How do I manage client and pet profiles and history?

Good records answer two questions before the dog is on the table: is it safe to groom this dog the way we planned, and what did the owner ask for last time? That takes three linked layers: the owner, the pet and the history of visits. Keep each one short, and add to it after every groom rather than in one big session.

What should a client record include?

Everything you need to reach the owner and to act in an emergency, and nothing more. The GDPR asks that personal data be "adequate, relevant and limited to what is necessary", which is also what makes a record quick to read.

• Full name, and the name of anyone else who drops off or collects the dog.
• A mobile number, a second number and an email address, plus the channel they prefer for reminders.
• Address, if you collect dogs or send invoices.
• The vet's name and phone number.
• The language they prefer for messages.
• Practical notes: drop-off arrangements, a deposit requirement, where to park.

What should a pet profile include?

The facts that change how you groom and handle the dog. Record them once and update them when something changes.

What to record	Why it matters
Name and photo	Tells apart dogs in the same household, and matches the right dog to the right booking
Breed	Sets the expected time and price, and the style owners of that breed usually ask for
Date of birth	Older dogs may need shorter sessions, more breaks and gentler handling
Weight	Shows change between visits that is worth mentioning to the owner
Sex and neutered status	Basic identification, and context when a coat changes
Health	Allergies, skin conditions, heart problems, seizures, lumps, recent surgery, medication
Behaviour	Reaction to the dryer, nails, feet or face; whether a muzzle is needed; what calms the dog
Grooming instructions	The style, the lengths you used, products to avoid, anything the owner is particular about
Rebooking interval	How often the dog should come back to stay in good condition

Mark the notes a groomer must not miss, such as a heart condition or a dog that bites when its feet are touched, so they stand out from the rest.

How do I keep a useful grooming history?

Add a short note after every visit, and read the last one before the dog arrives.

1. Write down what you did: the style, the lengths, and how long the groom took, so you can book the right amount of time next visit.
2. Write down what changed: a new lump, sore skin, matting, a change in behaviour.
3. Take a photo of the finished dog. "Same as last time" is easy when you can see last time.
4. Flag anything the next groomer must see, especially if a colleague will do the next groom.
5. Read the history before the dog is on the table, not halfway through.

A two-line note after each groom builds, over a year, into a record no one could keep in their head.

How do I move from paper cards or spreadsheets?

Import what you already have, then fill the gaps as each client comes back.

1. Export your client list from your old system or spreadsheet as a CSV or Excel file.
2. Tidy it first: one format for phone numbers, no duplicate owners, pets on the right owner.
3. Import it and check a handful of records before you rely on it.
4. Photograph paper cards in batches if your software can read them, and review every card before it becomes a record.
5. Add health and behaviour notes when each dog next visits. Don't try to type up every card in one weekend.

How do I keep client and pet records secure?

Give every person their own login, limit access to what each role needs, turn on two-step sign-in and know where your data is stored. The European Commission's GDPR guidance describes "data protection by default" as processing only the data you need, keeping it briefly and limiting who can access it. In practice: keep medical notes on the pet profile rather than in text messages, remove people from your account when they leave, and make sure you can export your records if you ever change software.

How GroomSome helps

• Client records with every pet linked. Name, two phone numbers, email, address, preferred language, the vet's name and phone number, private notes and reminder preferences.
• Pet profiles built for grooming. Breed from your salon's breed list (seeded from a catalogue of 395 dog breeds), a profile photo, birth date, weight, sex including neutered or spayed, a rebooking interval, and separate notes for medical issues, behaviour and special instructions. Mark any of those three as Important to highlight it on the pet's page.
• A timeline per pet. Planned and past appointments, notes and photos in one feed, filterable by type, plus an activity feed on each client.
• Search that fits how clients call. Find a client by name, phone number, email or pet name, and filter for clients without a next appointment.
• Import from files and paper. Import clients and pets from CSV, Excel or XML files, or photograph paper client cards: GroomSome reads them for you to review before anything is imported, and flags possible duplicates for you to decide.
• Access and storage. Each team member has their own login and role, two-step sign-in with app approval or a passkey is available, and customer data is stored in Microsoft Azure's West Europe region in the Netherlands. See where GroomSome stores data.

Sources

• European Commission. Principles of personal data processing under the GDPR.