Keep It Clear, Clean, and Compliant 

One of the most essential parts of running a successful pet-care business is record-keeping. Accurate, well-organized documentation helps optimize operations and keep your facilities as stress-free as possible. From managing team notes to logging feeding routines, tracking belongings, or staying up-to-date on immunizations, Gingr provides robust tools to streamline the process and help your team stay on the same page.

Out latest webinar was full of insights and practical examples of utilizing our solutions in your day-to-day. We're excited to share a recap of what was covered, including helpful tips and reminders to make the most of Gingr's features.

Employee Notes & Incident Reports

We began by exploring two internal tools that help your staff stay aligned: employee notes and incident reports.

Employee Notes

Think of employee notes as a digital logbook for your staff. These notes are for internal use only—customers won't see them unless you choose to share them. They're a great way to track grooming preferences, behavioral quirks, or even owner communication nuances.

Each note is:

  • Timestamped with the date and time it was created or edited
  • Attributed to the specific staff member who made the entry
  • Categorized by type (e.g., grooming, behavior, customer interaction)
  • Enhanced with optional attachments like images, videos, or even web links

You can create custom categories to fit your business's workflow. For example, facilities might add categories like "Feeding Preference," "Owner Notes," or "Medication Alerts."

Pro Tip: You can enable a clipboard icon to display on pet profiles, giving staff an easy shortcut to review or add notes.

screenshot of employee notes

Managing Belongings

Pet parents often bring toys, blankets, bowls, or beds with their pets. But keeping track of these items—especially when managing dozens of reservations—can get tricky.

With Gingr, you can:

  • Record each item by type and area (e.g., toy in boarding, blanket in daycare)
  • Add custom notes and even upload a photo of the item to ensure accuracy
  • See an at-a-glance status via a green backpack icon when belongings are logged
  • View belongings tied to past reservations to help with lost item claims

These records help avoid confusion at checkout and make your operation feel more professional and attentive.

screenshot of pet belongings in gingr

Feedings & Medications

Proper feeding and medication administration are among the most critical services you offer, and Gingr makes it easy to stay organized.

Scheduling

You can input a pet's feeding and medication schedule directly in their profile:

  • Feeding schedules can include quantity, unit (e.g., cups, tsp), type (e.g., house food, owner-provided), and any special methods (e.g., fed separately).
  • Medication schedules include dose, medication type, and time of day.

These inputs then feed into daily reports that staff can use during care.

medication schedules screenshot

Reporting

Using the Feeding Report or Medication Report, staff can:

  • Log when a pet has eaten or received meds
  • Choose from customizable status options like "ate all," "refused," or "missed dose."
  • Leave internal notes for accountability and context

Reports are automatically timestamped and attributed to the staff member who made them, ensuring a reliable history for each pet.

Pro Tip: Gingr allows you to set up pricing rules to apply charges to feeding or medication eventshelping you monetize time-consuming tasks.

Immunization Records

Health compliance is non-negotiable in pet care, and Gingr helps keep you in control of immunization tracking.

Each pet's immunization record is color-coded:

  • Red means an immunization is expired
  • Yellow means an immunization is expiring within 30 days
  • No icon = All immunizations are up-to-date

With this system, you can:

  • Send automated email reminders to pet parents when a vaccine is near expiration
  • Record updates directly from the icon or through the pet's profile
  • Customize which immunizations are required or suggested based on species

Focus less on follow-ups and more on providing excellent care, while reducing liability concerns.

Accurate Check-In and Checkout

Even small inconsistencies in check-in or checkout times can result in billing errors or miscommunication. Gingr timestamps the moment you click "check in" or "check out," but you can always edit these later.

For example:

  • Forgot to check in a pet yesterday? No problem. Just edit the date and time.
  • Checked out too late and triggered a late pickup fee? Adjust the timestamp, and the fee will update accordingly.
  • Need to check out a pet on a blocked date (like a holiday)? Use "specific dates" in Admin > Hours of Operation to allow staff to override restrictions.

Accurate timestamps ensure your billing stays fair and that you have clear records to refer back to in case of disputes.

pet-care pro checking in a cute bulldog while parent gives him pets

Common Questions Answered

During the webinar, we received great questions from attendees, including:

  • Q: "Can you check in multiple pets in a family at once?"
    A: Currently, feeding and medication details need to be verified per pet to ensure accuracy.

  • Q: "Can I input the same notes for multiple pets?"
    A: Notes must be added individually to each pet to allow for unique details per animal.
  • Q: "Can you override time or date blocks?"
    A: Yes—specific dates can be overridden on the business side, unlike disabled dates.

Additional Resources

Want to explore more? Here are the official support articles that dive deeper into each feature discussed:

Thanks again to everyone who joined us! Be sure to keep an eye on your inbox and the Gingr blog for announcements about upcoming webinars. Until next time—happy record-keeping!

Missed the webinar? Watch the full recording here.