Locating The Different Histories In Time To Pet

There are many features in Time To Pet that track important information that Office Managers and Administrators may need to reference for day-to-day business. The information that Time To Pet tracks ranges from what changes staff members made to certain events or settings, past service requests made by clients, what payments were applied to what invoices, and even what messages were deleted from a client or staff member’s conversation feed. Since this information exists all across Time To Pet, we have compiled all of the different histories that exist in Time To Pet below with instructions on what information can be gleaned from them, how to find them, and who can access them.

Service Order History

If there is a situation where a scheduled event is changed and the exact details of those changes need to be viewed, you can do so by viewing the Service Order history.

There are two ways to access the Service Order history: from the Scheduler or from a Service Order. To view it from the Scheduler, you will want to locate the event whose history you want to view, click directly on the event, and then click the three bars next to the “X” on the window that pops up. This will load the Service Order. From here, click the arrow next to the word “Options” in the upper right-hand corner of the Service Order and then select “Change History”.

From there, locate the event whose history you want to view and click the green arrow to the left of that event. This will propagate a complete history of all changes made to the event, including its creation, any status changes made to the event, if it was reassigned to a different staff member, or if it was moved from one invoice to another. It will also tell you who made what changes, the specific invoice numbers a service was moved to/from, and will also include the date, the currently assigned staff member, and the primary service of the event.

For more information, please see our help article here: Viewing Service Order History.

Deleted Event History

When an event has been deleted, it will be permanently removed from a client’s invoice and from the Scheduler. If you suspect an event has been deleted, you can find information on all deleted events by navigating to your Scheduler and scrolling toward the bottom of the page. Underneath the calendar, you will see a dark gray button that reads “Deleted Event History”. Click on it to access the complete history of deleted events.

Once you have selected a view that you would like to search with, you will be given a list of deleted events from the supplied date range. You will be able to view when the event was deleted at, when the event was originally scheduled, the name of the client the event was scheduled for, the primary service on the event, the staff member that was assigned to the event, and a link to the full history of the event (this will include the name of the staff member who deleted the event). 

For more information, please see our help article here: Deleted Event History.

Client Request History

If you have ever needed to confirm the dates a client request was originally requested or approved, or if you want to see what personalized message you may have sent them, you can find all the information you need in the Client Request history. Whether a client has made a new service request, a change request for an existing service, or a cancellation request, so long as the request was made through their Client App or Client Portal, you can view all of their past requests right from their client profile.

To access the Client Request history, you will want to navigate to a client’s profile page, click on the “Quick Actions” menu, and then select the “View Past Requests” option.

There are two tabs to choose from: “New Visits” and “Change Requests”. Click on the tab with the visits you would like to view. You will then be able to see the date a visit/change was requested, the service that was requested, what time block was chosen, the pets that were included in the request, the requested dates, a link to view the invoice that the services were scheduled on, the status of the request, and any notes/unavailable notes you may have included for your client.

For more information, please see our help article here: Client Request History.

Template Approval History

To find out when a template was approved and when its services were added to a client’s schedule, you will want to navigate to Scheduler > Templates tab, and then you will select the template whose history you want to view. Once you do, the history of past approved templates will propagate on the right-hand side of the screen, and that will display the template’s dates, the date it was approved on, its status, and the invoice the services were generated onto.

You can also access the template’s history if you are editing a template by clicking the “History” tab on the left-hand side of the screen.

Key History

The history of a particular key can be accessed in one of two ways.

First, from the Key List, which can be accessed from the Dashboard by going to Clients > Keys and clicking on the “History” button located next to the “Edit” icon in the row of the key whose history you want to view.

Second, from a client’s profile page, which can be accessed by selecting the “Key” tab and clicking on the “Show History” button on the key whose history you want to view.

Once accessed, the Key History will detail the complete history of the key, including when it was created and who it was created by, as well as whenever it is reassigned to a new location/staff member along with who made the reassignment and the date the change was made.

Past Client Account Approval Requests

If you allow clients to create new Time To Pet accounts pending approval, you can review past account creation requests by navigating to the Approvals > Clients tab and scrolling down to the “Past Requests” section of the screen.

Here, you will find a complete list of past account creation requests, including the date the account creation was requested, the name of the client, the client’s email address, any client details you ask for in your New Client Form, the status of the account’s approval, and who approved/rejected/deleted the account.

Client History

Much like the “Activity Feed” tab found on each staff member’s profile page, each client has a “History” tab on their client profile page with three separate categories: Miscellaneous, Conversations, and Profile Updates.

Profile Updates - In this section, you can see all changes/updates that have been made to a client’s profile and who made them.

Conversations - In this section, you can find all messages that were deleted from the client’s conversation feed, as well as the time and date it was deleted.

Private Messages - In this section, you can find all messages that were deleted from the client’s private conversation feed, as well as the time and date it was deleted.

Miscellaneous - In this section, you can find a myriad of other actions taken on a client’s profile. This includes, but is not limited to, when a client is sent an account activation email, when a client makes a service request, when a client adds/removes a payment method to their account, when a client payment method is charged and who charged them, when a client signs an agreement, when a client’s template is approved or updated, when a client’s flags are changed, if a client’s rates are changed, if a staff member logs into their client portal through the Quick Actions menu, and when keys for a client are added/updated.

