Facility: Client and Staff Flags

Client and Staff Flags are a great way to flag clients or staff members quickly to highlight essential pieces of information that you and your team need quick access to. There are countless uses for flags, ranging from service-related notes, highlighting pet behaviors or special needs, remembering preferred payment types, usual daycare rooms, and more. In this help article, we will review some common use cases and detail how to create, add, and view flags. We will answer some of the most common questions on flags as well.

Common Use Cases

There are many common use cases for flags. We will highlight some of the most common here. We will also update this help doc in the future with more use cases.

Client-Specific Use Cases

• Preferred payment type
• Has Package
• Pet behavior and special needs (nervous, easily overstimulated, diabetic)
• Usual facility-related notes (Big Dog Playroom, lunch, no blankets)

Staff-Specific Use Cases

• Staff skills (CPR Certified, medications, playroom evals)
• Restrictions (no Big or Medium Dog Playrooms, lodging only, front and back end team)
• Company role (Lodging Manager, Daycare Room Lead)

Creating Flags

There are two places where you can create flags. These are in the Company Settings → Flags section and directly on a client or staff member's profile.

Creating Flags in Settings

You can create new flags for both clients and staff in the Company Settings → Flags section. You can add a new flag by clicking the blue "Add Flag" button. To add a flag for a client, click the "Add Client Flag" option (found at the top of the screen under the "Client Flags" header):

When adding a new flag, you can name the flag (limited to 24 characters), add a description (limited to 255 characters), and add an abbreviation (for when screen size makes viewing the full flag name difficult - this is limited to 1,2, or 3 characters). You can also choose flag visibility (flags can be visible only by Admin, Admin and Scheduler, or Admin, Scheduler, and Staff) and set your flag color. It's important to note here that flags are never visible to clients.

To add a flag for a staff member (or user), click the "Add Staff Flag" option (found under the "Staff Flags" header):

Staff Flags have the same fields as a Client Flag (and the same character limitations):

Creating Flags from Client/Staff Profile

You can also create new flags directly from a client or staff member's profile. After navigating to the client or staff profile, click the "Add Flag" button:

If you have already created flags, you will see them listed here. You can also search for a flag by typing, or create a new flag if yours is not listed. Just type the new flag name and select the flag from the list:

Then click "Save Flags":

Time To Pet will then prompt you to update or edit the details about this new flag. These are the same fields you would see when creating flags in the Company Settings → Flags section:

Adding Flags to Client/Staff Profiles

Adding Flag to Client Profile

You can add flags to a client's profile by navigating to the client's profile and looking for the "Add Flag" button:

You can view all available flags or search for flags in this list. As mentioned above, you can also add new flags from this page.

After selecting the correct flags, you can view these right on the client's profile. Please be aware that each client can only have ten flags associated with them at a time.

Adding Flag to Staff Profile

You can add flags to a staff member's profile by navigating to the staff profile and looking for the "Add Flag" button:

You can view all available flags or search for flags in this list. As mentioned above, you can also add new flags from this page. After selecting the correct flags, you can view these right on the staff's profile. Please be aware that each staff can only have ten flags associated with them at a time.

Removing Flags

You can remove any unwanted flags on a client or staff profile by clicking the "Edit" button and then selecting the small "X" on the flag you would like to delete (this will free up a spot to add a new flag to the client's profile).

Viewing Flags

In virtually every area of Time To Pet where a client or staff member's name is listed, their associated flags (or the abbreviated flag) will also be visible. You can also hover over any of the abbreviations to see the full flag name.

This includes some common places like the Client List:

The Staff List:

Clicking on an event in the Calendar:

In a client's Client Hub:

In pending and change requests:

When processing service or change requests:

On the Event Status Menu in Front Desk Mode:

When searching for staff or clients, in the search bar:

It's also possible to generate a list of clients or staff with flags under the Reporting section of the dashboard. Select Staff & Clients (or Users & Clients) and click on the relevant tab. Then, click "Add Filter" and type in "Flag." A field will appear where you can add the type(s) of flags you want to generate a list for.

FAQs

Q: Are client and staff flags the same?

While client and staff flags are similar - they are separate as many flags are specific to clients or staff members. You can create flags for clients and staff with the same name.

Q: Is there a limitation on how long Flag names can be?

Due to the limit in screen size, flag names are limited to 24 characters. The description field is limited to 255 characters, and the abbreviation field is limited to 2 characters.

Q: Is there a limitation on how many flags can be listed on a client or staff member's profile?

A client or staff can only have ten flags attached to their profile.

Q: Do clients see flags?

Clients cannot access flags and can not view them in Time To Pet.

Q: Are staff able to add or edit flags on client profiles?

Staff are not able to edit the flags on a client's profile. The action can only be done by an administrator or scheeduler role.

Q: Are flags included in emails, text messages, and push notifications?

Flag information is not included in emails or push notifications.