Review a grooming or boarding inquiry

A boarding business receives an inquiry for a dog during a holiday weekend. Staff need to review capacity and required records before accepting the stay. Use a reviewed intake process to decide the next action.

Before you start

Enable Form builder and Pipeline follow-up in Plugins in a workspace you control. Both start disabled. Choose the response reviewer and opportunity owner. Connect a mailbox only if you intend to send a message.

The fictional demo workspaces show the shared screens and simulated actions. Build this example configuration in your own workspace using fictional records first.

Work through this example

Capture. Record service type, requested dates, pet type and owner contact details. Use fictional details for the first test.

Decide. Confirm availability and required records in the service system before accepting the request. A person with responsibility for the service makes this decision.

Hand off. Confirm service dates; assign the required-records check; verify drop-off instructions. Keep incomplete confirmations visible rather than marking the whole request ready.

Complete the workflow

1. Open Forms and create a draft named Pet Services inquiry. Include name, usable email, service type, requested dates, pet type and owner contact details. Keep sensitive records in the appropriate specialist system.

2. Preview and save the draft, then publish its share link. Submit a fictional response using the situation above before sharing it with customers.

3. Open Responses and inspect the submission. Accept the appropriate response into the pipeline and check the matched contact. Resolve an ambiguous match before proceeding.

4. Open the opportunity in Pipeline. Assign its owner and a next action: Confirm availability and required records in the service system before accepting the request. Record a realistic follow-up date; confirm any booking or purchase separately.

5. Run Pipeline follow-up. Review the stale opportunities or overdue next actions it identifies and update the source record. Use the report to decide which source records need attention.

Check the result

The accepted response appears on the correct contact and opportunity. An owner can identify the pending decision and next action without reopening the original inquiry. Match the request to the correct owner and pet reference. The coordinator should be able to find the requested dates and the required-records check without treating the inquiry as an accepted booking.

Adapt it for your business

Kennel capacity, vaccination records and grooming schedules remain in your specialist tools unless a separate integration has been implemented and tested. Start with a link or reviewed reference to the source record.

Use Build an extension and the development brief when those systems need a connection. Specify the source of truth, permitted data, person who approves changes, duplicate handling and the receipt that proves completion.

What to check

If the contact match is incorrect or ambiguous, resolve it before updating the opportunity. If accepting a response has an uncertain result, inspect the response and linked opportunity before trying again. Pipeline follow-up is a read-only report; complete the chosen follow-up through the appropriate source screen and check its result.

Keep the approval required by the action policy. Restrict customer data to what the workflow needs. Enabled plugins use your workspace permissions; hosted infrastructure and connected providers may have costs, and AI conversations use your configured model. Verify the saved source record before relying on the result.