Onboarding Vetstoria with Merlin Pre - Screening guide

In order for a smooth onboarding journey, it is important that clinics meet the following criteria both in Merlin and Vetstoria. 

At a minimum, the following needs to be understood and/or updated before the onboarding journey with Vetstoria begins:

Use of Colours in Merlin:

Colours are not identified by Vetstoria, therefore any slots which are identified by a colour e.g “Emergency slots” in red, will need to be blocked as “unavailable” slots in Merlin. Alternatively, we can use slot exclusions at Vetstoria to prevent these being booked online, however this will be a fixed weekly pattern and can not change week to week. In such circumstances, where your rota is changeable,  making the slots “unavailable”, in Merlin is the best practice. 

The use of colors is shown on the left and use of no colors is shown on the right

Duration of Appointments: 

Vetstoria identifies and confirms appointments based on their slot size in Merlin. If the duration of your slots in Merlin are e.g.10 minutes, we can allow appointment durations online as 10, 20, 30 minutes and so on. It has to be a multiple of the original slot size. 

The appointment will fail if it is not a multiple, e.g. 15 minutes. 

Calendar set up by Room

If your calendars are set up by room eg Consult 1, Consult 2 etc. and you would like to offer appointments by Vet, you will need to add a code to your schedule following the guide here: Multi Vet Setup

Pets Name:

The pets name in Merlin can not have additional characters in the same field eg “Fluffy staff pet or PHC”. This will prevent appointments matching to existing records and will create duplicates contacts. 

Internal changes to the rota /schedule:

Any changes to your schedules needs to be completed before onboarding with Vetstoria 

Multi site locations

Please ensure it is clear to the Vetstoria and/or corporate team (if applicable), how many sites are onboarding and going live to ensure we are prepared for your journey. If any sites are not going live or closed permanently, please inform Vetstoria ahead of time.

Point of Contact: 

Please ensure you have a dedicated “champion” who will assist the Vetstoria team during onboarding. Please see the guide below: Champion Guide

If you have any questions or if you need further help, please login to Vetstoria to chat with our team or use the Contact Support form linked at the top of this page.