or delete the reservation.
    If you miss checking in a pet and notice a day or more after, it will be accessible from this tab and will not say Completed. If you wish to complete the reservation, edit the check-in date to today, check them in from the expected tab, edit the reservation check-in date back to what it should be, add them to the cart, edit the check-out date, then complete the check-out. 

    Screen_Shot_2022-08-09_at_11.32.11_AM.png

  • The Wait List sub-tab contains all wait-listed reservations. Click the action menu button to view or edit the reservation, print the run card, cancel the reservation, view the estimate, or delete the reservation. For more information see our article on Using the Waitlist.

    Screen_Shot_2022-08-09_at_11.32.40_AM.png

  • The All tab contains all reservations regardless of date or status.

    Screen_Shot_2022-08-09_at_11.33.09_AM.png

 

Deposits Tab

The Deposits tab contains a complete history of all deposits associated with this customer's reservations. From here you can view deposit details, or navigate to the Deposits page to collect and manage a deposit. For more information see our article on Using Deposits. 

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Invoices Tab

The Invoices tab contains a complete history of the customer's transactions. There are four sub-tabs. Invoices contain checked out/completed Invoices. Estimates show estimates for uncompleted reservations. Account Code Breakdown provides a comprehensive report of the customer's spending categories. Store Credit History contains a list of transactions that added or removed store credit from their account. 
 
You can click the info icon to navigate to the invoice/estimate in question. You can also click the email button to email a copy. Additionally, if a balance is unpaid, the dollar sign icon will show in green and can be clicked to be forwarded to the shopping cart with the balance. 
 
Screen_Shot_2022-08-08_at_5.34.01_PM.png

Click the blue Payment History button to run a report that shows the owner's payment history either by Payment Event or Invoices Paid. 

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View by Invoices Paid:
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View by Payment Event: 
 
Screen_Shot_2022-08-09_at_8.29.24_PM.png
 

 

Employee Notes Tab

 
Employee Notes are internal notes where you can share important information about this owner with other staff members. These notes are never visible to customers. All users can create, edit, and delete these notes. To add a new note click the + Create Note button then type your message. Optionally, select the Note Type you would like to categorize it as before clicking save. For more information please see our article on Note Types and Employee Notes. 
 
Screen_Shot_2022-08-08_at_5.36.50_PM.png
 
 

Additional Details Tab

The Additional Details tab is fully customizable. You can add custom fields to the Additional Details tabs by navigating to Left-hand Navigation: Admin » Owner Form. Hover over the field you would like to add to these tabs and click the pencil edit button. At the bottom of the side window is the Tags section, where you can select Additional Details. Save your change in the side window and again at the bottom of the form. 
 
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Agreements Tab

The Agreements tab contains a complete list of all signed or unsigned agreements for this customer. Use the Actions button to View, Print, or Delete an agreement. From here you can also push an unsigned agreement to the e-signature page for an electronic signature from the customer. For more information see our article on Customer Agreements.

Screen_Shot_2022-08-08_at_5.41.50_PM.png

 

 

Communications Tab

The Owner’s Communication tab is the central hub for all Communications regarding a specific Owner. This tab is on all Owner profiles and contains a comprehensive list of all texts, calls, and emails sent through Gingr. You can use this tab to view SMS messages, Inbound Call Logs, Outbound Call Logs, Emails, Marketing Campaigns, Checkout Surveys, and Lead Forms. You can also create new communications with the owner directly from this tab. For more information see our Overview of the Owner Communications Tab article. 
 
Screen_Shot_2022-08-08_at_6.44.02_PM.png
 
 

How to: Access More Owner Information 

View All Owners

You can view a list of all owners from Left-hand Navigation: Owners & Pets » View all Owners.

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From here you can:

  • View an Owner's profile by clicking the i icon.
  • Edit their profile.
  • Download their vCard information with the ID card icon.
  • Access their Account History with the bank icon. 
  • View Payment History by payment event or invoices paid.

You can filter by one or multiple columns at once to narrow your search. In any column, click the header to change the sort direction. Click the little filter icon to display advanced search features such as filtering by equals, greater than, less than, not equal to, or in a set range. 

