Track plans and packages

The Plans screen shows all the plans and packages your customers have, with each one’s status, so you can track renewals and expirations.

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Filters by expiration

The cards at the top group plans by how close they are to ending: Not Renewed, Ends within 1 week, between 1 and 2 weeks, between 2 weeks and 1 month, in more than 1 month and Active. Click Show all to see the full list.

tecpet Plans screen with the expiration filters and the plan list

The plan list

Each row shows the Customer, the Pet, the Type (Plan or Package), the Duration, the Plan name, the plan’s Status and the End date.

Act on a plan

In the Operations column, on the right, you’ll find the shortcut to the plan’s invoices and the renew button. Renewal only enables in the last 14 days before the end (and after the plan expires); before that the button shows disabled, with the hint “Outside the renewal period”. That’s why the plans in the Ends within 1 week and between 1 and 2 weeks cards can already be renewed.

The client’s plan list

To see one client’s plans, open their profile and go to Plans & Packages. The screen groups plans by pet and brings, at the top, a filter with the count for each status:

Active: in use, within the validity;
Pending: sold, waiting for the start or the first charge;
Expired: past the end date;
Scheduled: with the visits already booked;
Finished: the client used everything they were entitled to;
Canceling: cancellation in progress;
Canceled: closed.

Click any status to filter. Canceling and Canceled are different statuses and show in distinct colours, don’t mix up a cancellation still in progress with one already completed. Cancellation usually finishes within a few minutes: if a plan stays in Canceling for a long time, contact tecpet support.

Plans and Packages on the client profile, with the status filter at the top and the plans grouped by pet

The sold plan screen

Click the plan card to open the detail. At the top are the Status and the actions, Change day, Extend validity, Cancel plan and Renew plan. The start date can’t be changed after the sale: Extend validity only changes the end (see Sell a plan).

The page gathers, on a single screen:

Plan details: the pet (breed, size and coat), the client, the Type, the Billing, the Signed on, Start and End dates, the Recurrence (weekday and time), the Employee and whether it has Pick-up and delivery;
Invoices: the current cycle, with the period, status and value of each invoice, and the View invoice shortcut;
Counters: how much of each service has been used and how much is left (e.g. Bath 3/4 · 1 left);
Appointments in this cycle: the list of the cycle’s visits with date and status;
Usage history: the calendar of everything already consumed on the plan;
Plan records: the timeline of what happened (sale, changes, cancellations).

Sold plan screen with the status, the actions at the top, the plan details, the current cycle invoices and the counters

Reschedule vs. cancel a package appointment

When a customer has a package with several appointments already booked, touching one of them reorganizes the whole package: the cycles, the dates and the due dates. It’s worth understanding how before you act.

First, three quick concepts:

A package’s appointments are organized into cycles, and each cycle is one invoice. For example, a weekly bath package might group 4 baths into one invoice.
The due date of each invoice is calculated from the appointment dates in that cycle: if the shop charges at the start of the block, the due date is the day of the first appointment; if it charges at the end, it is the day of the last one.
Each cycle has a period and a number of appointments included. That is what defines whether another appointment still fits in that cycle.

The reorganization, in two steps

Cancelling or rescheduling an appointment triggers the package reorganization:

Who sits in which cycle. The appointments are distributed in date order, and each one goes into the first cycle that still has credit for all of its services. In practice the following ones move up, and the free slot ends up in the last cycle, which is where the replacement fits. Inside each cycle, the order of the visits goes back to the cadence of the sale: the service that shows up every so often (the fortnightly grooming, the monthly hydration) takes the same positions it was sold in, opening the block and coming back at the right spacing, instead of landing on two weeks in a row. Only what belongs to the package counts here: a paid extra service you placed on a specific visit stays on the date you chose.
Who sits on which date. The dates of the future appointments are redistributed chronologically, following the cycle order: the appointments swap dates with each other, each carrying its own services. No new slot is created.

Only then is each invoice’s due date recalculated, already with the final dates. That is how the billing follows the visits, which is what the shop agreed with the customer: charging after the appointments happen.

What does not move:

appointments already carried out (Done, Delivered) and those already in the past do not swap dates;
invoices already paid, cancelled or with a tax note issued don’t change their due date or amount. The visits they cover can still switch cycles in the reorganization, as long as that doesn’t change what the invoice charges (see the last item);
each cycle’s quota is respected: the reorganization doesn’t charge extra while the package has credits for every visit. If there are more visits than credits in the package, what is left over goes to the last invoice and shows as “(Extra)”.
if reorganizing would change what an already paid invoice charges (for example, moving into it a visit with a paid extra service, such as a one-off haircut, or moving one out of it), the package stays as it is: the other appointments don’t change cycle or date, and due dates aren’t recalculated. The cancellation or reschedule still happens normally; only the reorganization is skipped. In that case, book the replacement by hand.

