Manage boarding reservations

Estimated reading: 20 minutes

Learn how to create and manage boarding reservations.

Before you start

Security

Setup

Important!

  • There are two types of booking methods available.
    • Hotel: Overnight stays
    • Daycare: Same day pickup
  • Only one method can be assigned to a specific reservation type or cage type.
  • When making the reservation, the reservation type booking method must match the cage type booking method. Example: Hotel reservation types cannot be used with daycare cage types and vice versa.

Using the Reservation List

The Reservation List is the main window for Cornerstone Boarding and Grooming. From the Reservation List, you can:

  • Review reservations
  • Start new reservations
  • Update or delete existing reservations
  • Check in/out reservations
  • Print a check-in report or other documents, as available
  • View cage availability
  • Create recurring reservations
  • Access the Patient Clipboard

Note: Review the Boarding and Grooming Set Up Checklist to ensure that necessary components of Cornerstone Foundation and Cornerstone Appointment Scheduler are set up.

Navigate to the Toolbar > Reservation list .

  1. Select cage/date
    • To view existing reservations for a specific cage type, click the cage type(s). More than one cage type can be selected and the default is All cages .
      • If cages are booked for the selected date, there will be a green color bar behind the cage type text, indicating the availability of bookings for the cage type.
      • A longer color bar indicates more bookings for that cage type.
      • If the cage type is overbooked, a red square at the end will display the number of overbooks.
      • To view the cage availability graph, press F2.
    • Enter the date for which you want to view reservation information, or press F2 to use the calendar.
      • The default is today’s date.
      • Any reservation that falls within the range of the selected date will display. Example: For the selected date of 2/29, a reservation that starts on 2/27 and goes through 03/01, will display.
  2. Status: Select which type(s) of reservations you want to view by checking the box to the left of the status description. Scheduled and checked-in reservations display by default.
  3. Client ID
    • To find a client, do any of these from the Client ID field:
      • Click the drop-down list to select a recently accessed client.
      • Enter the client ID and press Tab.
      • Press F2 or double-click to search for and select the client from the Client List.
    • All of the client’s prior and future reservations for the selected status(es) can be displayed by checking the status boxes.
      Note: To view a Census displaying all patients with a checked-in status for boarding and grooming, press F3 in the Client ID field.
  4. Buttons
    • Click New, to make a new reservation. See Make or change a boarding reservation for more details.
    • To update or check in/out a reservation, select the reservation from the list and click Update.
    • To delete a reservation, select the reservation you want to delete from the list and click Delete. See Delete a Boarding Reservation for more details.
    • Click Close, to exit the Reservation List.
  5. Reservations: View the following information in the Reservations area.
    • Cage name and number (if using).
    • Patient ID and name.
    • Owner name.
    • Arrival and departure dates.
    • Status (scheduled, checked in, etc.)
    • Grooming date and grooming, if grooming appointments are scheduled.
    • Patients sharing a cage: This is indicated by colors to the left of the reservation. Example: Patients in red are sharing a cage, patients in yellow are also sharing a cage. If more cages are shared, additional colors will display.
  6. From the right click menu, do any of the following:

View cage availability

Cornerstone Boarding and Grooming lets you view cage availability on a list and in a graph. The list will display available and booked cages of all types.

  • Toolbar > Reservation List > F2 in the cages area.
  • Activities > Boarding > Reservation List.
  1. In the Date field, select the beginning date to view. The default date is today’s date.
  2. Select the cage type to display on the graph from the Number of cages available list.
    • The graph will display the total number of cages booked (red) and the number of cages available (green) for the cage type.
    • The overall number of cages, allowed overbooks, and cages available for specific dates will display in the Number of cages available area.

Note: If you accessed the Cage Availability window by pressing F2 in the Cage Type field on the Reservation Information window, highlight the cage type you want to use and click Select. The selected cage type will display in the Cage Type field of the Reservation Information window.

Boarding reservations

Make or change a boarding reservation

On the Reservation Information window, the client’s personal and A/R information will be displayed. The patients belonging to the client will display in the Patient area. Use the following steps to make a boarding reservation.

Navigate using either:

  • Toolbar > Reservation List > New
  • Patient Clipboard > right click patient > Reservation.
  1. If starting from the Reservation List and/or creating a new reservation, find a client, by doing any of these from the Client ID field:
    • Click the drop-down to select a recently accessed client.
    • Enter the client ID and press Tab.
    • Press F2 or double-click to search for and select the client from the Client List.
  2. In Reservation #, press Tab. The system will automatically assign a reservation number. If the client has any reservations currently scheduled, a message box will ask if you want to schedule a new reservation.