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To add a column to this table, navigate to Left-hand Navigation: Admin » Owner Form and Admin » Animal Form. Hover over the field you would like to add to this table and click the pencil edit button. At the bottom of the side window is the Tags section, where you can select View All. Save your changes to the side window and again at the bottom of the form. 

 
 

How to: Use the Owner Profile Page

Animal Profile Page Overview

Almost everywhere in the app where you see an Animal's name, you may click on it to go directly to their profile. 

 

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Search for an animal by typing their name, their owner's name, or their owner's phone or email address into the Search field in the top navigation.

Screen_Shot_2022-08-09_at_8.35.57_PM.png
 
 

Animal Page Header

No matter which tab you are clicked into on the Owner Page, these buttons are always present in the upper right of your screen.

  • Click the Appointment Card Icon to display the animal's appointment card for their current or upcoming appointment. If they have no future appointments then a general card will display. 

    Screen_Shot_2022-08-08_at_9.23.39_PM.png

  • Click the Pencil Icon to edit and update the Animal's profile or their Owner's profile.

    Screen_Shot_2022-08-08_at_9.19.42_PM.png

  • Click the Calendar Icon to book a reservation or appointment for this pet. 

    Screen_Shot_2022-08-08_at_9.24.46_PM.png

  • Use the Quick Check-In function to check the pet in for your default reservation type as configured from Left-hand Navigation: Admin » Reservation Types and Services Configuration » Edit Reservation » Check-In Options » "Is this type the quick check-in default type?" Click the down arrow to expand a list of all other reservation types, which can be clicked to immediately check the pet in for that reservation type. 

    Screen_Shot_2022-08-08_at_9.28.18_PM.png


Details Tab

The Details tab is the main page of an Animal profile and houses the bulk of the animal's personal information. On this page you can see:
  • Animal information such as spay/neuter status and sex, age and birthdate, breed, and weight. 

    Screen_Shot_2022-08-08_at_9.32.20_PM.png

    Add a weight record by clicking the Scale icon. This opens a pop up where you can enter the new weight and a note. Click the green check mark to save the record. Optionally, you can have the new record overwrite the animal's current weight, rather than simply saving a record. 
    Screen_Shot_2022-08-08_at_9.38.57_PM.png
    Screen_Shot_2022-08-08_at_9.38.24_PM.png

  • View the animal's Creation date and Creation user. You can also add, edit, and remove custom Animal and Owner icons by clicking the plus sign next to each list. 

    Screen_Shot_2022-08-08_at_9.41.21_PM.png

  • One section of the Details tab is fully customizable. You can add custom fields by navigating to Left-hand Navigation: Admin » Animal Form. Hover over the field you would like to add to these tabs and click the pencil edit button. At the bottom of the side window is the Tags section, where you can select Details. Save your change in the side window and again at the bottom of the form. 

    Screen_Shot_2022-08-08_at_9.51.38_PM.png

  • Veterinarian Info displays below the Details box. You can configure veterinarian info from Left-hand Navigation: Admin » Manage Vets.

    Screen_Shot_2022-08-08_at_9.53.31_PM.png

  • Feeding and Medication Notes as well as Allergies display last on the page.

    Screen_Shot_2022-08-08_at_9.55.57_PM.png
 

Immunizations Tab

The Immunizations tab contains a list of all immunizations configured for the animal's species. If an animal has missing or expired vaccination records, the Immunizations tab will be red and a number will display with the number of records that are missing or expired. For more information see our article on Setting Up Immunizations and Species. 

  • Red means expired or missing. 
  • Yellow means it will expire within 30 days. 
  • White means the record is current or not required.

    Screen_Shot_2018-10-22_at_3.56.57_PM.png

  • Click the Owner Files sub-tab to View Owner uploaded files/ immunization records. Click on the file name to download and view it on your computer/ device.

    Screen_Shot_2018-10-22_at_3.57.30_PM.png

  • Click the Vet Info sub-tab to view veterinarian info. Click the pencil icon to edit vet info. If you edit this page it is editing the Veterinarian details for ALL pets. For more information on editing vet information see our article about the Veterinarian List. You can also click Request Records from Vet to send the Vaccination Record Request email as set up under Left-hand Navigation: Admin » System Email. 

