Clients

Using salutations for clients

With the Salutation field, you address clients personally in emails and letters. The field is off by default, optional per client, and falls back in templates and letters to the salutation your practice sets as the default.

Enable salutation

The Salutation field is hidden by default. You make it visible in the client record via Settings → Configure client fields.

  1. Go to Settings → Configure client fields.

  2. Find the Salutation row.

  3. Check Record to show the field when adding and editing clients.

  4. Check Intake to show the field on the intake form as well. This automatically also enables Record.

  5. Click Save.

If you want the field to be required on the intake form, also check Required on intake. To show the field on the intake form, at least one salutation option must exist; otherwise you cannot save. See Hiding animal and client fields for how fields remain hidden.

Manage salutation options

The salutation options are practice-specific and are managed under Salutation options in the settings. Vetocare does not provide a fixed list such as “Mr.” or “Ms.”; you add the salutation values your practice uses yourself.

  1. Go to Settings → Salutation options.

  2. Click Add salutation.

  3. Enter a name, for example the salutation as it should appear in an email or letter.

  4. Check Use as default for clients without salutation in templates and letters to use this option as the default.

  5. Click Save.

You can edit or delete an option later. From the client form, you can also add a new option directly with the plus button next to Salutation.

When adding or editing a client, choose the desired salutation in the Salutation field. The field is optional: you can leave it empty, and the client will then remain without a salutation. In the client record and on a printout, the salutation is shown only when it has been filled in.

Using salutations in emails

In a standard message, you insert the salutation with the dynamic field Salutation under the Client group. This field uses the tag {{CLIENT_SALUTATION}}.

  1. Open the standard message via Settings → Emails → Standard messages.

  2. Place the cursor in the subject or message.

  3. Choose Salutation from the dynamic fields list under Client.

  4. Save the message.

The tag is available in message types that show client fields, such as appointment confirmations, reminders, invoices, shared reports, intakes, invoice reminders, and campaigns. When you send the email from the client record with Send email, the client's salutation is filled in. See Standard messages and Send email.

Using salutations in letters

In letters, you have two separate salutation fields: that of the Addressee (the client or contact person the letter is addressed to) and that of the Person (the person the letter is about, in the Regarding person form).

  • Addressee → Salutation uses the tag {{TO_SALUTATION}}.

  • Person → Salutation uses the tag {{FOR_SALUTATION}}.

Insert the tag via Insert dynamic field in the letter editor. See Writing a letter and Add standard letter.

Fallback and empty salutation

When a client has no salutation, Vetocare uses in templates and letters the salutation option that your practice has set as the default. For example, you can add a general option, such as Mr./Ms. or family. In the client form or intake, the default salutation is not selected automatically; it applies only for use in templates and letters.

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