The Portal Settings section of the Admin Dashoard is one of the most important parts of your Time To Pet Facility accoutn settings, as it allows you to change various settings that affect how your clients interact with the Client Mobile App and the Client Web Portal. All the settings on that page are listed below, along with a brief description of what they impact for you and your clients.
In This Article
Check out this video from our Customer Experience team on Configuring Your Portal Settings In Time To Pet Facility!
Client Portal Tag
This is the URL that your clients will use to access their Client Portal. You can leave this blank, and clients can simply log in via https://www.timetopet.com/portal. However, your company's Theme and contact information will not be shown on the general login screen. This page will only be customized to match your company's branding and display any information or social pages you've set up in your General Company Settings when you create a custom Client Portal Tag. Most customers will set their Client Portal Tag to match their business name.
Note: Companies typically add this link on their website's navigation as a button called something like “Client Login,” "Client Portal," or "Existing Client Login.". For more detailed information on how you can add the Client Portal Tag to your website, please review our help documentation here: Adding The Client Portal Tag And New Client Form Links To Your Website.
Allow Clients To Create Accounts
By default, clients cannot create their own accounts. With this setting, you can opt to keep things as they are and require an Admin to manually add a client profile, or you can choose from one of two options that will allow clients to create their own accounts. In order for clients to create their own accounts, they will need to fill out the New Client Form that will become available for you to customize and add to your website.
When a prospective client fills out the New Client Form and submits it, there are two different things that can happen. If you select the Yes, Accounts Require Approval option, an account will automatically be created when a client fills out the New Client Form. However, that account will remain pending until an Admin approves it. Alternatively, if a client isn't a good fit for your company or you don't have availability, you can also opt to reject the client account, and the pending account will be deleted.
The second thing that can happen is that if the Yes, Auto Approve Accounts option is chosen, an account will be created instantly when a client completes the New Client Form, and they will be added to your company's Client List without the need for Admin approval.
To learn more about how you can configure the New Client Form and incorporate it into your website, please see the following help documentation:
Portal Notification
When enabled, Time To Pet Facility will display a banner notification at the top of every page in their Client Web Portal and on the Client Mobile App homepage. This notification is most commonly used for announcements you want to make visible to all pet parents. The Portal Notification has three states you can choose from: Not Shown, Visible, and Visible With Expiration Date.
If Not Shown is selected, the Portal Notification will not be displayed in the Client App or Portal:
If Visible is chosen, the Portal Notification will always be visible in the Client App or Portal until it is updated or disabled:
If Visible With Expiration Date is chosen, the Portal Notification will be visible in the Client App or Portal until the specified expiration date has passed:
When visible, the Portal Notification looks like so in the Client Web Portal:
Pet Parent Onboarding
Our Pet Parent Onboarding tool lets you build a customized onboarding experience for your clients. This tool helps guide your new clients as they create their accounts and complete the information important to your business. When the options below are enabled, new pet parents will be prompted to complete all required information when they activate their account for the first time.
Note: For more detailed information on this process and what it looks like from a client's point of view, review our help documentation here: Facility: Pet Parent Onboarding.
Below, you can find more information on the different elements you can enable and customize for your Pet Parent Onboarding experience:
Sign Agreement - If you enable Client Agreements, your clients will be prompted to review and e-sign any required agreements that your business has created.
Update Info - This step prompts your clients to review and update the Client Fields you have enabled. This information normally includes contact and address information, etc.
Add Pet - This step prompts clients to add pets and update pet information. Clients can add multiple pets during this step.
Payment Method - This step prompts your clients to add or update a payment method.
Welcome - This final step allows you to create a custom Welcome Message that will be shown to your clients at the end of the Pet Parent Onboarding experience. A link to download the Time To Pet Mobile App will also be included here.
Note: The Create Password step is required for all companies and cannot be altered, while the Sign Agreement step will only appear if you have uploaded at least one agreement in the Settings > Client Settings > Agreements section of your Admin Dashboard. For more information on how to do so, see our help documentation here: Facility: Client Agreements.
Show Paid Invoices In Portal
When enabled, clients can access their Paid invoices in their Client App or Portal. If you are connected to our integrated payment processor and tipping is enabled, clients can add tips to these invoices as well:
Show Unpaid Invoices In Portal
When enabled, this will determine which unpaid invoices are shown to clients. If unpaid invoices are not showing for clients, it could be due to the Show Unpaid Invoices setting being configured to Never Show Unpaid Invoices. Adjusting this setting can help ensure unpaid invoices become visible to clients when necessary:
Below, we have more information on each of the options available to choose from for this setting:
Show All Unpaid Invoices - All unpaid invoices will be shown to your clients
Show Only Due Invoices - Only invoices due today or in the past will be shown. If you email an invoice to your client through Time To Pet Facility and this setting is enabled, that invoice will become visible in that client's App and Portal.
