CLINIC HQ

4.2.1. Making a New Volume Client

In order to schedule appointments, the clinic must first create the volume client profile in HQ.

To do that, follow these steps:

  1. Go to Clients > Client Management > Create Volume Client.
  2. The minimum required information is the Organization Name, at least one phone number, and the physical address.

Here are what the following fields mean:

  • Organization: This is the name of the volume client you will be working with, like Tulsa Humane Society. It is best not to abbreviate here because this name will be on many documents related to the animals connected to that client.

Tip: If creating a VC that is a trapper by hobby and not with an organization, use their name as the organization name. Example “Sally Smith – Trapper.” Then in the client’s details also fill the first name as Sally, last name: Smith.

  • First Name: Optional field, point of contact for this organization.
  • Last Name: Optional field, point of contact for this organization.
  • Cell Phone: At least one phone number is required as the emergency contact for this organization.
  • Other Phone: Optional field.
  • Microchip Mail: This is the email field that goes on the Found Animals microchip export. We do not auto-register volume client animals with 24PetWatch.
  • Bill to Email 1: This is the email volume client invoices will be sent to.
  • Bill to Email 2: An alternate email for volume client invoices.
  • Physical Address: Must be added for every volume client, or you will not be able to check their animals out.

Inviting the Client to the VCP

Once the volume client profile is created, you’ll need to invite the client to login to the Volume Client Portal (VCP). This is where they will view appointments, enter animal and owner data, and pay invoices. To learn more about inviting a client to the VCP, visit this page.