    Note: Press F2 in the Reservation # field to view previously scheduled reservation information for the client.
  3. For Reservation type, select the reservation type from the drop-down list. The reservation types determines if hotel style cage types or daycare style cage types can be selected, and if additional services/charges are added. Example: Boarding w/medication, boarding w/swimming
  4. In the Arrival and Departure fields, enter the arrival and departure dates for this reservation, or press F2 to select the dates.
    • The arrival and departure times will automatically default to either the hotel style check-in time or the daycare style check-in time set in defaults, depending on the selected reservation type.
    • If necessary, select the time fields, to revise arrival and departure times to reflect actual client drop-off and pick-up times.
  5. If this is a reservation that a client is confirming, click Confirm. This will enter the current date and time in the Confirmed field.
    • Click Unconfirm to clear the field, if needed.
    • If this is a new reservation, press Tab to skip the Confirm field.
    • On the Reservation List, an asterisk (*) displays after the status of scheduled, for all confirmed reservations.
  6. In the Made by field, enter the Staff ID of the staff member making the reservation or press F2 to select from the Staff List.
  7. If not already selected, highlight the pet you want to include on the reservation.
  8. Click Include on reservation to add this pet to the boarding reservation. If the client is boarding multiple pets and wants the pets to share a cage:
    • Repeat step 7 and 8 until all of the client’s pets are included on the reservation. Note: Pets included on the reservation will have an * in the Incl column.
    • Click Sharing to select the last pet included on the reservation as the primary pet who will be billed the primary charge. Otherwise, from the list of patients in the Patient box, select the pet you want to designate as the primary pet and click Sharing.
    • In the Sharing list box, click on all of the pets that will share the same cage with the primary pet.
      Note: All pets sharing a cage will be highlighted and will have a P or * in the Shr column.
  9. Select the Cage type from the drop-down list or press F2 to view cage availability. The selected cage type must match the booking style (hotel or daycare) defined for the reservation type.
  10. If the Assign cage numbers default is activated, do one of the following in the Assign # field:
    • Press F2 to view the Reservation Book to determine which individual cages of the selected cage type are available. Click on the available cage you want to assign and click Select.
    • Click Assign and the first available cage, for the selected cage type, will automatically be assigned.
  11. Click Instructions to enter reservation notes, equipment notes and other types of instructions. Examples: Feeding, exercise, etc.
    • Items will automatically display in the Boarding items, based on the Reservation type.
    • The quantity charged is based on the frequency for the reservation type.
    • Update items, as needed.
      Note: For more information on boarding instructions, see Additional Information.
  12. In the Boarding items area, add, change or delete invoice items, as needed.
    • If boarding invoice items are linked to the cage type, they are automatically include in the Boarding items area of the reservation.
    • To delete an invoice item, select the Item ID and press Ctrl + D.
    • Invoice items are transferred to the Patient Visit List when the boarding reservation is checked out.
    • Click (highlight) each additional patient on the reservation to review their invoice items and update, as needed.
  13. Click Add to make a grooming appointment, if needed.
    Note: Appointment Scheduler set up and grooming appointment defaults set up is required, in order to make a grooming appointment from the boarding module.
    • The Reason for visit will likely be defaulted to Grooming. It can be changed, if needed.
    • If needed, change the Time Units.
    • Enter the Staff the appointment should be scheduled for, or F2 to search for and select from the Staff list.
      Note: If using Find to search for appointments, leave this field blank.
    • In Prefix, enter the initials of the staff that made the appointment.
    • In Amount, enter the usual amount for this type of appointment, if needed.
    • In the Staff time, click a checkbox for each time unit that the staff member scheduled to provide this service will be present during the appointment.
    • Enter any Notes about this appointment.
    • In the Appointment items area, enter the invoice Item ID of any item you want to change (or press F2 to select from the Invoice Item List) and press Tab. If needed, change the Quantity and Amount fields for the item.
    • Click one of the following:
      Note: For more information on the Find and Grid, see Additional information.
      • Find: Displays the Appointment search and allows you to search for available appointment times for the specified staff.
      • Grid: Displays the grooming columns from the appointment scheduler for the specified staff. Double-click in a time slot to create a grooming appointment.
    • Click OK, to return to the Reservation window.
  14. Click OK to save the reservation.

Set up recurring reservations and grooming appointments

An existing reservation can be set up to recur at daily, weekly, monthly or yearly intervals. If a grooming appointment is included with the reservation, the recurring grooming appointments are placed in the Appointment Scheduler for the selected recurring dates and times. They can be viewed in the Schedule for Today window.

Navigate to Toolbar > Reservation list .

  1. In the Client ID field, type the ID of the client who wants to set up a recurring reservation or press F2 to select from a list. A list of all of the client’s reservations is displayed.
  2. Right-click on the reservation that the client wants to be recurring.
  3. From the pop-up menu, select Recurring Reservations, and select the time interval.
  4. In the Arrival and Departure fields, press Tab to accept the default times, or change the times, as needed.
    Note: The Length of reservation (days) field displays the length of days for the original reservation and cannot be changed.
  5. In the Patient list, all patients on the original reservation will be displayed. To deselect any patient that you do not want to include on recurring reservations, click on the patient’s highlighted name.
  6. Recurrence pattern:
    • Daily: Enter the number of days for which you want the reservation to recur, or select Every weekday to recur reservations every day for one or more weeks.
    • Weekly: Enter how often you want reservations to recur in weeks. Example: To have reservations once every two weeks, enter 2. Click the appropriate checkbox to select the day of the week for the recurrence.
    • Monthly: Enter the day of the month that you want the reservation to recur and the number of months that you want the reservation to recur. You can also choose to select the week of the month, the day of the week, and the number of months that you want the reservations to recur.
    • Yearly: Select the month and the day that you want the reservation to recur. You can also choose to select the week of the month, the day of the week, and the month that you want the reservation to recur.
  7. Range of recurrence:
    • In the Start field, the first available date after the original reservation is automatically selected.
      • If needed, enter or select a different start date.
      • Future recurring reservations are set up based on this date.
    • Select End after and enter the number of times that you want the reservation to recur, or select End by and select or enter a date when you want the reservation to stop recurring.
  8. Click OK.
  9. When complete, a message will display. Select Yes to print a Reservation Recurrence Report for a client or No to skip the report.


