Creating Reservations, Appointments, and Classes in Gingr

Purpose

Gingr is where every Partners Dogs booking lives: a dog's stay (a reservation), a one-off appointment like a private lesson or assessment, and a group class enrollment. This SOP walks front desk and reservations staff through creating each type, taking the deposit correctly, and canceling or deleting a booking without losing the record trail. Read it before your first live booking, then keep it open as a reference for the first few weeks.

At a Glance

• Reservations are a dog's stay (boarding, DayCamp, camp programs). Appointments are a scheduled lesson or assessment. Group classes are enrollment in a recurring class program.
• Standard check-in and pickup window: after 8:15 a.m. and before 4:30 p.m.
• The reservation deposit is $100. It is never refunded as cash: with 48 or more hours' cancellation notice it converts to store credit, and inside 48 hours it may be forfeited.
• Cancel a booking to keep its record and trigger the correct deposit outcome. Delete a booking only when it was created in error; deletes are irreversible.

Steps

Creating a Reservation or Appointment

1. Open the pet's profile, or create one first if this is a new client, and start a new booking under the pets category.
2. For a stay, choose the reservation type (boarding, DayCamp, camp) and set start and pickup times inside the 8:15 a.m. to 4:30 p.m. window whenever the schedule allows it.
3. For a one-off appointment (private lesson, assessment), select the specialist, date, time, and duration, then adjust price and add service notes as needed. Some appointment types, like a free assessment, do not auto-generate a deposit, so do not assume every booking needs one collected.
4. Add any boarding or camp add-ons the pet parent wants, such as a bath, a nail trim, rattlesnake avoidance, or an extra training session at $50, before generating the estimate.
5. Choose an available kennel or lodging space and confirm it is not already committed to another dog for those dates.
6. Generate the estimate, then collect the deposit: click to collect $100 and choose the payment method on file.
7. If you cannot collect the deposit right now, do not force it through anyway. Gingr will warn you that some payments were not applied; continuing sends the pet parent an email saying the deposit was not collected, and the booking logs under the Deposits tab as outstanding. Follow up before check-in.

Booking a Group Class

1. From the reservations menu, select Group Classes and the correct location.
2. Review past, current, and upcoming classes for that program. If the class the pet parent wants is full, offer the next available session instead of overbooking it. Class schedules also shift around holidays, so tell the pet parent when a date in the series may not run.
3. Confirm the pet's name and class details, then click Enroll Now. This adds that class's current package price to the cart; check the live rate card if you are not certain of the price, since group class pricing changes.
4. Take payment to complete the enrollment.
5. Watch the Unpaid Classes view under Reservations for classes that are confirmed but not yet paid; payment for these sits under the Invoice tab.

Combined Camp and Appointment Bookings

1. Select the camp or training camp reservation type, then add the pet, dates, and times.
2. Layer in the extra pieces a camp booking usually needs: a check-in lesson, an email demo update, and a transition appointment, each booked with an available trainer and date slot.
3. Keep an eye on lodging capacity while you build a combined booking. Assign a specific room or kennel so two dogs are never scheduled into the same space.

Canceling or Deleting a Booking

1. Go to the pet parent's Owner Profile, open Reservations, then Future Reservations to see everything currently booked.
2. To cancel a booking that is not going to happen, use the action tab and select Cancel Booking. Add a reason if one applies; this covers most cases.
3. Use Delete Reservation only when the booking itself was made in error and should never have existed. Deletes are irreversible and leave no record to reference later, so use Cancel for anything that was a real booking that changed.
4. When you cancel, the deposit follows the same rule as new bookings: 48 or more hours' notice converts it to store credit, and inside 48 hours it may be forfeited. State both parts of the policy; never tell a pet parent their deposit is simply refunded.
5. The "no show class" status and its email only apply to a missed group class. It is not the right tool for a missed daycare or boarding check-in.

Edge Cases / Troubleshooting

A deposit was never collected before check-in

Check the Deposits tab under the reservations menu; it shows every deposit, collected and uncollected alike, so an outstanding one is visible there rather than only in the booking record.

The pet parent disputes the deposit outcome

State both halves of the policy (store credit at 48 or more hours, may be forfeited inside 48 hours) and do not improvise an exception on the spot.

Cancel or delete, which one

Cancel for a booking that was real and then changed; it keeps the record, prompts for a reason, and drives the deposit outcome. Delete only for a booking that was made in error and should never have existed, since deletes are irreversible.

Vendor Reference

Gingr's own articles below walk through these same screens in more depth. Check them first if a step above does not match what is currently on screen.

• Create Reservations (Topic Outline)
• Create an Appointment from the New Appointment Page (How-To)
• Add Reservations to the Waitlist (How-To) (link unverified)

Who to Ask

Ask a manager before overriding the deposit policy or resolving a lodging double-booking, and check the live rate card if a class or add-on price on screen does not match what you expect. Flag anything else unusual, such as a duplicate booking or a deposit that will not collect, to a manager rather than guessing at it.