Help your team feel calmer and less overwhelmed

Clinics using Vetstoria’s real-time online booking showcases their live availability. When a slot is selected by the pet owner and the booking is confirmed, Vetstoria instantly updates the clinic’s schedule.

If two users are trying to book the same slot simultaneously, the first to complete the process secures it. The second user is informed that the slot is no longer open.

This rule applies to both bookings made online by pet owners, and those made in the clinic by your receptionist. This tool eliminates the possibility of double bookings and offers numerous benefits to both the clinic and pet owners. There are a range of rules that clinics can apply to limit the real-time availability that is shown to their clients at any given time.

Learn more about our customisation options.

The most significant time-saver is the real-time PMS integration. Unlike “request-based” systems where a staff member has to manually approve a slot and call the client back, Vetstoria syncs directly with your practice management software.

• Zero manual entry: When a client books, the appointment appears instantly in your calendar.
• Reduced phone volume: By moving routine bookings (like vaccinations) online, phone traffic can drop significantly.

We recognise that, like practices, clinicians also have individual ways of working. Some clinicians only take certain appointments, need more or less time with clients, or only see specific species or cases. We have a full array of customisations so that Vetstoria can meet the individual needs of your clinicians and their diaries.

No, you won’t lose your personal touch! The time you’ll save with Vetstoria enables you to add your personal touch where it is needed most. Your clients will easily book their routine appointments online, when it suits them; freeing up your staff and phone lines for more critical appointments and emergencies. So you can spend more time giving care and attention to those who really need it.

• Gap to the earliest slot: Set a gap before the next available appointment to give your team time to prepare. This allows you to prevent clients from booking certain appointments without enough advanced notice. For example, you may set a 48-hour gap to the earliest slot for vaccinations so that people are not able to book same-day vaccinations. This feature is particularly helpful if you need time to order in medication or prepare for certain appointment types.
• Maximum appointment count: You can set a maximum number of appointments per day for specific appointment types. For example, this allows you to limit how many vaccination appointments you take per day, and you can limit the days and times you accept different appointment types, and different clients. Allowing you to prioritise sick pet appointments over vaccinations, or prioritise returning clients over new clients. This will help manage the load for your team.
• Slot exclusions: Exclude particular days and times from your online booking to hold space for emergencies or walk-ins. This will mean pet owners cannot book these particular appointments online during the specific times chosen by you. You can also release these slots as required.
• Appointment screening: The online booking system includes automated screening and triaging to deal with emergencies. For example, if a pet owner writes that their cat is ‘bleeding’ as the appointment reason, this will flag as an emergency appointment and encourage the owners to contact your hospital directly. With this feature, you can rest assured that emergency situations will be identified and pet owners will be blocked from booking the appointment and urged to take alternative action.
• Reserved slot count: this feature allows you to keep a certain number of appointments reserved per clinician or calendar, so you have the capacity to tend to emergency walk-ins. For example, you could reserve 4 appointments per day for each clinician, to give you more emergency availability when required.

View all our customisations here.

Vetstoria allows you to prioritise appointments in the way that best suits you. For example, you may prioritise sick pet appointments over vaccines, or returning clients over new clients.

Our ‘reserved slot count’ feature makes it possible for you to hold spaces for particular appointment types each day. You can also use our ‘gap to earliest available slot’ feature, which allows you to prevent clients from booking certain appointments without enough advanced notice.

For example, you may set a 48-hour gap to the earliest slot for vaccinations so that people are not able to book same-day vaccinations. This feature is particularly helpful if you need time to order in medication or prepare for certain appointment types. These features allow you to customise Vetstoria to give you complete control over who you see and when.

• Update your hold message: update your clinic’s hold message to inform callers about the option to book online through Vetstoria.
• Use social media channels: leverage your social media channels to spread the word about online bookings. Share posts, stories, and updates about the convenience of using Vetstoria for scheduling appointments.
• Print posters in the clinic: create informative posters and display them within your clinic.
• Send text and email notifications: send text and email notifications to your clients, informing them about the ability to book appointments online through Vetstoria.
• Use our Online Booking content pack: we offer an online booking content pack that contains pre-made materials such as graphics, templates, and text that you can use to promote online bookings. Check out our Online Booking content pack here.
• Leverage your Google Business Profile: Ensure you have an active Google Business Profile (or create one). Once set up—a process our 24/7 support team can help you with—a “Book Online” button will appear on your Google Business Profile. This allows pet parents to book appointments directly through Google Search or Maps.

The Vetstoria Product Tour is an interactive guide designed to walk you through the full capabilities of the Vetstoria platform. It showcases our comprehensive solutions, including Vetstoria Veterinary Online Booking and Vetstoria Websites, demonstrating how they can streamline your clinic’s operations and enhance your online presence.

You’ll gain a deep understanding of:

• Vetstoria Veterinary Online Booking: See how seamless online appointment scheduling works, from initial client interaction to instant confirmation, and how it reduces phone calls and frees up your team’s time.
• Vetstoria Websites: Discover how our beautifully designed, SEO-optimised websites help you stand out online, attract new pet parents, and grow your client base.
• The complete Vetstoria platform: Understand how all components work together to provide a holistic solution for efficient clinic management and improved client relationships.

The tour is structured as a step-by-step walkthrough. As you navigate through different screens, pop-up guides will provide clear explanations and highlight key features. You’ll see real examples of how the “Book now” button and floating widgets appear on a clinic’s website, and how pet owners can easily book appointments. Take the online product tour here.