    Screen_Shot_2022-08-10_at_12.28.00_PM.png

    Screen_Shot_2022-08-10_at_12.28.57_PM.png
 

Incidents Tab

All incidents that have been recorded for this animal are listed here. The Incidents tab will be highlighted in red if there have been any incidents. The (#) indicates how many. Create a new incident report for this pet by clicking Add Incident. You can also edit an incident by clicking the pencil edit icon or delete an incident by clicking the trash can icon.


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Report Cards Tab

All of the report cards that have been made for this pet are listed on the Report Card tab. View the full report card, just as the customer will see it, by clicking View Report Card. Send this report card to the customer now by clicking Send via Email or Send via SMS. For more information see our article on Sending Report Cards. 


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Reservations Tab

From the Reservations tab, you can see a complete history of this animal's past, present, and future reservations, listed chronologically with the most recent at the top. Each reservation status is marked as either Checked-In, Unconfirmed, Confirmed, Completed, or Cancelled.       

Screen_Shot_2022-08-08_at_10.17.54_PM.png

 

  • The Requested Reservations sub-tab contains a list of all reservation requests from the customer that have not been accepted or rejected by the business. You cannot accept or reject from this page, do so from the Dashboard Requests tab. You can view or edit the reservation, print a run card, cancel the booking, view an estimate, or delete the reservation.  

    Screen_Shot_2022-08-09_at_11.34.36_AM.png

  • The Today sub-tab shows checked-in reservations. Click the action menu button to view or edit the reservation, print the run card, view the estimate, delete the reservation, or create a report card.

    Screen_Shot_2022-08-08_at_10.14.03_PM.png

  • The Future sub-tab contains all future reservations. This includes reservations that are for today but have not been checked in. Click the action menu button to view or edit the reservation, print the run card, cancel the reservation, view the estimate, or delete the reservation. 

    Screen_Shot_2022-08-08_at_10.15.45_PM.png

  • The Past sub-tab lists all reservations that were booked for a past date, including canceled ones. Click the action menu to view the reservation or create a report card. If it is a cancelled reservation you can reschedule or delete the reservation.
    If you miss checking in a pet and notice a day or more after, it will be accessible from this tab and will not say Completed. If you wish to complete the reservation, edit the check-in date to today, check them in from the expected tab, edit the reservation check-in date back to what it should be, add them to the cart, edit the check-out date, then complete the check-out. 

    Screen_Shot_2022-08-08_at_10.24.21_PM.png

  • The Wait List sub-tab contains all wait-listed reservations. Click the action menu button to view or edit the reservation, print the run card, cancel the reservation, view the estimate, or delete the reservation.

    Screen_Shot_2022-08-08_at_10.23.12_PM.png

  • The All tab contains all reservations regardless of date or status.

    Screen_Shot_2022-08-08_at_10.29.15_PM.png

 

Employee Notes Tab

Employee Notes are internal notes where you can share important information about this animal with other staff members. These notes are never visible to customers. All users can create, edit, and delete these notes. To add a new note click the + Create Note button then type your message. Optionally, select the Note Type you would like to categorize it as before clicking save. For more information please see our article on Note Types and Employee Notes. 

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Additional Details Tab

The Additional Details tab is fully customizable. You can add custom fields to the Additional Details tabs by navigating to Left-hand Navigation: Admin » Animal Form. Hover over the field you would like to add to these tabs and click the pencil edit button. At the bottom of the side window is the Tags section, where you can select Additional Details. Save your change in the side window and again at the bottom of the form. 
 

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How to: Access More Animal Information 

View All Animals

You can view a list of all Animals from Left-hand Navigation: Owners & Pets » View all Pets. 


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From here you can:

  • View the Animal's profile by clicking the i icon. 
  • Edit their profile.
  • Open their Reservation History.
  • Open their Immunizations tab.
  • Open their Incident history tab. 

You can filter by one or multiple columns at once to narrow your search. In any column, click the header to change the sort direction. Click the little filter icon to display advanced search features such as filtering by equals, greater than, less than, not equal to, or in a set range. 

