The Evaluation Workflow feature introduces a configurable, end-to-end process for managing pet evaluations within Gingr. This feature provides businesses with greater control over how evaluations are set up, tracked, and enforced, ensuring pets meet the requirements for services such as daycare, boarding, or grooming.

Evaluations are fully integrated into reservation types, pet profiles, booking workflows, and customer communications. This gives staff operational visibility while improving the booking experience for pet parents. 

Evaluation Results Records 

An "Evaluation Results Records" setting under Admin > Reservation & Service Configurations > Evaluation Settings enables administrators to define how evaluation results are recorded and shared across their organization:

• Option 1: Save evaluation results by location by default - Evaluation results are tied only to the location where they are recorded.
  • The "Save Results to All Locations" checkbox displays and is unchecked by default.
  • The evaluation icon reflects results from the current location only.
• Option 2: Save evaluation results to all locations by default - Evaluation results are saved across all locations unless otherwise deselected.
  • The "Save Results to All Locations" checkbox displays and is checked by default.
  • The evaluation icon reflects results from the current location only.
• Option 3: Always save results to all locations automatically - Evaluation results are saved system-wide automatically for consistent handling of pets across all locations.
  • The "Save Results to All Locations" checkbox is hidden, since results always apply to every location.
  • The evaluation icon displays the same result across all locations.

Before You Begin

To work with the Evaluation Workflow, ensure your user group has the correct permissions:

• 'Can Edit Evaluation Results' - This App Permission is required to update pass/fail statuses in the Pet Profile.

• 'Can Override Evaluation Requirement' - This App Permission is required to bypass booking restrictions when evaluation requirements are not met.

• Reservation Type Permissions - Only users in the 'Admin' User Group or User Groups who have the 'Admin Delegations' permission 'Reservation Types and Services Configuration' enabled can create or edit evaluation reservation types, configure services, and manage rates. 

• System Email/SMS Permissions - Only users in the 'Admin' User Group can edit System Email/SMS templates.

These permissions can be configured in Admin » User Groups.

Purpose & Benefits

The Evaluation Workflow gives businesses confidence and clarity when managing pet evaluations. With this feature, you can:

• Stay in control - Define evaluation rules once and apply them consistently across locations, species, and services.

• See the whole picture - Track pass/fail results in real time, right from the pet profile, supported by clear color-coded icons.

• Keep bookings simple - Reservations automatically follow evaluation requirements, helping staff avoid mistakes while making the process easier for pet parents.

• Communicate clearly - Automated email and SMS notifications let pet parents know when their pet has passed an evaluation.

• Improve the customer experience - Pet parents see evaluation badges, icons, and updated booking flows that guide them through the process without confusion.

How It Works

The Evaluation Workflow introduces a new Evaluation booking category in Reservation Types & Services Configuration. Businesses can create multiple evaluation types and use the Evaluation Settings modal to define rules by location, species, and booking category. All standard reservation type settings apply, including services, service options, and rates.

Tracking is simplified through a redesigned Pet Profile, which now contains an Evaluation Results section. Staff can record pass/fail statuses, add notes, and reference a color-coded icon that quickly communicates whether a pet has passed, partially passed, never been evaluated, or failed all evaluations.

Two new user permissions provide granular control: one to edit evaluation results, and another to override booking restrictions. These permissions determine whether staff can update results or bypass requirements when creating bookings.

Bookings are enforced across both portals. In the Business Portal, reservations are blocked if requirements are not met unless overridden. In the Customer Portal, evaluation badges appear for pets missing requirements, completed evaluations are hidden, location changes cannot be used to bypass rules, and multi-pet bookings are supported when all pets qualify.

Communication is supported with a new Evaluation Pass email and SMS template, both editable, which automatically send when results are saved. On the customer side, portal enhancements include a redesigned homepage with evaluation icons on pet cards, updated booking category screens with badges, streamlined specialist selection, and consistent rate displays between portals.

Next Steps

Learn more about using the Evaluation Workflow in Gingr:

• Configure Evaluation Types (How-To) 

• Managing Evaluation Results in the Pet Profile (How-To) 

• Booking an Evaluation in the Customer Portal (How-To) 

• Customizing the Evaluation Pass Email & SMS Templates (How-To)

• Understanding the Evaluation Results Icon (Reference)