Invoice History

Time To Pet offers a full invoice history for any and all events that existed on the invoice as well as any actions taken on that invoice. This includes (but is not limited to) information on deleted events, claimed events, and any manual changes that may have been made to tips.

To access an invoice’s history, you will want to navigate to the invoice whose history you want to view and then click “Edit”. From there, scroll to the bottom of the Edit Invoice screen, and underneath the “Void This Invoice” and “Lock Invoice” buttons, you will see a “History” link. Click “History” to bring up the “Invoice History” window.

The Invoice History screen is separated into five different sections: Events, Deleted Events, Claimed Events, Custom Line Items, and General History.

Events - This section will include a complete history for each event currently on the invoice.

Deleted Events - This section will include a complete history of any event that was deleted from the invoice.

Claimed Events - This section will include a complete history of any events that were claimed off of the invoice.

Custom Line Items - This section will include a complete history of any custom line items that were added to the invoice.

General History - This section will include a complete history of other actions taken on the invoice, such as if someone has locked/unlocked the invoice, emailed the invoice to the client, changed the invoice’s date or due date, and much more.

Payment History

If you have ever had questions about a client’s account balance, wondered why they have an open payment on their account, or wanted to view their payment history in more detail, there are a few places in Time To Pet you can go to answer these questions.

To view the history of a particular payment, you will need to navigate to the Edit Payment screen, which you can reach in one of three ways.

1. From a client’s Balance Sheet, which can be accessed by clicking “View” to the right of the word “Balance” beneath the client’s name and then clicking “Edit” on the payment whose history you want to view:

   

2. From a client’s invoice, by clicking the “Edit” button next to the payment whose history you want to view at the bottom of the Edit Invoice screen under the “Payments” section of the invoice:

   

3. From the client’s charge screen, which you can access by clicking directly on the green “Card On File” tag that you can find listed under a client’s name on their profile page if you have credit card processing enabled, then you’ll want to navigate to the “Payment History” tab, and finally click on the amount of the payment:

   

Once you have reached the Edit Payment screen, click the "History" button just below the "Internal Note" textbox to view the payment’s history.

From there, you can see the entire history of the payment, including who made the payment, when the payment was made, how the payment was made, which invoice(s) it was originally applied to, if it has been edited, and any movements the payment has made since then.

If you have credit card processing enabled and are utilizing our payment processors, Time To Payments as powered by Stripe, and would like to see a complete list of a client's previous payments, you can view it from a client’s profile page by clicking the “Quick Actions” menu and selecting “Charge Client”. From there, you will want to click the “Payment History” tab, where you will be able to see the date a client was charged, the amount they were charged, if any amount was left over as an open payment, and how that payment was processed. If it was processed through Time To Pet Payments, it will say so and list the last four digits of the card that was used. If it were manually applied to the invoice, it would also be indicated as so here.

For more information, please see our help article here: Editing & Viewing A Payment's History.

Bulk Invoicing History

Many bulk actions take place in the background while bulk invoicing is being processed, and Time To Pet won’t be able to alert you right away if any issues arise (e.g. a client’s credit card has expired).

To view the status of any invoices that have been processed in bulk, you will want to navigate to Invoicing > Bulk Invoicing > History tab. The invoices here will be organized from the most recent bulk action to the oldest date by default, and each row will display one bulk action that will tell you the time and date the bulk action occurred, the total number of invoices that were processed, the status of the bulk action, the type of action that was taken, and the full details of each action.

For more information, please see our help article here: Bulk Invoicing.

Automatic Charging History

From Invoicing > Automation, you can view all upcoming Automatic Charges under the "Upcoming" tab and a full history of previous attempts under the "History" tab.

The “History” tab will display the most recent automatic charge attempts by default, though you can filter through the charges using the options at the top to change the invoice status, whether you are searching by due date/payment date, and the date range.

The history will feature the name of the client, the invoice, the due date, the date the automatic charge was attempted, the amount that was charged to the client’s account, the status of the charge attempt, and any pertinent messages regarding the charge attempt. In most cases, these messages will highlight why an automatic charge failed.

For more information, please see our help article here: Automatic Charging.

Tip Balance Sheet

If you would like to see the tips that have been disbursed to a particular staff member, as well as their current tip balance of tips that have yet to be disbursed, navigate to a staff member’s profile page and click on the green “Tip Balance” tag located underneath their name.

A new window will appear with a log that records when tips have been disbursed onto a pay stub and what tips were disbursed from what invoice. It will also include the dates of the tip disbursement and what the current tip balance was at the time of its disbursement. The profile picture of the staff member that disbursed the tip can also be viewed on the lefthand side of the screen.

For more information, please see our help article here: Viewing Staff Tip Balance And History.

Staff Activity Feed

Much like the “History” tab found on each client’s profile page, each staff member has an “Activity Feed” tab on their staff profile page with three separate categories: Miscellaneous, Conversations, and Profile Updates.

