System Overview — Veterinary Clinic
Week Mar 24–30, 2026 · Real-time automated overview
System active
No-shows avoided
8
↑ €1,200 recovered this week
Reminders sent
47
↑ 12 returns generated
Qualified leads
11
↑ 4 appointments booked
Post-op alerts
2
Handled in < 10 min
Revenue recovered vs. loss without system (€/week)
Recent system activity
Appointment confirmed — Luna Wilson
24h reminder sent automatically
8 min
Appointment rescheduled — Max Robinson
Client couldn't make it · new appointment set
31 min
Vaccine reminder — Nala Foster
Rabies vaccine expires in 5 days · message sent
1 h
Post-surgery alert — Toby Mitchell
Risk keyword detected · team notified
3 h
Qualified lead — WhatsApp
Vaccination enquiry · appointment link sent
4 h
Module 1
Automatic Appointment Management
Confirmations, WhatsApp reminders 24h/2h and automatic rescheduling. Zero human intervention.
Week of Mar 24–30 · Scheduled appointments
MON 24
TUE 25
WED 26
THU 27
FRI 28
SAT 29
SUN 30
9:00
Luna W.
🐕 Shepherd
11:30
Mia P.
🐈 Siamese
10:00
Zeus M.
🐕 Labrador
16:00
Bella A.
🐈 Persian
9:30
Rocky H.
🐕 Bulldog
11:00
Max R.
🐕 Golden
15:00
Nala F.
🐕 Beagle
10:30
Coco T.
🐈 Maine Coon
10:00
Thor H.
🐕 Husky
● Confirmed
● Unconfirmed
● No-show risk
● Rescheduled ↺
🐾
VetFlow Clinic
online
Hi there 👋 Click on an appointment in the calendar or use the buttons to see the message flow in action.
now
Benefit M1
- Reduces no-shows by up to 70%
- Saves 2–3h on the phone per week
- Calendar always full and up to date
- Direct integration with Google Calendar
Module 2
Preventive Health Reminders
The system calculates the next vaccine, deworming or check-up and sends automatic reminders. Zero manual effort.
🐕
Luna
German Shepherd · 3 yrs
👤 Emma Wilson
💉Rabies vaccineExpires in 3 days
🪱DewormingIn 2 months
🐕
Max
Golden Retriever · 5 yrs
👤 Charlie Robinson
🔬Annual check-upIn 12 days
💉Combination vaccineIn 3 months
🐈
Mia
Siamese · 2 yrs
👤 Sophie Parker
💉Feline leukaemia vaccineUp to date ✓
🔬Dental checkIn 20 days
🐕
Nala
Beagle · 1 yr
👤 Mary Foster
🪱DewormingExpires in 5 days
💉Vaccine boosterIn 18 days
📅 Scheduled reminders — next 30 days
| Patient | Owner | Reason | Scheduled send | Channel | Status |
|---|---|---|---|---|---|
| 🐕 Luna | Emma Wilson | Rabies vaccine | Today · 10:00 AM | URGENT | |
| 🐕 Nala | Mary Foster | Quarterly deworming | Tomorrow · 9:30 AM | URGENT | |
| 🐕 Max | Charlie Robinson | Annual check-up | Apr 11 · 10:00 AM | PENDING | |
| 🐈 Mia | Sophie Parker | Dental check | Apr 19 · 11:00 AM | PENDING | |
| 🐕 Thor | George Hunter | Combination vaccine | Apr 25 · 10:00 AM | SCHEDULED |
Benefit M2
- Increases client return rate by up to 40%
- Improves pet health with continuous monitoring
- Automatic CRM/Sheets entry after every interaction
- Automatic second reminder if the client doesn't respond
Module 3
Post-Consultation and Post-Surgery Follow-Up
Automatic message the next day. Structured questions. Risk keyword detection with immediate team alert.
Active cases
🐕
Toby M.
Post-abdominal surgery
⚠
🐕
Bella A.
Post-consultation ear
✓
🐈
Coco T.
Post-neutering
✓
🐕
Zeus M.
Post-consultation skin
·
🐕
Toby Mitchell
Post-abdominal surgery · Day 1
🚨 Alert panel
No active alerts.
Simulate a risk response to see detection in action.
🚨
RISK ALERT DETECTED
Patient: Toby Mitchell (Post-surgery)
Risk keywords detected:
keeps vomiting · very lethargic
⏱ Detected just now. Team notified.
Risk keywords detected:
keeps vomiting · very lethargic
⏱ Detected just now. Team notified.
Automatic CRM entry
| Patient: | Toby Mitchell |
| Date: | Mar 30, 2026 · 2:23 PM |
| Type: | Post-abdominal surgery |
| Alert: | Risk symptoms |
| Status: | Call pending |
Benefit M3
- Detects post-op complications in minutes
- Clients feel personally cared for
- Automatic entry in patient history
- No extra effort from the team
Module 4
Lead Management and Qualification
WhatsApp · Instagram · Web → lead automatically created and qualified. No message left unanswered.
WhatsApp
Instagram
Web
New
2
WhatsApp
Maria T.
🐕 Vaccination info
"Hi, my dog needs his yearly vaccinations"
⏰ 5 min ago · no reply yet
Instagram
Peter S.
🐈 Neutering enquiry
"How much does it cost to neuter a cat?"
⏰ 22 min ago
Contacted
3
WhatsApp
Laura V.
🐕 Digestive emergency
"My dog has been vomiting for 2 days"
⏰ Automatic reply sent
Web
Marcus F.
🐈 New kitten check-up
Web form submitted
⏰ Appointment link sent
Instagram
Elena B.
🐕 Microchip enquiry
"Do you do microchips? How much?"
⏰ Info sent automatically
Qualified
4
WhatsApp
Anna P.
🐕 Full vaccination
Confirmed interest, choosing time
✅ Data collected in CRM
Web
Robert L.
🐈 Neutering booked
Quote accepted
✅ Awaiting appointment
WhatsApp
Christina N.
🐕 Dental issue
Needs urgent assessment
✅ Full data collected
Instagram
Diego R.
🐕 Puppy check-up
New owner, 3 puppies
✅ High potential value
Appointment booked
4
WhatsApp
Isabel M.
🐕 Rabies vaccine
Appt: Tue Apr 1 · 10:00 AM
🗓 Auto-confirmed
Web
Fernando C.
🐈 Annual check-up
Appt: Wed Apr 2 · 11:30 AM
🗓 In Google Calendar
WhatsApp
Lorena G.
🐕 Planned surgery
Appt: Thu Apr 3 · 9:00 AM
🗓 Reminder activated
Instagram
Andrew T.
🐕 Grooming + check-up
Appt: Fri Apr 4 · 3:00 PM
🗓 Paid in advance
Benefit M4
- No lead goes unanswered, no matter the time
- Automatic qualification by keyword (urgency, vaccines, appointment…)
- Pipeline always up to date in CRM/Notion
- Response time < 30 seconds vs. hours of manual waiting