About K-9 Smiles

With 86 locations across Colorado, K-9 Smiles specializes in stress-free dental care for cats and dogs. Their services include online scheduling, dental evaluations, preventative maintenance, and detailed “report cards” for pets post-treatment. As the business grew, K-9 Smiles needed to shift its marketing efforts from individual locations to a centralized strategy managed by their headquarters. They also required an integrated platform to track appointments, maintain treatment documentation, and engage potential customers effectively.

The Challenge

K-9 Smiles faced several operational hurdles:

Inefficient tracking of completed and upcoming pet appointments.

Lack of a centralized platform for managing treatment reports and client communication.

Difficulty marketing to potential customers visiting their website without booking.

Disjointed operational systems, leading to manual data entry and errors.

No client portal for updating pet information, booking appointments, or accessing billing details.

Catalyst Connect’s Approach

To address these challenges, Catalyst Connect conducted a comprehensive evaluation of K-9 Smiles’ processes, including:

Interviews with key departments to identify pain points and requirements.

Development of detailed data architecture and workflow diagrams.

Creation of mockups to visualize proposed solutions.

Specification of business flows and functional requirements.

The Solution

Catalyst Connect implemented an integrated system using Zoho One and ZPortals to deliver a seamless experience for both staff and pet owners. Key features included:

Client Portal : A custom ZPortals solution allows clients to book, reschedule, and view upcoming appointments. Clients can also update contact information and pet details directly within the portal.

Automated Workflows : Each appointment booking generates a Meeting record in Zoho CRM, visible in both the CRM and ZPortals, ensuring consistent record-keeping.

Treatment Reports : After each appointment, vets complete a form that creates a Treatment (Deal Record) in Zoho CRM. A professional PDF, including treatment notes and signatures, is automatically generated, stored in the portal, and emailed to the client.

Integrated Marketing : Zoho Campaigns enables targeted marketing efforts to website visitors who haven’t yet booked, turning interest into action.

Implementation and Challenges

Weekly meetings with the K-9 Smiles team ensured open communication and timely resolution of challenges, such as:

Resolving email notification issues.

Addressing website timezone discrepancies.

Catalyst Connect’s proactive project management approach ensured that the implementation was completed smoothly and on schedule.  

Results

The integrated Zoho and ZPortals solution delivered measurable benefits for K-9 Smiles:

Enhanced appointment tracking and reporting capabilities.

Reduced administrative workload, allowing the team to focus on expanding partnerships with pet shops and clinics.

Improved client experience through the user-friendly portal..

As a result, K-9 Smiles has been able to allocate more resources to sales and marketing, fueling business growth.  

Client Testimonial

Anna and the Catalyst implementation team have been instrumental in getting our Zoho setup streamlined and efficient. We highly recommend their project management approach and
Zoho expertise and consultation.”
— Trisha, K-9 Smiles

Conclusion

By understanding K-9 Smiles’ unique business needs and leveraging the power of Zoho, ZPortals, and WordPress, Catalyst Connect delivered a solution that simplified daily operations and improved customer satisfaction..