5.3.1. Making a New Volume Client

Creating a Volume Client Profile

In order to schedule appointments, the clinic must first create the volume client profile in HQ.

1. Go to Clients > Client Management > Create Volume Client.
2. The minimum required information is the Organization Name, at least one phone number, and the physical address.

✅ Pro Tip: If creating a volume client who is a trapper by hobby and not affiliated with an organization, use their name as the organization name. Example: “Sally Smith – Trapper.” Then, in the client’s details, also fill the first name as Sally and the last name as Smith.

Field Definitions

1. Organization: The name of the volume client you will be working with (e.g., Tulsa Humane Society). Do not abbreviate, since this name will appear on many documents related to the animals connected to that client.
2. First Name: Optional. Point of contact for this organization.
3. Last Name: Optional. Point of contact for this organization.
4. Cell Phone: At least one phone number is required as the emergency contact for this organization.
5. Other Phone: Optional.
6. Microchip Mail: Email field that goes on the Found Animals microchip export. Animals for volume clients are not auto-registered with 24PetWatch.
7. Bill to Email 1: The primary email where volume client invoices will be sent.
8. Bill to Email 2: An alternate email for volume client invoices.
9. Physical Address: Must be entered for every volume client. Without it, you will not be able to check their animals out.

Inviting the Client to the VCP

Once the volume client profile is created, you must invite the client to log in to the Volume Client Portal (VCP). This is where they will view appointments, enter animal and owner data, and pay invoices.

✅ Pro Tip: To learn more about inviting a client to the VCP, visit this page.