Managing your team

Most kennels start with one or two people and grow from there. When that happens, you need a way to keep track of who can do what, when they are working, and how much you owe them. Petsoft handles all of that in one place.

Adding a new employee

Go to Team > Employees and click Add Employee.

You will need their basic info: name, email, phone. The email matters because that is how they log in. You can also assign them to specific facilities if you run more than one location.

Setting their role

Roles decide what someone can see and change. A groomer probably does not need access to your financial reports. A manager probably should.

Petsoft comes with a few default roles, but you can create your own. Each role is a bundle of permissions. Some common ones:

Permission	What it means
View customers	Can search and read customer profiles
Edit customers	Can add or change customer and pet info
Manage reservations	Can book, edit, and cancel stays
View reports	Can run reports but not change settings
Manage facility services	Can edit rates, runs, and availability
Admin access	Full access to everything

If you are not sure what to pick, start restrictive. You can always grant more access later.

Building schedules

Once someone is in the system, go to Team > Schedules to set their hours.

You can build schedules one week at a time. Pick the employee, pick the days, and set start and end times. You can also mark someone as off for a vacation day or a holiday.

The schedule ties directly into the time clock and the payroll report. If an employee clocks in at 8:05 AM but their schedule says 8:00 AM, the payroll report will show both numbers so you can decide how to handle the difference.

Using the time clock

Employees clock in and out from the main login screen. There is no separate app to download. They enter their email and password, then click the clock icon.

You can see who is currently clocked in from the dashboard. It shows a simple list: name, time in, and how many hours so far.

note

If someone forgets to clock out, their session will stay open until midnight. You can edit the time entry the next day if needed.

Paying your team

When it is time to run payroll, go to Reports > Payroll. Pick your date range and the report will list every employee with their total hours.

The report breaks down regular hours and overtime if you have configured overtime rules in your settings. It does not cut the checks for you, but it gives you the exact numbers to hand to your payroll service or accountant.

What if someone leaves?

You can deactivate an employee instead of deleting them. This keeps their history intact for payroll and reporting, but they can no longer log in. If they come back later, reactivating them takes two clicks.

To deactivate, open their profile and change their status to Inactive. Their past time entries and reservations stay in the system.

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Employee lifecycle flow

New employee setup checklist

Step	Task
1	Add name, email, phone to profile
2	Assign to facility (if multi-location)
3	Set role with appropriate permissions
4	Build initial weekly schedule
5	Show employee how to clock in/out
6	Verify time clock entry on first day

Active vs inactive employee

	Active	Inactive
Can log in	Yes	No
Appears on schedule	Yes	No
Past time entries	Visible	Preserved
Past reservations	Visible	Preserved
Payroll history	Accessible	Accessible
Reactivation	N/A	Two clicks to reactivate