4.1 KiB
4.1 KiB
Here’s the deterministic, zero-cost system for Kat’s Pet Sitting, designed to automate bookings, client intake, and pet care tracking—while maintaining a personal touch:
🐾 Kat’s Pet Sitting Automation Stack (100% Free)
For the solo pet sitter who:
✓ Needs clients to self-book around existing visits
✓ Wants pet profiles upfront (meds, quirks, vet contacts)
✓ Avoids payment chasing with deposits
✓ Automates check-ins/photo updates for clients
🔧 The Free Tech Stack
| Tool | Pet-Sitting Specific Use |
|---|---|
| Google Sites | Mobile-friendly booking page with service options (e.g., "Overnight Stays" vs. "Drop-Ins") |
| Calendly Free | Shows real-time availability (blocks buffer time between visits) |
| Stripe Payment Links | Takes 50% deposit at booking (refundable if canceled >48h out) |
| Google Forms | Pet intake form (meds, feeding schedule, emergency contacts) |
| Trello Free | Tracks: "New Booking → Vet Info Received → Visit Confirmed → Completed" |
| Google Drive | Shared folder per client (pet photos, visit logs, vet records) |
| Zapier Free | Connects tools (e.g., new Calendly booking → auto-sends intake form) |
📌 Step-by-Step Workflow
1. Booking Flow (Client Scans QR Code)
- Lands on Kat’s Google Site with:
- Service menu:
- 30-min Drop-In: $25
- Overnight Stay: $75/night
- Embedded Calendly showing only available slots (with 30min buffers between visits).
- "Required: 50% deposit to hold dates." (Stripe Payment Link in confirmation email).
- Service menu:
2. Pet Intake (Automated)
- After booking, Zapier triggers:
- Google Form to client:
- "Upload a photo of your pet"
- "Vet name/number"
- "Medication schedule (if any)"
- Trello card auto-populates with responses → Kat reviews before visit.
- Google Form to client:
3. Visit Day
- Kat checks Trello "Confirmed" column:
- Pet’s photo, vet info, and notes pinned to top of card.
- Uses Google Sheets (linked in Drive) to log:
- Food given
- Medications administered
- Behavior notes
4. Client Updates (Hands-Off)
- Zapier automates:
- Photo updates: Kat snaps pet pics → auto-saves to client’s Drive folder.
- End-of-visit report: Generates a PDF log (Google Docs template) → emails client.
- Re-booking reminder: 1 week before last visit, sends:
"Fluffy misses you! Reserve your next dates here." (Calendly link).
🚨 Edge Cases Solved
| Problem | Fix |
|---|---|
| Client forgets vet info | Google Form requires field before submission. |
| Pet has emergency | Trello card shows red border if meds/allergies flagged. |
| No-shows | Deposits cover first visit; recurring clients pay upfront. |
| Last-minute cancellations | Stripe refund rules auto-apply (e.g., "<24h = no refund"). |
📌 Physical Touchpoints
- QR Code Locations:
- Business cards: "Scan to book + access Fluffy’s portal!"
- Keychain tag (left with clients): QR links to visit logs/emergency contacts.
💡 Scaling Up
- Upgrade 1: Calendly Premium ($8/mo) → Add "Priority Rebooking" for loyal clients.
- Upgrade 2: Airtable ($20/mo) → Track pet preferences ("Whiskers loves feather toys").
- Upgrade 3: Twilio ($0.0075/SMS) → Auto-text clients during storms/extreme temps.
🐶 Client Experience Script
"Scan here to book! You’ll pick dates, pay a deposit, and fill out Fluffy’s profile—all before I arrive. You’ll get photo updates and a report card after every visit!"
🎯 Why This Works for Pet Sitters
- No missed details: Pet profiles are locked in before visits.
- Trust-building: Automated updates reassure clients.
- Time savings: 80% of admin (scheduling, forms, payments) happens pre-visit.