Congratulations on choosing VetSyCare for your veterinary practice management! This comprehensive guide will walk you through everything you need to know after your first login - from setting up your clinic profile to adding staff members, configuring inventory, and managing permissions.

By the end of this guide, your practice will be fully configured and ready to serve your patients.

Step 1: Your First Login

After signing up for VetSyCare, you'll receive a welcome email with your login credentials.

To log in:

  1. Visit vetsycare.com
  2. Click "Sign In" in the top navigation
  3. Enter your email address and password
  4. Click "Login"

💡 Tip: Bookmark the login page for quick access: https://vetsycare.com/login

Upon successful login, you'll be greeted by your Dashboard - your command center for managing everything in your practice.

Step 2: Setting Up Your Clinic Profile

Your clinic profile contains essential information that appears on invoices, certificates, and client communications.

To configure your clinic profile:

  1. Click Settings in the left sidebar
  2. Select Clinic Profile
  3. Fill in your clinic information
  4. Click Save Changes
Field Description
Clinic Name Your official business name
Legal Name Registered business name (for invoices)
Email Primary contact email
Phone Main clinic phone number
Fax Fax number (optional)
Website Your clinic's website URL
Address Complete street address
City, State, ZIP Location details
Timezone Your local timezone
Logo Upload your clinic logo (recommended: 200x200px)
License Number Your veterinary license
Tax ID For billing purposes

🏥 Best Practice: Upload a high-quality logo - it will appear on all client-facing documents including invoices, health certificates, and email communications.

Screenshot 2026-01-13 232411

Step 3: Adding Staff Members

VetSyCare supports unlimited staff accounts. Each team member gets their own login with role-based access.

To add a new staff member:

  1. Navigate to Staff in the sidebar
  2. Click + Add Staff Member
  3. Enter staff details:
    • First Name & Last Name
    • Email Address
    • Phone Number
    • Role (see roles below)
    • Permissions (customizable)
  4. Click Create Account

The staff member will receive an email invitation to set their password.

staff

Step 4: Understanding Staff Roles & Permissions

VetSyCare offers flexible role-based access control to ensure each team member sees only what they need.

Available Roles:

Role Description Default Access
Admin Full system access Everything
Veterinarian Clinical & patient management Patients, Medical Records, Appointments, Prescriptions
Technician Support clinical operations Patients, Appointments, Flowboard, Inventory
Receptionist Front desk operations Appointments, Clients, Billing, Check-in

Customizing Permissions:

Each role's permissions can be customized. Available permission modules:

  • ✅ Dashboard - View practice overview
  • ✅ Flowboard - Daily patient workflow
  • ✅ Appointments - Schedule management
  • ✅ Patients - Patient records
  • ✅ Clients - Client management
  • ✅ Medical Records - Clinical documentation
  • ✅ Billing - Invoices & payments
  • ✅ Inventory - Stock management
  • ✅ Communications - Email
  • ✅ Reports - Analytics & reports
  • ✅ Settings - System configuration
acess to staff

To modify permissions:

  1. Go to Staff → Click on staff member
  2. Scroll to Permissions section
  3. Check/uncheck modules as needed
  4. Click Update Permissions

🔒 Security Tip: Follow the principle of least privilege - give staff only the access they need to perform their job.

Step 5: Setting Up Inventory Management

Track medications, supplies, and products with VetSyCare's built-in inventory system.

To set up your inventory:

  1. Navigate to Inventory in the sidebar
  2. Click + Add Product
  3. Enter product details
  4. Click Save Product
Field Description
Product Name Name of medication/supply
SKU/Code Unique identifier
Category Medication, Supplies, Food, etc.
Unit Bottle, Box, Each, ml, etc.
Current Stock Quantity on hand
Reorder Level Alert threshold
Cost Price Your purchase price
Selling Price Client price
Supplier Vendor information
Expiry Date For medications
inventory

Low Stock Alerts:

VetSyCare automatically alerts you when products fall below the reorder level:

  • 🔴 Critical - Out of stock
  • 🟠 Low - Below reorder level
  • 🟢 Good - Adequate stock

📦 Pro Tip: Set up your top 20 most-used items first, then add others as you use them. This gets you operational quickly.

Step 6: Quick Setup Checklist

Use this checklist to ensure your clinic is fully configured:

  • Clinic Profile - Logo, name, address, contact info
  • Staff Accounts - All team members added with correct roles
  • Permissions - Each role has appropriate access
  • Inventory - Essential products and medications added
  • Appointment Types - Consultation, Surgery, Vaccination, etc.
  • Working Hours - Clinic schedule configured
  • Notification - Automated Emails to Client will be sent set
  • Invoice Template - Clinic details for billing

You're Ready to Go!

Your VetSyCare practice is now fully configured. Here's what to explore next:

  1. Add Your First Patient - Start building your patient database
  2. Schedule Appointments - Learn the appointment system
  3. Dashboard Overview - Master your command center

Need Help?

Our support team is here for you:

  • 📧 Email: support@vetsycare.com
  • 💬 In-App Chat: Click "Admin Support" in your dashboard
  • 📚 Help Center: vetsycare.com/help

Happy practicing! 🐾