PetGroomBossPro Blog — Pet Grooming Software

Office Roles and Employee PINs in Pet Grooming Software

When a mobile grooming business is one person, there is no question of who can see what. The owner sees everything. The moment you add a bather, a second groomer or someone to answer the phone a few hours a week, that changes. You want everyone to have what they need to do their job, and you want some things, like the money and the full client list, to stay with the people who should have them.

From Reports to People

The last guide, Reports in Pet Grooming Software: Seeing the Work, the Money and the Tips, ended with a question: who should see the reports? This guide answers it by looking at the two kinds of people in a grooming business, the office and the vans.

Two Kinds of Users

PetGroomBossPro treats the office and the field differently:

• Office users sign in to the office side, where scheduling, Pending Jobs, clients, texting, estimates, billing and reports live. Each office user can be given a role.
• Employees are your groomers and bathers. They sign in to the groomer app with the company login and a personal PIN, and they see their own day.

Keeping those separate means a new bather does not need an office login just to see today's appointments, and a part-time scheduler does not need to be on the groomer app.

Office Roles

Office roles let you give each office user the access that fits their job. The owner keeps full access. Someone who books appointments and answers customer texts can have what that job needs. Someone who only handles billing can have that. When the person's job changes, change their role.

Roles matter most for the things that are hard to take back: who can see revenue, who can change prices, who can see every client's card status. Setting roles up when someone joins is easier than worrying about it later.

Employee PINs

Every groomer and bather gets their own PIN. Signing in with the company login plus that PIN does three things:

• It ties every Start, Complete, checklist, photo and clock-in to the right person.
• It keeps gate codes and client details behind a login, rather than on paper in the van.
• It lets you turn off access when someone leaves, by turning off their PIN.

For a business that keeps gate codes and home access notes on file, that last point matters. A former employee should not keep the codes to your clients' communities.

Vans Decide Who Sees What

Employees are assigned to vans, which the software calls teams. When the office books an appointment to a van, it shows up on the phones of everyone assigned to that van. A groomer and a bather can share a van, so both see the same day. A groomer on Van 2 does not see Van 1's appointments, which keeps each phone focused on its own day.

If someone moves vans, change their assignment, and their phone shows the new van's day from then on. Running more than one van is covered in Running a Two-Van Mobile Pet Grooming Company: Groomers, Bathers and Shared Vans.

The Time Clock

Because each employee signs in with their own PIN, the time clock on the groomer app records hours for the right person. Groomers and bathers clock in and out on their phones, and the hours are recorded as they happen.

Starting Someone New

Adding a new groomer or bather takes a few minutes: add them as an employee, give them a PIN and assign them to a van. They install the groomer app from the browser on their own phone, sign in, and their day is there. Because the pets, cut notes and van notes are on every card, a new groomer can run a route on their first day without the owner riding along for every stop.

When Someone Leaves

Turn off their PIN. They can no longer sign in to the groomer app, and the client details and gate codes stay with your business. Their past work, checklists and clock-ins stay on record.

A Simple Rule of Thumb

Give each person the least access that still lets them do their job well. A bather needs today's appointments. A scheduler needs the calendar and the texts. A bookkeeper needs billing. The owner needs everything. Start there, and widen access only when someone runs into something they genuinely need.

Room to Grow

Roles and PINs are not something a solo groomer needs to think about on day one. But they are the reason the same software works when you hire your first bather and when you run several vans. For every guide in this series, go back to the pet grooming software page.