Screen_Shot_2022-08-08_at_10.40.54_PM.png

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To add a column to this table, navigate to Left-hand Navigation: Admin » Animal Form. Hover over the field you would like to add to this table and click the pencil edit button. At the bottom of the side window is the Tags section, where you can select View All. Save your changes to the side window and again at the bottom of the form. 

 

FAQ: Check this out!

 

How do I delete an Owner?

If you have a duplicate owner profile or for another reason want to delete an owner profile, you can do so ONLY if there are no past reservations or invoices for that owner. If there are any previous reservations or transactions you will not have the option to delete the owner. 

  1. Confirm that the owner has no invoices or completed reservations by viewing the Invoices tab and Reservations tab.

  2. Navigate to Left-hand Navigation: Owners & Pets » View All Owners.

  3. Use the filter boxes to find the owner.

  4. Scroll to the last column on the table and if the owner is eligible to be deleted there will be an option to click Delete, then confirm in the alert box.

    Screen_Shot_2022-08-08_at_9.00.02_PM.png

 

How do I Delete an Animal?

If you have a duplicate animal profile or for another reason want to delete an animal profile, you can do so ONLY if the animal has not completed any reservations. If there are any previous reservations you will not have the option to delete the animal.

  1. Confirm that the pet has no past reservations on their account. 

  2. Navigate to Left-hand Navigation: Owners & Pets » View All Pets.

  3. Use the filter boxes to find the animal.

  4. Scroll to the last column on the table and if the animal is eligible to be deleted there will be an option to click Delete.

    Screen_Shot_2022-08-08_at_9.07.26_PM.png

 

How Do I Deactivate an Animal?

If you deactivate an animal, all of their future reservations will be canceled and this animal will no longer show up on the customer side of the app, nor in searches on the employee side. These animals can still be viewed on the Owner profile with the indication that they are deactivated. 

Alternatively, if you have a duplicate pet under the same owner, you can also merge them together from Left-hand Navigation: Admin » Merge Data. Merging animals and owners do not affect financial reporting. Only users of the Admin group can access this area of Gingr. For steps on merging see our article on how to Merge Duplicate Animals. 

  1. Navigate to the animal's profile, click Edit near the top right of the page and select the animal that you'd like to edit.

    Screen_Shot_2018-10-23_at_11.45.13_AM.png

     

  2. On the Edit Animal page, scroll down to find Deactivate and select Yes/On.

    Screen_Shot_2018-10-23_at_11.45.45_AM.png

     

  3. If you have Deactivation Reasons configured from Left-hand Navigation: Admin »Deactivation Reasons, then you will be prompted to enter a reason. 

    Screen_Shot_2022-08-08_at_8.54.01_PM.png

  4. Optionally, append something to the Animal's name. For example add BANNED, DECEASED, ADOPTED, etc. to the Animal's name field.

  5. Save your changes.

Can I view owner files instead of downloading them?

When you click the Download File button for a file on an Owner's page, your browser may download the file when you really just want to view it. What happens when you click that "Download File" button will be different depending on four things: 

  1. Your browser (i.e. Chrome, Safari, Firefox, etc.)

  2. Your operating system (i.e. Windows 7, OSX 10, iOS, Android...)

  3. The settings in your browser and operating system.

  4. The File Type. 

For example, in Chrome for OSX, with the default settings, PDF and .png files open a new tab, where I can view the file, as well as download it, whereas the browser will just download a .MOV file instead of letting you view it in another tab. 


How do I find an Owner or Animal ID #?

You can find the Pet and Owner ID #'s Within the URL (unique webpage address).

  1. Navigate to a customer or pet profile page.
  2. Once you are on the page and viewing the customer or pet profile, The ID number will be the number at the end of the URL 

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In this example, Fred's animal ID # is "6". To find the customer ID for Alex, simply navigate to the owners' profile page by clicking on their name, and check the URL.

If using Google Chrome, you can simply hover your cursor over the Customer or Pet name, and a URL will appear in the bottom left side of the browser window displaying the website address (just like you see above) containing the customer or pet ID. No need to click to actually navigate to the customer or pet profile.

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