    Note: If one or more recurring reservations or grooming appointments cannot be created, a Reservation Recurrence Exception Report will automatically print, listing the date and reason the reservation or appointment could not be made. Some reasons include:
    • Cages are full.
    • Grooming appointment time is not available.
    • Reservation or appointment would occur when the practice is closed.

Delete a boarding reservation

Navigate to Toolbar > Reservation list.

  1. In the Client ID field, type the ID of the client whose reservation should be deleted or press F2 to select from a list. A list of all of the client’s reservations is displayed.
  2. Do one of the following:
    • Right-click on the reservation and click Delete from the menu.
    • Click (highlight) the reservation and click the Delete button.
  3. Do any of the following, if prompted:
    • If the reservation is recurring, a window will display.
      • Choose whether you want to delete all occurrences of the recurring reservation or only the selected reservation.
      • If a recurring reservation has a grooming appointment, the appointment is automatically deleted from the Schedule for Today.
    • If the reservation is already checked in, Change reservation to ‘Scheduled’ will be selected, by default. Click Ok to change the reservation backed to scheduled. Repeat Step 2.
  4. In the Reservation section, select the reason for deleting the reservation.
    Note: Deleted reservations with a status of No Show or Cancelled can be viewed or printed and will trigger a client alert if Alert defaults are set. If you choose the Delete the reservation option, the reservation record is removed from your files and can no longer be viewed or printed.
    • No show: Gives the delated reservation a status of No show.
    • Cancelled: Gives the deleted reservation a status of Cancelled.
    • Delete the reservation to remove the reservation from your records.
  5. In the Grooming Appointment(s) section, select whether the appointment should be considered Failed, Cancelled or Neither.
  6. If you do not want to delete grooming appointment items from the Patient Visit List, deselect the Delete appointment items from patient visit checkbox.
  7. Click OK.

Update a grooming appointment

Navigate to Toolbar > Reservation list.

  1. In the Client ID field, type the ID of the client whose grooming appointment should be updated or press F2 to select from a list. A list of all of the client’s reservations is displayed.
  2. Find the reservation that contains the grooming appointment. Grooming information will be listed to the left of the reservation.
  3. Do one of the following:
    • Right-click on the reservation and click Update from the menu.
    • Click (highlight) the reservation and click the Update button.
  4. Navigate to the Grooming information area, and click Update.
  5. Make changes to any of the following and click OK.
    • Prefix
    • Amount
    • Staff time
    • Notes
    • Appointment items
  6. The Grooming Appointment window closes and the Reservation Information window opens.
  7. To exit the Reservation Information window, click OK.

Note: To change the date, staff or time increments delete the appointment and create a new one or update it from the Appointment Scheduler.

Delete a grooming appointment

A grooming appointment can be deleted without deleting the boarding reservation.

  1. In the Client ID field, type the ID of the client whose grooming appointment should be deleted or press F2 to select from a list. A list of all of the client’s reservations is displayed.
  2. Find the reservation that contains the grooming appointment. Grooming information will be listed to the left of the reservation.
  3. Do one of the following:
    • Right-click on the reservation and click Update from the menu.
    • Click (highlight) the reservation and click the Update button.
  4. In the Grooming information area, and click Delete.
  5. Select one of the following:
    Note: Failed or canceled appointments will trigger a client alert if selected in Alert defaults.
    • Failed: Select if the patient did not show up
    • Cancelled: Select if the patient called in with enough advance notice.
    • Neither: Select if you do not want the deleted appointment to show up in the client’s alerts.
  6. If you do not want to delete the appointment items from the Patient Visit List, uncheck the checkbox.
  7. Click OK. The Delete Appointment window closes and the Reservation Information window opens.
  8. To exit the Reservation Information window, click OK.

Additional information

Reservations

Boarding instructions

Reservation book

Grooming appointments

Related reports

These Cornerstone reports provide information from the actions outlined in this article. Each report has its own security access under the Reports tab of the Security Setup window.

  • Boarding Cancelled List
  • Boarding Census
  • Boarding Check-in Report
  • Boarding Combination List
  • Boarding Exercise List
  • Boarding Expected Check-ins
  • Boarding Expected Check-outs
  • Boarding Feeding List
  • Boarding No Shows
  • Boarding Occupancy Forecast Report
  • Boarding Other Services List
  • Boarding Res Recurrence Exception Reports
  • Boarding Res Recurrence Report
  • Boarding Scheduled Reservations Report

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