When the arriving appointment does not fit the destination time with the professional it already had, because they are busy or because that time is not even offered (lunch, a day off, a block), tecpet looks for another free professional for each service: first whoever just freed up that time, then whoever handles the service category and the pet’s species, in the order of How the system picks who serves. If the plan was sold with Always the same professional? = Yes, the switch only happens among the professionals chosen at the sale. Only a service that fits no one goes in as a blocking overbooking instead of stalling the reorganization, and it is marked on the calendar. Date and time do not change because of this.

When there are more courtesies than cycles left

After a few cancellations, the remaining visits may carry more courtesies than the remaining cycles can hold: three monthly hydrations for two blocks, for example. Since each cycle accepts only one, every extra courtesy would demand a block of its own, and the customer would end up paying a whole block for a single visit.

In that case the reorganization gives the courtesy back to the visit that opens the cycle, the same rule as the sale, and removes it from the following ones. That costs the customer a courtesy, so it only happens when it avoids a whole block being charged extra; if the number of occupied cycles does not drop, the previous distribution stands. An appointment already delivered never loses a service. The removal is recorded in the appointment history, with the text “removed by the package cycle: this block’s courtesy was already used in another appointment”, so the shop knows what happened and why.

Reschedule

▶️ tecpet School video lesson (in Portuguese): O cliente do pacote quer mudar o dia ou perdeu o prazo

Changes only that appointment’s date and keeps the session: nothing is returned or lost.
Rescheduling without overtaking another visit of the package usually touches nothing else. Rescheduling past another visit reorganizes the cycles and dates the same way a cancellation does, and the rescheduled appointment counts like the others: it can change cycle, and invoice.
Rescheduling to a date outside the package validity is blocked. In that case, use Extend validity first.
This is the right choice when the customer only wants to move the day, without losing the session.

Cancel

▶️ tecpet School video lesson (in Portuguese): Cancelei a sessão do pacote e a fatura continuou

The appointment is cancelled and the session goes back to the package: the following ones move up and the free credit ends in the last cycle, ready for the replacement. The exception is when that would change what an already paid invoice charges (see What does not move, above): then the following ones stay where they are and the free slot stays in the cancelled appointment’s own cycle.
The due dates of the invoices still open follow the dates that remained in each cycle.
The cancelled visit still shows on the cycle card, only as history: it uses no credit and does not count as “outside the period”.
If a block ends up with no visits at all after the cancellations, it stays in the Upcoming list, explaining how many appointments were cancelled. It still fits within the plan’s term: you can book its visits or leave it as is.
Clicking cancel twice does not return the session twice.

Current cycle card of a package with three cancelled visits, one rescheduled and the block counters

Change the day of the whole plan

To change the weekday of every future appointment at once, use Change day, at the top of the plan screen. The Change the plan’s day window asks, in this order:

the New weekday (the days the shop is closed are pointed out);
the date from which to apply the change: only the bookings from that date onwards are moved, the earlier ones stay as they are;
the new time, on the same grid as the sale: the Free on every date group lists the times that fit every week, and the Only with overbooking on some dates group the ones that only fit by overbooking on part of them, with the fraction (e.g. 24 of 48 dates). When you pick a time from that second group, the selector “On the dates where the slot is not free” shows up: Blocking overbooking (takes up the professional at that time) or Overbooking (takes up nobody).

Each appointment is rescheduled within its own week, at the chosen time. The change does not alter the plan’s values. On a package split into cycles, however, if any visit moves to another cycle with the new dates, the package is reorganized as in a reschedule: the cycles, the counters and the due dates of the open invoices adjust.

Change the plan's day window with the time grid, a partial time selected and the overbooking type selector

Booking with the package, and when the appointment stays one-off

Having an active package does not make an appointment go into it by itself: the booking only consumes the package when it is marked with the plan at booking time.

The system looks for the slot starting from the appointment date, checking the following cycles first and only then the previous ones. That way an August appointment doesn’t land in the July cycle.
The session is only deducted after the appointment actually exists. An attempt that fails halfway does not consume a session.
If there is no slot in any cycle, the appointment is not created and the system warns you. To serve outside the package, just book it without marking the plan: it comes in as one-off and is charged normally.
On the invoice, whatever goes beyond what is included shows as “(Extra)” and is charged; whatever fits stays linked to the package.
In the Services area, each service shows whether it is part of a plan or package, without opening the appointment.