Account, Billing & Data Management

Data Import

If you are migrating from another kennel management system (or from spreadsheets), Goodstay can import your existing data. You have two options: let us do it for you, or run the import yourself.

Option 1: We'll Import It For You (Concierge Import)

Don't want to fuss with column mapping? Goodstay will load your data for you.

1. From the dashboard nudge, click Import my data for me (or Ask us to import it at the top of the Import Data page).
2. Choose what you're switching from — a spreadsheet, pen & paper, or another system (Gingr, Time To Pet, Revelation Pets, Kennel Connection, ProPet, or other software).
3. Upload your files — any format works: exports, spreadsheets, even a scanned client list.
4. Add any notes, then click Send it over.

Our team loads your pet owners, pets, vaccination records, and spaces, then emails you when it's ready with a count of what was imported and a link to your client roster. You can check the status of your request at any time. This is the fastest way to get up and running during your free trial.

Option 2: Self-Serve Import

Prefer to do it yourself? Use the guided import wizard below.

Supported Import Types

• Pet Owners — Import client records from CSV or Excel
• Pets — Import pet profiles associated with existing owners
• Spaces — Import your runs, suites, and daycare/grooming spaces (name, type, and daily rate)
• Vaccinations — Import vaccination records for existing pets (vaccine name, date administered, expiration, and the pet it belongs to)

Running an Import

1. Go to Import Data in the sidebar — the page is titled Import History — and click New Import.
2. Select the import type, and choose how to handle duplicates (skip them, or update existing records).
3. Upload your CSV or Excel file.
4. Click Continue to mapping. You are taken to the Map Columns step.

Column Mapping

Goodstay displays your file's column headers and asks you to match each one to the correct field in the system. For example, map "Client Name" → "First Name + Last Name", "Email Address" → "Email", etc.

Click Continue to preview when done.

Preview & Execute

Saving the mapping takes you to the Preview Import page — an import summary plus the first rows exactly as they'll be read. Review for any errors or mismatches.

Click Run the import and confirm to run it in full. A summary shows how many records were imported successfully and any that failed (with reasons).

Downloading Failed Rows

If some rows fail during import, a counted Download Failed Rows button (e.g., "Download 3 Failed Rows") appears on the import results page. Click it to get a CSV file containing only the rows that failed, along with the error reason for each row. You can fix the issues in the CSV and re-import just those rows.

Tip: Start with a small test file (5–10 rows) before importing thousands of records to verify your mapping is correct.

Data Export

Goodstay lets you export your facility's data to CSV files for reporting, record-keeping, or migration.

Supported Export Types

Running an Export

1. Go to Export Data in the sidebar navigation (under Management).
2. Select the data type you want to export.
3. Optionally set a date range and status filter.
4. Select which columns to include.
5. Click Preview Count to see the record count.
6. Click Download CSV.

Data exports are available to facility owners and managers only.

Subscription & Billing

Goodstay is a subscription-based service. Every plan includes the same full set of features — the only difference between plans is how many pets and staff accounts you can have.

Plans & Pricing

Every plan includes boarding & daycare reservations, pet and owner profiles, run/suite/play-group management, vaccination tracking with reminders, feeding & medication schedules, daily tasks & shift reports, report cards, PreCheck intake forms, your online booking page, invoicing & payments, e-signature contracts, recurring daycare schedules, the customer portal & messaging, and email & SMS reminders.

Monthly vs. Annual Billing

On the Professional and Business plans you can pay monthly or annually. Annual billing saves you roughly 15% (about two months free). Use the Monthly / Annual toggle at the top of the plan cards on the Subscription page to switch — the prices update instantly. Starter is monthly-only. (Facilities on a special lifetime discount are billed monthly.)

Free Trial

New facilities start on a free trial with full access — no credit card required to begin. While you're on the trial, a banner across the top of your dashboard shows how many days remain and links to Choose a plan. It turns from teal to amber as the trial nears its end, and reads "Your free trial ends tomorrow" on the final day. Subscribe any time before the trial ends to keep your account active without interruption.

