PetGroomBossPro Blog — Repeat Appointments

Recurring Grooming Software: The Complete Guide to Repeat Appointments for Mobile Groomers

Ask a mobile groomer what keeps the van full and the answer is almost never new customers. It is the clients who come back: the doodle on a six-week schedule, the little terrier every four weeks, the double-coated shepherd that gets a bath and de-shed every couple of months, the long-haired cat who sees you on the same Thursday every eight weeks. Those repeat appointments are the backbone of the week, and the way you book them decides how much of your evening goes to the calendar.

This guide walks through how repeat appointments work in PetGroomBossPro, from the first booking to the day a client moves away. Each section points to a deeper article if you want the detail.

Start With the Landing Page, Then Come Back Here

If you want the quick overview, the PetGroomBossPro recurring grooming software page has it, with example cards and the feature list. This article is the long version: what each piece does, why it is built that way, and how the pieces connect.

The short version is this. A repeat client is booked once, on a fixed slot. Every visit in the series is written out right away. Each visit waits on a list called Pending Jobs with its planned day, time and van. The day before, the office confirms tomorrow with one click. And every visit already holds the pets and the cut notes, so the groomer opens the card and knows the job.

Fixed Slots: Same Weekday, Same Time, Same Van

Some field-service software handles repeat work as “due again in so many days” and lets the office pick a day when it comes up. That works for a trade where the customer does not need to be home. Grooming is different. Someone usually has to be there to hand over the dog, the customer is planning their day around you, and plenty of clients like knowing that the van comes every sixth Tuesday at ten.

So PetGroomBossPro books repeat grooming on fixed slots. When you add a client, you choose the weekday, the time and the van, and every visit in the series keeps them. Tuesday at 10am in Van 1 stays Tuesday at 10am in Van 1 until you change it. The reasons this works well for a mobile grooming business are covered in Why Set Slots Work: Same Weekday, Same Time, Same Van for Every Repeat Grooming Client.

Booking a Series With Add Recurring Grooming

Repeat clients are booked from one form called Add Recurring Grooming. You pick the client and address, the service from your service list, how often, the weekday, the time and the van, and you save. The visits are created on the spot.

The frequency choices are weekly, every 2, 3, 4, 6 or 8 weeks, monthly, or custom days for anything that does not fit those. Because the frequency is chosen per client, you keep one service list. You do not need a “Full Groom – 4 Weeks” and a “Full Groom – 6 Weeks” and a “Full Groom – 8 Weeks.” You have a Full Groom, and each client's series says how often. How often a particular dog or cat should come back is a conversation between you and the owner; the software just holds whatever you agree on.

The pets come along automatically. Each visit holds the pets at that home — up to four — with name, Dog or Cat, breed, size, coat, rabies due date and a notes line for the cut and behavior. The step-by-step version of the form is in Add Recurring Grooming, Step by Step: Booking a Repeat Client in PetGroomBossPro.

Pending Jobs and the Day-Before Confirm

Every visit in a series waits on Pending Jobs, a map and list of planned repeat visits and new requests. It has day tabs with tomorrow first, because the office schedules the day before, and a “No Day” tab for new requests that do not have a slot yet.

The routine is simple. Each afternoon, someone opens tomorrow's tab. The repeat visits are already there with their planned day, time and van. One click confirms them as planned. Then any new requests from the No Day tab get fitted into the gaps, and the day is set. Once confirmed, the visits move to the Scheduled list and show on the groomer's phone in order with their set times.

Why wait for a confirm at all, instead of pushing visits straight to the schedule? Because the day before is when you know about the sick groomer, the van in the shop or the client who texted to say they will be away. Confirming is the moment the office looks at tomorrow on purpose.

Managing a Series: The Recurring Clients List

Every active series lives on the Recurring Clients list. From there you can change the van, the day, the time or the price for upcoming visits, extend a series that is running low, or stop one when a client moves. Changes apply going forward. Visits already groomed, and the invoices that came with them, stay as they were.

That covers most of what happens over the life of a repeat client:

• A new work schedule means a new day or time. Change it on the series and every upcoming visit follows.
• A second van means moving some clients off Van 1. Change the van on each series.
• A price change for the new year goes on the upcoming visits without rebooking anyone.
• A long-time client whose series is nearly used up gets extended.
• A move out of town means stopping the series.

For a one-off change, like a family vacation, the groomer can skip that visit or the office can move it to a different day. There is no separate pause switch; for a long break, stop the series and add a new one when they are back.

On the Day: Groom, Complete, Get Paid

On the groomer's phone, a repeat visit looks like any other appointment: the set time, navigation, each pet with breed, size, coat and cut notes, the add-ons ticked for that visit, van notes such as where to park and where the outlet is, and past notes from earlier visits. The groomer taps Start, works through the grooming checklist for each pet, takes before and after photos and taps Complete.

Complete creates the invoice and can charge the card on file, so a repeat client on auto-charge never has to think about paying. Monthly accounts, like a senior living community's pet day, can get one statement each month instead. Customers get automatic reminders and on-the-way and arrived texts based on the alerts they chose, and can leave a tip on a paid invoice from the customer app.

Where to Go Next

The rest of this series takes each piece one at a time: frequencies and custom days, Pending Jobs, changing slots and prices, extending and stopping, vacations, multi-pet homes, cats, monthly accounts, filling a van's week and moving off a paper book. If you would rather click than read, the live demo is a fully stocked sample mobile grooming company with repeat clients already booked. And for the overview of every repeat appointment feature, head back to the recurring grooming software page.