Digital Inbox
All online bookings in one place — with statistics, urgency indicators, and automatic updates.
Appointment Requests
Every online booking from a pet owner arrives as an appointment request in your personal inbox. You can see at a glance who wants what and when — and decide with a single click whether the appointment takes place. Contacts and animals are created automatically, notifications are sent, and resources are verified. No manual data entry, no back-and-forth by phone.
At a Glance
Section titled “At a Glance”One Click Is All It Takes
Confirm or decline — TheraTap handles the rest: calendar, notifications, resources.
Automatic Contacts
Contact and animal are automatically created or linked with every booking. No manual entry needed.
Email & SMS
Pet owners are automatically informed at every step — including a calendar file for easy scheduling.
Resources Verified
Before confirmation, TheraTap automatically checks whether the room, equipment, and therapist are available.
Live Updates
New requests appear automatically every 30 seconds — plus a badge in the main menu for instant visibility.
Dashboard and Overview
Section titled “Dashboard and Overview”Open Appointment Requests in the main menu. You will immediately see four key metrics:
| Metric | What It Shows |
|---|---|
| Open Requests | Total number of all unprocessed requests |
| Today | Requests for today |
| This Week | Requests for the current week |
| Overdue | Requests whose requested appointment date is already in the past |
Below you will find the list of all open requests — clearly sorted by date. Each request directly shows you:
- Date and time of the requested appointment
- Name and email of the pet owner
- Animal name and type
- Treatment type
- Urgency — color-coded as overdue, today, or tomorrow
What an Appointment Request Contains
Section titled “What an Appointment Request Contains”Open a request to see all details:
| Information | Description |
|---|---|
| Treatment type | The selected treatment with duration and price |
| Requested appointment | Date and time of the desired time slot |
| Contact details | Name, email (clickable), phone number (clickable) |
| Animal data | Name, animal type, breed, age |
| Message | Concern, symptom description, special requests |
| Notes | Your own annotations for the request |
Processing Requests
Section titled “Processing Requests”-
Open the Request
Tap on a request in the list. The detail view shows you all submitted information at a glance — including a clickable phone number and email address for quick contact.
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Review the Details
Check the requested appointment, the treatment type, and the animal information. TheraTap shows you whether the required resources (rooms, equipment, therapist) are available at the requested time.
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Make a Decision
You have two options:
Action What Happens Confirm The appointment is immediately added to the calendar. The pet owner receives a confirmation by email (including a calendar file for scheduling) and optionally by SMS. Decline The request is closed. You enter a reason, which is sent to the pet owner by email and optionally by SMS. For both actions, you can add notes that are included in the notification — for example, directions or preparation instructions.
Automatic Contact and Animal Creation
Section titled “Automatic Contact and Animal Creation”One of the biggest time savers: You don’t need to transfer any data manually. As soon as a booking comes in, the following happens in the background:
Contact Is Created
TheraTap automatically creates a new contact with name, email, phone, and address. If the email address already exists, the existing contact is linked and any missing information is added.
Animal Is Recorded
The animal’s name, type, breed, and date of birth are created as a new patient and assigned to the contact. If the animal already exists, the data is updated.
Duplicates Prevented
Email addresses are intelligently normalized — for example, a googlemail.com address is automatically recognized as gmail.com. This prevents duplicate contacts.
Ready to Use Immediately
After confirmation, you can find the contact and the animal directly in the patient record — with a complete treatment history from the first appointment.
Notifications
Section titled “Notifications”TheraTap automatically informs all parties — by email and optionally by SMS:
| Timing | To Whom | Content |
|---|---|---|
| Booking received | Pet owner | Confirmation that the request has been received |
| Booking received | You / your team | Notification about the new request |
| Appointment confirmed | Pet owner | Appointment confirmation with an .ics calendar file for adding to their own calendar |
| Appointment declined | Pet owner | Decline with your reason |
Quick Filters
Section titled “Quick Filters”Above the request list, you will find three filters to quickly locate specific requests:
| Filter | Shows |
|---|---|
| All | All open requests |
| Today | Only requests with a requested appointment for today |
| Overdue | Requests whose requested appointment has already passed |
The list updates automatically every 30 seconds — new requests appear without needing to reload the page.
After Confirmation
Section titled “After Confirmation”Once you confirm a request, the following happens automatically:
- The appointment appears in the calendar — with therapist, room, and equipment
- Rooms and equipment are reserved for the appointment duration
- The pet owner receives the confirmation with a calendar file
- The contact and the animal are available in the patient record
- The request is removed from the open list and archived
From there, you can start working on the treatment directly — begin an assessment, plan follow-up appointments, or communicate via messages.
Request Mode vs. Automatic Confirmation
Section titled “Request Mode vs. Automatic Confirmation”You decide how online bookings should work:
| Mode | Behavior | Ideal For |
|---|---|---|
| Appointment Request (default) | Every booking arrives as an open request. You review and confirm manually. | Practices that want to review every appointment beforehand |
| Automatic Confirmation | The appointment is confirmed immediately and added to the calendar. | Practices with clearly defined working hours and resources |
You can choose the mode under Settings > Booking Settings.
Frequently Asked Questions
Section titled “Frequently Asked Questions”Can I still view declined or confirmed requests? Yes. Confirmed appointments can be found in the calendar, and declined requests remain viewable in the archive.
What happens if a pet owner books twice? TheraTap recognizes existing contacts by email address and automatically links the booking to the existing contact — without duplicates.
Are rooms and equipment automatically reserved? Yes. If your treatment types have resources assigned, they are automatically reserved during booking and checked for conflicts upon confirmation.
Can I use custom text for the confirmation email? Yes. Under Settings > Booking Settings, you can individually customize email and SMS templates.
Does TheraTap support SMS notifications? Yes. In addition to emails, booking confirmations and declines can also be sent via SMS — provided you have activated the SMS feature.
Related Topics
Section titled “Related Topics” Public Booking Page Your professional booking page -- automatically generated, easy to share, and directly embeddable.
Online Booking Calendar Setup and configuration of the entire online booking system.
Messages Communicate with pet owners directly from TheraTap.
Resources & Rooms Manage rooms and equipment, prevent double bookings.
Contacts & Patient Records Contacts, animals, and the complete treatment history.
Calendar & Appointment Overview All confirmed appointments at a glance.