Profile Updates - In this section, you can see all changes/updates that have been made to a staff member’s profile and who made them.

Conversations - In this section, you can find all messages that were deleted from the staff member’s conversation feed as well as the time and date it was deleted.

Miscellaneous - In this section, you can find a myriad of other actions taken on a staff member’s profile. This includes, but is not limited to, when a staff member’s profile was marked active/inactive and who marked them as such, when tips are disbursed to a staff member, when conversations are deleted from their conversation feed, when flags are added/changed, when the event color for the staff member is changed, and when staff members are unsubscribed from clients.

Staff Member's History Of Events

To view a history of events you have completed and that are currently scheduled for you, navigate to the My Schedule section of the dashboard or the Agenda section of the mobile app.

To view completed events in the mobile app, however, you will first need to enable the “Show Completed Events” option that can be found under “Settings”.

For more information, please see our help article here: Viewing Your History Of Events.

Task History

To view a history of all Tasks that have been completed by you and your team, click on the notification bell in the upper right-hand corner of the screen and then click on "View All Tasks" at the bottom of the window that pops up.

This will open a new screen that will allow you to filter by the date, status, and staff members that tasks have been assigned to. You will also be able to view unassigned tasks from this screen, as well.

Time Shift & Mileage History

Administrators and Office Managers (with the correct permissions) can access a complete history of a staff member’s clocked shifts and tracked mileage by navigating to a staff member’s profile page and clicking the “Time & Mileage” tab.

Time Shifts - The staff member’s name, the time they clocked in/clocked out, the total length of their shift, and any notes relating to their shift can be viewed here. You can also edit the data as needed by clicking the “Edit” button in the respective row of the shift you are looking to adjust.

Mileage - The staff member’s name, what their odometer reading was at the beginning and end of their mileage tracking, the time and dates the tracking was started and stopped, the total distance traveled, and any notes relating to the mileage tracking can be viewed here. You can also edit the data as needed by clicking the “Edit” button in the respective row of the tracking you are looking to adjust.

Staff members can also view this data for themselves. To do so, they will want to navigate to the “Time / Mileage” section of their mobile app, which can be found on the home page at the bottom of the screen.

From there, they will see a place to “Clock In” for a work shift and a place to “Start Mileage Tracking”. Beneath their respective sections, there is a link staff members can click that says “View Shift History” and “View Mileage History”. To view the history of either category, staff members simply need to click the links and they will be shown the dates they clocked a shift or tracked mileage, along with their clock-in/clock-out times, the total duration of their shifts, the mileage they began tracking at/their mileage when they ended tracking, the total miles traveled that day, and any notes that were made about their work shifts.

For more information, please see our help article here: Viewing/Editing/Adding Time Tracking And Mileage Tracking Data.

Past Time Off Requests

By going to Approvals > Time Off tab > Past Requests tab, you can view past vacation requests staff members have made.

You can narrow down the past requests shown by individual staff members or by the request’s status based on whether it was approved, rejected, or deleted.

The information visible is the date the vacation request was made, the staff member that made the request, the time off dates/times that were were requested, the note/reason related to their time off, the request’s status, and the note/reason that was given if the vacation request was rejected.

Email Logs

If you have ever had a client or a staff member tell you that they haven’t received an email notification, you may have wished you had access to a log of all outgoing messages to reference. By navigating to Settings > Advanced > Email Logs, you can find such a history.

This email log is a record of all emails Time To Pet has sent your clients and staff members. These logs indicate that an email was sent, but it does not guarantee that the message was delivered (for example, it might be rejected due to an invalid email address). Time To Pet keeps a log of all emails sent for a minimum of 14 days.

You can either filter by clients or filter by staff to search for emails, and you will be able to view the date/time the email was sent (as well as a report on its delivery), the message’s subject line, who the message was sent to, the recipient’s email address, and who the email was sent by.

For more information, please see our help article here: Email Logs.

Scheduled Message History

Whether you have scheduled a message to be sent through a client or staff member’s conversation feed, have sent out a mass email to clients or staff, or want to check on a scheduled confirmation message for approved client services, you can find a complete history of all the scheduled messages you and your team have ever sent under the Messages > Scheduled tab.

You can search for messages by selecting a date range, and you can further filter by the type of message you are looking for and its status. To view the history of a message that has already been sent, you will need to filter by date and will want to choose either “All” or “Sent” under the “Status” dropdown menu option.

When you search, you will be able to view the date and time the message was scheduled to be sent, who the message was sent to, the type of message that was sent (along with a link to the invoice if it was a schedule confirmation message), its status, and the “History” button.

Clicking the “History” button will make a popup window appear that will further tell you who scheduled the message (and when) and who sent the message (and when).

For messages that are still scheduled, you will see that they have an "Action" button that includes options to edit (or cancel) the date/time of the scheduled message, to send the message now, or to view the complete history of the scheduled message.

The history option will show you a complete history of the scheduled message and will make the same “Scheduled Message History” popup window appear that tells you who scheduled the message (and when) and who sent the message (and when).

For more information, please see our help article here: Scheduled Messages.