Show Only Emailed Invoices - Only invoices emailed through Time To Pet Facility will be shown to clients
Never Show Unpaid Invoices - Unpaid invoices will never be shown to clients
Show Open Payments + Credits In Portal
When enabled, clients can see any open payments and credits currently on their account that can be applied to future invoices. These will be labelled as Available Payments in their Client Apps and Client Portals:
Note: For more information, you can review our Facility: Understanding Credits & Open Payments help documentation to learn more.
Show Prices In Portal
When enabled, clients can view your services' prices when submitting a service order request through their Client App or Portal:
Pro Tip: This setting must be enabled if you are connected to our payment processor and want to use our Deposits feature, which will automatically charge client payment methods on file a percentage of the services they're requesting.
Allow Tipping In Portal
This setting enables or disables your clients' ability to add tips to their invoices. When enabled, clients can add a tip to an invoice when making a payment or to paid invoices through their Client App or Portal:
For more information on tipping in Time To Pet Facility, check out our help documentation on how it works for both clients and staff here: Facility: Tipping In Time To Pet.
Enabling Gifts Cards
The Gift Cards Enabled? setting allows you to enable gift cards to be purchased by your clients through their Client Apps or Portals:
When enabled, another field called Gift Card Message will appear in your company's Portal Settings. This is an optional message you can customize that will appear on the page where clients purchase Gift Cards from your business. A preview of what the card will look like will also appear below this text area:
Force Required Fields For Scheduling Requests
It can be hard to provide adequate boarding or daycare services if you don't know a pet's feeding or medication schedule. This setting allows you to force your clients to fill out required profile information before any scheduling requests can be submitted. By default, only the client’s name is required for them to fill out. You can, however, make any field required in both the Settings > Company Settings > Client Fields and the Settings > Company Settings > Pet Fields sections of your Admin Dashboard:
There are four options you can select for this field:
No - Missing required fields will not be checked
Yes, Client Info Only - The system will only verify that the required fields are all filled out in the My Info section of a client's portal
Yes, Client & Pet Info - The system will verify that any required fields set for the My Info section of the Client Portal and for each pet's profile are filled out
Yes, Client/Pet Info & Require at least 1 pet - Not only will the system verify that all required fields are filled out, but it will also verify that the client has at least one pet on file
When your clients request services, if their account doesn't meet the requirements and has missing information, they will see a notification similar to the one below that informs them of the required fields they need to complete on their or their pet's profile:
Customize Additional Details Field
Note: This is an optional customization. Companies can set the Customize Additional Details Field to No, and the client will be shown the following field labelled Additional Details when submitting a service request through their Client App or Portal:
If you decide you would like to customize the Additional Details field to better match your company's needs and toggle the dropdown menu to Yes, two new text areas will appear.
The Title field allows you to enter the name you would like to give this field (instead of "Additional Details"). The Description field allows you to edit the preview text that will appear to clients when they submit their service requests, which helps clients know what information they should include in this field:
The above example would display to the client this way on their Client App and Portal:
Require Credit Card To Request Services
If set to Yes, this setting will require a client to have a credit card on file before requesting services. This setting will only take effect if your company has Credit Card Processing enabled:
IMPORTANT: In certain circumstances, a client will be blocked from removing a payment method from their profile if:
The client only has that single payment method on file, AND
The company has Require Payment Method to Request Services set to Yes, AND
The client has at least one invoice with an unpaid balance
Require Up-to-Date Vaccinations to Request Service
If set to Yes, this setting will require a client to have all of their pet's vaccinations up to date before they can request services for that specific pet. This setting will only take effect if your company has Allow Clients to Manage Vaccinations enabled in the Settings > Client Settings > Vaccinations section of your Admin Dashboard:
For more information on our vaccination features, check out our help documentation here: Facility: Pet Vaccinations.
Client Service Request Limits
You can prevent customers from submitting service order requests without enough advance notice by using the tool:
Change & Cancellation Request Limits
These settings allow you to ensure customers submit change or cancellation requests to scheduled events with enough advance notice. Limits can be configured as no requests for the same day after a specified time, no requests for tomorrow after a specified time, or no requests earlier than a certain number of hours in advance:
