One of the most common questions we hear from groomers is: “How do I get appointment details to my clients without endless back-and-forth texts?” The answer is the client portal — a personalised page for each of your clients that shows everything they need to know, no app download or password required.
Setting it up takes about five minutes. Here is how.
What the portal actually is
Every client in Woofle can have their own unique link. When they open it, they see a page branded with your salon name and accent colour showing their upcoming appointments, any documents you need them to sign, their pet details, and directions to your salon with a map. It is fully server-rendered, so it loads quickly on any phone — even the older ones your clients inevitably still have.
No login, no password, no “download our app” friction. Just a link that works.
Step 1: Check your salon details
Before you share any portal links, make sure your salon information is filled in. Head to your settings and check that your business name, address, and contact details are up to date. This is what appears at the top of every client’s portal page, along with the map, so it is worth getting right.
While you are there, pick an accent colour if you have not already. The portal uses it for buttons and headings, so it feels like an extension of your brand rather than some generic software page.
Step 2: Add any documents you want clients to see
This step is optional, but it is where the portal really shines. You can attach documents to a client — things like consent forms, grooming agreements, or health questionnaires — and they will appear on the portal ready for the client to read and approve digitally. No printing, no chasing signatures at the door while a cockapoo wraps itself around your legs.
You only need to set these up once. After that, they are there whenever the client opens their portal.
Step 3: Send the link
Each client’s portal has a unique link. You can send it via SMS directly from Woofle, or copy it and share it however you like — WhatsApp, email, carrier pigeon. The link is unique to that client, so they only ever see their own information.
A lot of groomers send the portal link alongside their appointment confirmation. That way the client gets everything in one message: when to arrive, where to go, and any forms to sign beforehand.
What your clients see
When a client taps the link, they land on a clean, simple page with your salon branding at the top. Below that they will see their upcoming appointments with dates and times, their pet’s details, any documents waiting for their approval, and your business address with a map so they can get directions with one tap.
The footer shows your contact information so clients know how to reach you if they need to. Everything is designed to answer the questions clients usually text you about — “What time is my appointment?”, “Where are you based again?”, “Do I need to sign anything?” — before they need to ask.
Each client’s link is permanent and unique to them. If a client ever accidentally shares their link, they can generate a new one themselves from the portal — no need to contact you.
Tips for getting the most out of it
Send the link early. If you send the portal link a day or two before the appointment, clients have time to check the details, sign any documents, and sort out directions. That means fewer no-shows and fewer last-minute messages.
Use consent forms. If you do anything that needs written agreement — dematting consent, puppy grooming disclaimers, that sort of thing — having clients approve them digitally through the portal saves you a surprising amount of time. Everything is recorded, too, so you have a clear trail if you ever need it.
Keep your address current. It sounds obvious, but if you work from a home salon and your address is not in the system, clients will not see the map. A quick check now saves confusion later.
Less texting, more grooming
The client portal is one of those features that seems small until you start using it. Once your clients have their links, the volume of “quick question” messages drops noticeably. They have the information they need, presented clearly, on a page that looks like yours.
Five minutes to set up, and it quietly saves you time every single day. That is the kind of win we like.