How to organize Team, Pets, Tutors and Custom Fields in PetHub

Quick answer: the Team, Pets and Tutors modules are the foundation of pet business management in PetHub. They help your operation know who is working, who is responsible for each pet, what belongs in the pet profile and which extra details can be collected with Custom Fields.

When these records are organized, daycare, boarding, grooming and service routines become faster, clearer and safer. Your team spends less time asking the same questions at the front desk and can find the right information at the right moment. 🐾

Why keep Team, Pets and Tutors organized?

A good record is not just a place to store information. It helps the pet business run better every day.

With updated records, your company can:

• find tutors and pets faster; • reduce communication mistakes between front desk, operations and management; • keep each pet profile more complete; • register important details for daycare, boarding, grooming and services; • let tutors complete information through the client portal; • better control which team members can access, edit or manage information.

In practice, Tutors, Pets and Team work together:

• the Tutor is the person responsible for the pet; • the Pet is the animal served by your business; • the Team represents the employees who use PetHub; • Custom Fields complete each record with information specific to your operation.

What are the details for Pets, Tutors and Team?

Details are the main pieces of information inside each record. They work like an organized profile for viewing, editing and daily follow-up.

🐶 Pet details: the pet profile for daily care

The pet profile keeps the information your team needs to understand who the pet is and what care it needs.

It may include:

• pet name; • species; • breed; • size; • sex; • birth date or age; • weight; • physical characteristics; • important notes; • responsible tutor; • service history, when available; • extra information created with Custom Fields.

The pet profile helps your team:

• identify the pet at the front desk; • check restrictions before a service; • review behavior, preferences or special care needs; • keep everyone aligned about the same pet; • avoid leaving important details only in memory or chat messages.

💡 Practical example: if a pet is allergic to a product, that information can be kept in the pet profile and checked before grooming, boarding or daycare.

👤 Tutor details: the record for the person responsible for the pet

The tutor record keeps the information about the person responsible for the animal.

It may include:

• tutor name; • phone number; • email; • address; • document number, when used by the company; • linked pets; • contact preferences; • internal notes; • extra information created with Custom Fields.

This record helps your company:

• contact the right person; • maintain the relationship between tutor and pet; • avoid duplicate records; • speed up front desk service; • organize communication about scheduling, services, payments or instructions.

💡 Practical example: if a tutor prefers WhatsApp messages, that information can be saved so the team follows a consistent service routine.

👥 Employee / Team details: who works inside the system

The Employee, or Team, module organizes the staff members who use PetHub in the operation.

It may include:

• employee name; • access email; • phone number, when needed; • job title or role; • employee status; • connection with permissions or access profile; • internal information created with Custom Fields.

This record matters because not everyone needs access to the same parts of the system.

For example, front desk staff may need to view tutors and pets. A manager may need access to settings, finance, reports or permissions.

How does Employee connect with User Roles and permissions?

Employee is the registered team member. User Role is the access level that defines what that person can see or do in the system.

This separation helps keep the account secure and organized.

In practice:

• Employee / Team identifies the staff member; • User Role defines permissions; • Permissions control access to modules, actions and information; • Employee status helps keep access limited to active people who need it.

Examples by function

• Front desk: views and creates tutors, pets and appointments. • Operations: views pet information relevant to daycare, boarding, grooming or services. • Management: follows records, settings, reports and permissions. • Finance: accesses charges, payments and administrative information.

⚠️ Important: avoid using the same login for several people. Ideally, each team member should have their own user with permissions that match their function.

The power of Custom Fields in pet business management

Custom Fields let you adapt PetHub to the reality of your pet business.

They create extra fields when the standard information is not enough.

Instead of using loose notes, spreadsheets or old messages, you can structure important data directly in the right module.

Where do Custom Fields connect?

Custom Fields can complement records such as:

• Pets: specific information for the pet profile; • Tutors: extra details about the person responsible; • Employee / Team: internal information about staff members.

Custom Field examples for Pets 🐾

• Allergies: products, food or medications to avoid; • Socialization level: social, selective, needs adaptation; • Fears or triggers: noise, other dogs, bath, dryer; • Feeding routine: times, quantity, restrictions; • Special care: medication, physical limitation, veterinary instruction; • Daycare behavior: calm, active, playful, reserved; • Photo authorization: yes, no or requires approval.

💡 Practical value: the team can check the pet profile before service and reduce the risk of missing an important detail.

Custom Field examples for Tutors 👤

• Preferred contact channel: WhatsApp, call, email; • Authorized pickup person: name and phone; • Payment preference: card, bank transfer, monthly plan or other; • Service notes: preferred times or contact restrictions; • Consents: policy acceptance, image authorization, internal terms; • Customer source: referral, Instagram, Google, partnership.

💡 Practical value: the front desk has context before serving the client and avoids asking everything again on every visit.

Custom Field examples for Team 👥

• Operational function: front desk, daycare monitor, grooming, management, finance; • Work unit: main location, branch or department; • Shift: morning, afternoon, night or rotating schedule; • Completed training: onboarding, safety, customer service; • Module owner: scheduling, finance, pets, tutors; • Internal notes: useful information for management.

💡 Practical value: management can standardize team information and organize responsibilities.

Internal registration vs. external registration: what is the difference?

Internal registration is completed by the team inside PetHub. External registration is completed by the tutor, usually through a link or client portal.

Both flows can work together. The difference is who fills in the information and how much manual work stays with the front desk.

Internal registration: when the team fills it in inside the system

This flow is useful when:

• the tutor is at the front desk; • the service happens by phone or WhatsApp; • information needs to be corrected or completed; • the company wants to review the data before finishing the record; • the tutor is not comfortable with online forms.

In this model, the team can create:

• the tutor; • the pet; • the link between tutor and pet; • custom fields; • important operational notes.

✅ Benefit: the company keeps direct control of the record.

⚠️ Watch out: if everything depends on the front desk, the team may spend time typing information that the tutor could fill in directly.

External registration: when the tutor fills it in through the portal

In external registration, the company sends a link so the tutor can complete their own information.

The tutor can provide:

• contact details; • pet information; • additional fields requested by the company; • important details for service, adaptation or care.

✅ Benefit: the front desk saves time and the team receives more complete information before the first visit.

How does the registration link improve productivity?

Sending the registration link to the tutor makes the routine much easier.

Instead of asking everything manually, the tutor can complete the information at their own pace before arriving at the location.

This helps the company:

• reduce lines and front desk waiting time; • avoid rework with incomplete data; • reduce typing mistakes; • speed up onboarding for new tutors; • prepare the team before evaluation, daycare, boarding or service; • keep the pet profile more complete from the beginning.

💡 Practical example: before the first daycare day, the team sends the registration link. The tutor fills in personal data, pet information, allergies, socialization level and special care. When the pet arrives, the front desk already has a base to review.

Tutor access: autonomy for the client

Tutor access lets the client enter the portal to view or complete information related to their own record and their pets, depending on the features enabled by the company.

This access removes part of the manual work from the team and gives the client more autonomy.

The experience may include:

• filling in or updating personal data; • creating or completing pet information; • answering Custom Fields defined by the company; • accessing information about their own relationship with the business; • viewing data available in the client portal, when enabled.

⚠️ Important: tutor access is different from team access. Tutors access their own client information. Employees access the internal system according to permissions and User Roles.

How do Pets and Tutors relate?

A tutor can be linked to one or more pets. A pet should be associated with the responsible tutor so the team knows who to contact and who is responsible for that pet.

This relationship helps the company understand:

• which pets belong to each tutor; • who should be contacted when there is a question; • which information belongs to the tutor and which belongs to the pet; • how to organize history, services and communication; • which Custom Fields should appear in each type of profile.

Simple example

Ana is the tutor of Luna and Thor.

In PetHub:

• Ana is registered as the tutor; • Luna has her own pet profile; • Thor also has his own pet profile; • both pets are linked to Ana; • each pet can have different Custom Fields, such as allergies or socialization level.

How to choose where each Custom Field should go

Custom Fields turn records into an operational tool, not just a list of names.

If the information is about the animal, create it in Pets

Examples: allergies, weight, temperament, socialization level, food restrictions, medications or behavior.

If the information is about the client, create it in Tutors

Examples: preferred contact, address, authorized pickup person, payment preference, terms acceptance or customer source.

If the information is about the staff member, create it in Team

Examples: department, shift, unit, function, training, operational profile or routine owner.

💡 Practical rule: ask “who is this information about?” If it is about the animal, use Pets. If it is about the client, use Tutors. If it is about the staff member, use Team.

Best practices for your first Custom Fields

Start simple. Too many fields can make the record tiring for both the team and the tutor.

Prioritize information that truly helps the routine.

Suggestions for Pets

• Allergies; • Socialization level; • Food restriction; • Continuous medication; • Behavior note.

Suggestions for Tutors

• Preferred contact channel; • Authorized pickup person; • Customer source; • Payment preference; • Service note.

Suggestions for Team

• Function; • Unit; • Shift; • Completed training; • Routine owner.

Recommended flow to gain productivity

1. Configure the essential Custom Fields for Pets and Tutors.
2. Send the registration link to the tutor before the first visit.
3. Ask the tutor to complete the data through the portal.
4. Review the received information before the pet arrives.
5. Complete internal details, if needed.
6. Use the pet profile during the routine to guide daycare, boarding, grooming or services.

✅ Expected result: the team is better prepared, the tutor has a more organized experience and registration stops being a front desk bottleneck.

Common questions

What is a Tutor in PetHub?

A tutor is the person responsible for the pet. The record organizes contact details, linked pets, preferences and important client information.

What is the pet profile?

The pet profile is the animal’s record inside PetHub. It includes identification, characteristics, responsible tutor and extra information created with Custom Fields.

What is Employee in PetHub?

Employee is the team member registered in the system. It represents who works in the company and accesses PetHub according to their user profile and permissions.

Are Tutor and Employee the same thing?

No. Tutor is the client responsible for the pet. Employee is a person on the company team.

What are User Roles for?

User Roles define what each internal user can access or do. They help protect information and organize the team routine.

Can I send a link for the tutor to register on their own?

Yes, when external registration or the client portal is enabled for your operation. The link lets the tutor provide their own information and help complete the profile before service.

If something goes wrong

• Symptom: the tutor cannot access the registration link.
Likely cause: expired link, feature not enabled or incorrect access information.
Next action: send the link again and confirm whether the client portal is available for your account.

• Symptom: the team cannot find a field in the pet profile.
Likely cause: the Custom Field was created in another module, such as Tutors or Team.
Next action: review which module the field was configured in.

• Symptom: an employee cannot access an area.
Likely cause: the User Role or permissions for that Employee do not include the module.
Next action: ask a user with administrative permission to review the access profile.

Conclusion: configure your first fields and let the routine flow ✨

When Team, Pets, Tutors and Custom Fields work together, PetHub becomes more than a place to store data. It becomes support for the daily operation.

The pet profile becomes more complete. The tutor participates in registration. The front desk saves time. The team finds important information with more clarity.

Start with a few essential fields, send the registration link to the tutor and adjust the process as your routine evolves. 🐶💜