From Click to Calendar: What Real-Time Integration Means with Vetstoria Online Booking

“Real-time integration” or “writeback to PIMS” is a term you hear when you look for new solutions. But what does it actually mean, and why should it matter to your clinic?

With Vetstoria online booking, real-time integration isn’t just about syncing appointments to your calendar. It’s about delivering instant, intelligent, and accurate connectivity between your appointments and your practice management system (PMS). And one of the clearest examples of that, is how we match between the two systems.

We’ve put a lot of thought into getting this right. Unlike other platforms that may delay updates and increase the risk of double bookings, Vetstoria’s online booking platform offers real-time matching to ensure updates happen instantly, keeping your schedule accurate and your team in control.

Real-time online booking

When a client books an appointment online, our booking platform immediately checks if they already exist in your PMS. We use key data points like:

• Email address
  
• Phone number
  
• Pet names
  

If we find a match, we instantly link the new appointment to the existing client and pet records in your PMS (the approach varies across the 30+ PMS systems we integrate with).

That’s what we mean by real-time: an action that leads to an immediate and accurate update in your system.

Here’s an example of how our online booking journey works with RxWorks—showing how appointments are booked by pet owners that flow directly into your PMS in real-time.

When real-time helps you catch what’s missing.

Let’s say the system doesn’t find an exact match—maybe the pet owner used a different email, or the pet’s name was spelled slightly differently. Instead of silently creating a new record (as many tools do), we will:

• Flags the booking as unmatched
  
• If it didn’t match, it could be something as simple as the client having a new phone number — you can review and update the record without creating a duplicate.
  

If you need help resolving an “unmatched” appointment, our support team can assist you.

Why does this set Vetstoria apart

Unlike platforms that rely on delayed syncing or batch updates, our real-time integration ensures your appointment availability and booking data are always accurate. 

Because we control the matching process—not your PMS—you get better match rates, fewer double bookings, and no rework for your team. It automates what would otherwise be manual front desk tasks, delivering a smoother experience for your staff and a faster, more convenient journey for pet owners.

Feature	Vetstoria online booking	Other online booking tools
Instant PMS syncing of appointments	✅ Yes	⚠️ Often delayed or batched once/twice daily
Easy cancellation and rescheduling for pet owners	✅ Yes	⚠️ May require front desk involvement
Supports payments during a pet owner’s booking journey	✅ Yes	✅ Yes
Full control over scheduling rules	✅ Yes	⚠️ Rigid templates; limited flexibility

Why This Matters to Your Clinic

Real-time integration isn’t just about speed—it’s about smart and reliable syncing that makes your day easier. From the moment a pet owner clicks “Book Now” to the moment they walk in the door, our online booking tool ensures your appointments are updated, accurate, and ready to go.

If you’re still relying on outdated syncing processes, now’s the time to experience what real-time feels like. To learn more about the PMS Vetstoria integrates with, visit our integration page.

Or explore the full product tour to see how Vetstoria can streamline bookings and support your clinic’s workflow.