Add a client and animal when approving an appointment request

When you approve an appointment request, you can create a new client and animal directly from the appointment using the details known from the request, and then send an online intake so the client can complete the remaining details themselves.

You process an appointment request via Schedule in the Inbox. This opens the calendar with the request as context, and you work in the appointment modal titled Appointment request. You approve the request using the Approve button.

Selecting or creating the client

In the Client field, open Select client. The selector shows the details known from the appointment request under The following details are known about the client: — namely whether it is a new client, the name, email address, and phone number.

1. Find an existing client by typing in the search bar, or click Add client to create a new client record.

2. When you click Add client, the client form opens with the request as context. The known details — name, salutation, email, and phone number — are filled in automatically. Address details are entered as a visiting address or split into street, postal code, city, and country, depending on the structure of the request.

3. Click Save. The new client is selected automatically, and the list of their animals is loaded.

The known request details only prefill a new client record. An existing selected client record is not overwritten with the details from the request.

Selecting or creating the animal

The Animals field becomes available only after a client has been selected. The selector shows the animals from the request under The following animals have been specified:.

1. Select an existing animal belonging to the client, or click Add animal to create a new animal.

2. For an animal specified in the appointment request, you can also click Add next to that animal. The animal form then opens with the animal's species, name, and the request note prefilled as a note.

3. Click Save. The new animal is selected automatically.

You can also use Select all or Deselect all to select all animals from the request at once. If the client does not have any animals yet, the selector displays This client has no animals to select.

Confirm the selection with Confirm; the selected client and animals are then returned to the appointment modal.

Adding and sending an online intake

Use Add intake in the appointment modal to set up an online intake that the client can complete themselves. This action is available only when a client has been selected and that client does not already have an intake in progress.

1. Click Add intake. The intake modal displays the selected client and the linked appointment animals.

2. Enable Add report per animal to select a report form for each animal. This option appears only when animals are linked to the appointment.

3. Select a Standard message from the relevant or general templates, or set up the message manually using - Manual -. When a template is selected, its subject, message, and any attachments are copied over.

4. Click Add to add the intake to the appointment.

The intake is sent by email when you save the appointment with Approve. For this to work, the practice settings must include a sender name and email address, and the client must have an email address. If the client has no email address, This client does not have an email address yet. An email address is required to send an intake. appears.

Approving the request

Click Approve to convert the request into an appointment in the calendar. The selected client and animals become part of the new appointment, and the intake is sent as described above. The appointment modal closes, and the request context is removed from the URL.