Stays, arrival and departure

Boarding

Each animal staying at your boarding facility has a stay: dates, a price, personal belongings, an arrival and a departure. This page explains how to follow a stay from start to finish, from its creation to the invoice.

The Boardings screen

Tap Boardings in the button bar, at the bottom of the screen. Stays are arranged in tabs:

Tab	Content
Boarding	The animals present, with the number of days remaining or "Leaving today".
Upcoming	Confirmed stays whose animal has not arrived yet, with the number of days before arrival.
History	Finished stays, from newest to oldest.
Requests	Requests received and pending offers (see Booking requests).

The search bar lets you find a stay by the animal's name, the owner's name or the microchip number. Tapping a card opens the animal's profile.

Adding a stay

On the Boardings screen, tap Add.
Choose the situation that matches the owner (see the table below).
Enter the Start date and the End date, the Daily rate (€) and, if needed, a Discount (%).
Optionally add Extra services and a Comment (feeding instructions, special information).
Tap Create boarding, or Send request if the owner has to approve it.

Option	When to use it
The animal has stayed here before	Its profile already exists: select it and create a new stay, without re-entering anything.
The owner has a SonEspaceSante account	Search for them by name or username (their profile must be public) and choose their animal. They receive a stay request to approve, and you get access to their animal's health record.
Invite the owner by email	Send them an authorisation link, or copy it to pass it on by text message or messaging app. Once accepted, you have access to their animals for 1 year, even if their account is private.
Create the animal profile myself	The owner does not use the app: you enter and manage the animal's profile yourself.

Two limits can block the addition: the number of simultaneous animals allowed by your subscription, and your boarding facility's capacity (places per species or per kennel). For the latter, you can allow overbooking in the settings.

The stay page

The stay page (Boarding details) opens when you tap Mark arrival on a card in the Upcoming tab, or tap a stay in the Agenda. It brings together:

the dates, the number of days (arrival day and departure day included) and the pricing;
the arrival and departure panel: required vaccines, kennel, arrival sheet, departure sheet and boarding contract;
the stay logbook (see Schedule and logbook);
the quote and the state of the deposit (paid or pending);
the Personal belongings and the Extra services;
the invoice, the contract and the owner's contact details.

The Edit button lets you change the dates, the rate, the discount, the comment and the owner's contact details. The View animal details button opens its full profile, and Discuss with the team opens an internal discussion about this stay.

Extra services and personal belongings

Extra services are invoiced on top of the stay: grooming, medication, transport… For each one, enter a label, a Unit price (€) and a Quantity, then tap Add a service.

If entered before confirmation, they are shown to the owner, with the total, when they accept the stay.
On closing, each service becomes a line on the invoice.
The stay discount does not apply to services.

Personal belongings (lead, toy, medicine…) list what the owner entrusts to you, with a photo if needed. They are ticked off on arrival and again on departure.

Recording the arrival

On the stay page, the Arrival part first lets you note the Agreed arrival time: the owner is reminded of it the day before. On the day of arrival:

Tap Record the arrival.
Fill in the Arrival sheet: date and time, Weight (kg), General state (Good, Tired, Stressed, Other), Observations and photos.
Tick the Personal belongings handed over, and add any missing from the list.
Note the Emergency contact and the Usual veterinarian, with their phone numbers.
Choose the Care authorization: "None without prior consent", "Yes, up to a limit" (enter the limit in euros) or "Yes, all necessary care".
Specify the Diet and the Treatments to give.
Have the owner sign on screen (Owner signature; Clear lets you start again) and enter their name in Signed by.
Tap Record the arrival.

The stay switches to Animal in boarding and the animal joins the Boarding tab. You can go back to the sheet with Edit the arrival sheet.

Checking vaccines

If you have set required vaccines (see Boarding settings), the Required vaccinations part of the stay page shows the state of each one:

Up to date, with the expiry date;
Expires during the stay, Expired, No-show or Not yet effective on arrival;
Not checked when the health record is not accessible or contains no vaccine, or Proof provided.

The check is made on the health record when you can access it: an animal whose profile you manage, or an owner who has authorised your access. Otherwise, take a photo of the vaccination record with Photo of the booklet: it serves as proof.

If a vaccine is a problem, a banner alerts you. You are still free to take the animal in: tap Accept anyway and enter the reason, which is mandatory and kept on the arrival sheet.

Automatic vaccine checking is included in the paid plans.

The boarding contract

In the Custody contract part of the stay page, you can:

show a Preview the contract PDF, pre-filled with the parties, the animal, the dates, the price, the care authorisation and the belongings entrusted;
download it in Word format to edit it;
Send to the owner.

The contract is regenerated each time the arrival sheet is saved. Once signed, it is stored in the animal's documents and sent to the owner as an attachment.

The boarding contract is included in the paid plans. The Boarding Contract card, further down the page, also lets you Generate a simple contract or attach a scanned signed version with Attach signed.

Recording the departure and closing

Open the stay page (in the Agenda, tap the stay), then tap Record the departure.
Fill in the Departure sheet: date and time, Weight (kg), Observations and photos.
Tick the Items returned. An unticked item is flagged as "Items not returned".
Tap Save and close the stay. The closing window opens.

You can also close directly with Close boarding, from a card in the Boarding tab or from the stay page.

The Close boarding window sums up:

the End date;
the pricing: Invoice according to the quote (ticked by default when a quote exists), or the daily rate and the discount if the stay was shortened or extended;
the extra services and the Costs to rebill;
the Total to invoice, minus deposits already invoiced;
the Personal belongings to return.

Tap Close + invoice to create the invoice at the same time, or just Close. The invoice is created as a draft: the owner only receives it once you have validated it. An owner with an account is informed that the stay has ended.

You can also create an invoice later from the Invoice card on the stay page (Generate), which shows the Remaining balance. See Invoices.

Rebilling costs incurred during the stay

If you have paid costs for an animal during its stay (a vet consultation, for example), you can pass them on to the owner on the end-of-stay invoice.

Enter the supplier's invoice as an Expense in your accounting.
Link a line of this expense to the animal, while it is boarding.
Turn on Rebill to owner: "This cost will be added to the end-of-stay invoice".
On closing, the cost appears under Costs to rebill and becomes a line on the invoice.

The amount carried over depends on your VAT status:

Your situation	Amount rebilled
Not registered for VAT	The amount actually paid including VAT, as is.
Registered for VAT	The amount excluding VAT: you recover the supplier's VAT, and your own VAT then applies.

A cost already carried over to a stay invoice cannot be carried over a second time: the switch is then locked.

Automatic reminders

7 days before arrival: the owner receives a reminder to remember the health record. If a required vaccine is a problem, you are informed too (paid plans).
The day before arrival: the owner receives a reminder with the agreed arrival time.
After departure: a review request is sent to the owner (see Clients and reviews).

The entry and exit register

Your boarding facility keeps an entry and exit register and a health monitoring register. The app builds them from your stays: entry on arrival, exit on departure, owner and contact details, observations and items not returned. The health register includes the care given during stays.

Open the menu, Organization section, then Registers and obligations.
Choose the Period.
Check the incomplete lines flagged: tap one to correct the animal's profile.
Tap Generate PDF, or Word for an editable version.

PDF export is included in the paid plans; the preview and the completeness report remain available. The app reminds and pre-fills, but the boarding facility remains responsible for its registers: have them checked by your official veterinarian.