Petsoft Glossary

Quick definitions for terms you'll see throughout the Help Center and inside the app.

Reservations & scheduling

Reservation status

Every reservation moves through a fixed set of statuses: Pending Approval (booked online, waiting on staff), Pending Pre-Payment (waiting on a required deposit), Reserved (confirmed), Checked-In, Checked-Out, Invoiced (billed), and Cancelled.

Run

A physical kennel, suite, or space that represents where a pet stays during boarding or daycare.

Rate Level

A custom pricing tier you assign runs to. Petsoft uses it to automatically pick the right price at checkout based on the pet's weight and the run assigned.

Kennel Run Overview

The interactive weekly grid of runs and dates showing occupancy — this is the in-app name for what people often call the "occupancy board." Cells are color-coded: green for an empty/available run, no color for a normally occupied run, blue for a reservation still being created ("in-process"), and yellow for an overlap (the same run double-booked on the same day). There's no drag-and-drop between runs.

Trial Service

A service flagged as usable for trial bookings. When an organization requires trials, a pet parent with a pet in Pending Trial status sees a "Schedule Trial" button instead of normal booking until staff approve or deny the trial.

Pets & customers

Pet status

A pet's status is one of: Pending Review (added by a parent, not yet reviewed by staff), Pending Trial (must complete a trial before other services), Ineligible (denied — effectively banned from booking), Active, or Inactive.

Customer status

A customer account is one of: Pending First Visit, Pending Review, Active, Inactive, Banned, or Deleted.

Altered

The pet-profile field indicating a pet has been spayed or neutered.

Vaccine expiration alert window

Each vaccine type has its own expire alert days and expire grace days settings, which control how far in advance staff and pet parents see a vaccine flagged as expiring. There's a color-coded vaccination status per pet: green (Up to Date), yellow (Expiring), red (Missing or Expired). This is a warning system for staff, not necessarily a hard block on booking.

Restricted breed attestation

Petsoft doesn't automatically detect a pet's breed. If your organization maintains a restricted breed list, customers adding or editing a pet in the portal must check a box affirming their pet isn't one of the restricted breeds — enforcement relies on this self-attestation, not automated breed matching.

Billing & payments

Deposit Policy

Your custom rules for how much customers must pay upfront when booking, and the refund percentage at different cancellation windows before check-in. Deposit amounts are calculated as either a Fixed Amount or a Percentage of the Invoice. A separate Holiday deposit policy can apply org-wide to any date flagged as a holiday.

Store Credit

Money kept on a customer's account, usable as a payment method for future bookings. It's applied manually at checkout by employees, but automatically applied when customers are booking through the pet parent portal.

Promo code

A code a customer types in at checkout (or that auto-applies via a matched Google Ads campaign) for a percentage or fixed-amount discount on the whole invoice. Each promo code can only be redeemed once per customer, ever, and both a start and end date are required when creating one.

Daycare coupon pack

A prepaid bundle of daycare days sold at a discount, tied to a specific daycare service. One coupon is deducted automatically each time the customer books that service.

Invoice status

An invoice is Pending (draft, not yet applied to the account), Paid, Refunded, Void (no longer applicable), or Deleted (kept for data integrity but hidden).

Payment method

The way a payment was collected: Cash, Credit Card, Store Credit, Complimentary (given free of charge), or Gift Certificate, among others.

Cosairus Payment Services (CPS)

Petsoft's payment gateway partner. Petsoft doesn't process cards itself — accepting card payments requires exporting your facility to CPS and completing merchant boarding on their site, using Elavon as the underlying gateway.

Organization & staff

Organization rule

An on/off switch that changes behavior across your whole organization (for example, Allow Dogs, Disable Daycare Reservations in Pet Parent Portal, Require Pet Review Before Booking). Changes apply immediately on save.

Organization option

Similar to a rule, but takes a value instead of an on/off toggle — things like Maximum Reservation Length, Pet Weight Maximum, or a webhook URL.

Permission

A single, specific capability (like Grant Refunds or Manage Facility Services) that you assign to a custom group. Petsoft doesn't ship with pre-built roles like "Manager" or "Groomer" — you build your own groups out of these individual permissions.

Petsoft Account Owner

The one built-in, non-custom permission. It grants full access to everything — facility management, billing, and organization security — and account owners can't be edited by anyone who isn't also an account owner.

Support ticket status

A ticket is New (received, not yet picked up), Active (being worked, or reopened by your reply), Accepted (a support team member has taken it), Awaiting Customer Feedback (waiting on more info from you), Awaiting Deploy (a fix is built and waiting on the next release), or Completed (closed — commenting on it reopens it).

Customer-facing

Parent Portal

The customer-facing website where pet owners register, request bookings, pay bills, upload vaccine records, and accept your agreements. Agreement acceptance is a checkbox, not a drawn or typed signature.

Google Campaign matching

An optional field on a promo code that, when it matches a customer's saved Google Ads campaign value from signup, auto-applies that code's discount at their first reservation — no code entry required.