Viewing Your Subscription

Go to Settings → Billing and click through to the Subscription page (the trial banner links there too). You'll see:

• Your current plan and billing interval (monthly or annual)
• Next billing date

Your usage against the plan's pet and staff limits is shown on the Settings → Billing tab.

Changing Your Plan

Pick a plan card and click Upgrade to … / Subscribe to change plans, or use the Monthly / Annual toggle to switch intervals. Changes take effect immediately (upgrades) or at the next billing cycle (downgrades). A prorated adjustment is applied to your current invoice.

Plan Limits, Eligibility & Upgrade Nudges

Plan limits are sized by the pets you actively manage: only active, living pets count toward your plan's pet cap. Archived pets and pets marked deceased never count, so cleaning up old records is all it takes to stay within a plan.

Pet limits are soft — going over your cap never blocks you from adding a pet or taking a booking. If your facility grows more than 5 pets past its plan's cap, Goodstay emails your facility's owners once, recommending the smallest plan that fits (including any lifetime discount you have). The email only repeats if you drop back within your cap and cross it again — it won't nag.

When changing plans, plans that are too small for your current facility appear grayed out as Not Available, with the concrete reasons listed (e.g., too many active pets or staff accounts for that plan's limits). This applies on the Subscription page and the billing tab alike — a plan you don't fit can't be selected.

Trials run with the highest plan limits available, so you'll never hit an eligibility wall or get a limit nudge during your free trial.

If a Renewal Payment Fails

A declined or expired card doesn't cut you off. Your account enters a grace period during which everything keeps working, Stripe retries the card automatically over the following days, and the facility's owners are emailed right away with the read-only date and a link to fix the card. Update your payment method via Manage in Stripe (the failure banner's button reads Update Payment Method) — or just let a successful retry clear it. Only if the grace period runs out does the account become restricted (see below).

What Happens If Your Subscription Lapses

If your trial ends or your subscription is cancelled and the paid period runs out, your public-facing pages go offline — your landing page, online booking, and grooming catalog show visitors a brief "Temporarily Unavailable" message with your contact details, so no one can book until you reactivate. Re-subscribe from the Subscription page to bring everything back online. (A short grace period applies after a failed payment before anything is restricted.)

Cancelling Your Subscription

Click Cancel Subscription. Your access remains active until the end of the current billing period.

Resuming a Cancelled Subscription

If you cancelled but change your mind before the period ends, click Resume to reactivate without any interruption.

Managing Payment Method

Click Manage in Stripe (which opens the Stripe Customer Portal) to update your credit card, view past invoices from Goodstay, and download receipts.

Your Profile

Your profile contains your personal account settings.

Editing Your Profile

Go to Profile (click your name at the bottom of the sidebar). You can update:

• Full Name
• Email Address
• Password (current password required to change)

Facility-wide notification and automation settings live under Settings → Notifications, not on your profile.

Facility Settings

Facility-level settings are managed from Settings in the sidebar. Key options include:

• Invoice Logo — Upload a logo image that appears on all invoices and PDF exports. See the Invoicing article for details.
• SMS Notifications — Enable or disable SMS text messaging for your facility. See Notifications.
• Vaccine Requirements — Configure required vaccines per species. See Vaccinations.
• Currency & Time Zone — Set on the facility edit page (from Settings → General, click Edit). Goodstay supports USD, CAD, and QAR; every price in the app — and in your emails, invoice PDFs, and reports — displays in your currency (USD/CAD as "$1,234.50", QAR as "QR 120.00"). Online card payments via Stripe/Square require USD or CAD — facilities billing in QAR record payments as they take them.
• Pet Weight Unit — Pounds or kilograms, also on the facility edit page. Weights are recorded as typed, never converted, so set it before you start recording weights. See Pet Profiles.