How AI Automation Saved 32 Hours Weekly for a High-Volume Pet Resort
Business Type
Pet Boarding & Kennels
Location
Thousand Oaks, CA
Size
65 boarding runs, 12 staff members, 4,500 sq ft facility
Challenge
Manual vaccination verification and high volume of missed holiday booking calls.
The Challenge
The facility was struggling with a bottleneck at the front desk. Every new booking required a staff member to manually review PDF vaccination records from various local vets. Frequently, staff would find expired Bordetella or Rabies shots only after the pet arrived, leading to stressful day-of turn-aways and lost revenue. During peak holiday seasons, the front desk received over 45 calls daily; because staff were busy with physical pet intake and cleaning, nearly 30% of these calls went to voicemail. By the time staff returned calls, owners had often booked with a competitor. Additionally, feeding and medication instructions were hand-transcribed from intake forms to clipboards, a process prone to human error and taking up to two hours of labor every morning.
The Solution
Services Used
- • Custom AI Voice Agent for Booking Overflow
- • Automated Document Processing (OCR) for Vaccination Records
- • Gingr API Workflow Integration
Timeline
6 weeks
Integrations
- • Gingr
- • Twilio Voice
- • OpenAI GPT-4o
- • Make.com
The Results
32 hours/week
Time Saved
$4,100/month in administrative labor
Cost Saved
18% increase in holiday booking capture
Revenue Impact
Under 45 seconds
Vaccination Verification Speed
Reduced from 30% to 2%
Missed Call Rate
"The AI agent handles the 'Do you have space for Labor Day?' calls perfectly. It checks our Gingr availability in real-time and only transfers the complex cases to us. It is like having a receptionist who never sleeps and never misses a detail."
— Owner, Thousand Oaks Pet Resort
Implementation Timeline
Weeks 1-2 focused on mapping the Gingr API endpoints and training the AI model on specific vaccination document layouts from Southern California vet clinics. Weeks 3-4 involved deploying the Twilio-based voice agent to handle overflow calls and sync availability. Week 5 was dedicated to staff training on the new automated dashboard. Week 6 saw full deployment during the busy Spring Break window, resulting in zero lost leads.
FAQ
Can the AI distinguish between different vaccination types?
Yes, our OCR model specifically extracts Bordetella, Distemper, and Rabies expiration dates, cross-referencing them against your facility's specific lead-time requirements.
Does this replace my existing software like Gingr or PetExec?
No, it enhances them. We use APIs to push data directly into your existing system so your staff doesn't have to learn a completely new platform.
How does the AI handle aggressive or special-needs pet alerts?
The system flags specific keywords in digital intake forms (e.g., 'seizures', 'food aggression') and triggers an immediate high-priority notification to the manager's mobile device.
What happens if the AI cannot read a blurry vaccination record?
It automatically flags the record for manual review and sends an automated SMS to the pet owner requesting a clearer photo, eliminating the need for staff to make outbound calls.
Is the voice agent robotic or natural?
We use advanced text-to-speech with natural inflection and custom scripts tailored to your brand's tone, ensuring customers feel they are receiving premium, personal service.
Want results like these?
Free consultation. We'll look at your specific situation and tell you exactly what's possible.
Book a Call →Serving Pet Boarding & Kennels businesses nationwide. Based in Westlake Village, CA.