Getting Started

Get VetLoop installed, your licence activated, and your practice ready to go in under 30 minutes.

System Requirements

Installing VetLoop

1. Download the installerGo to vetloop.co.za and click Download. You'll receive a .exe installer file.
2. Run the installer as AdministratorRight-click the downloaded file and choose Run as administrator. Accept the User Account Control prompt if it appears.
3. Choose your install locationThe default path (C:\Program Files\VetLoop) is recommended. Click Next and then Install.
4. Wait for installation to completeThe installer copies the application files and sets up a local data directory at C:\ProgramData\VetLoop. This takes 1–3 minutes.
5. Launch VetLoopClick Finish on the installer — VetLoop will open automatically, or find it via the Start Menu shortcut.

First Launch

When you open VetLoop for the first time you'll see the Welcome screen. You have two paths:

• New Practice — start fresh with a blank database (most common).
• Restore from Backup — if you're migrating from another device and have an existing VetLoop backup file.

Choose New Practice and continue to the licence activation step.

Activating Your Licence

VetLoop requires an active licence to use beyond the demo period. Your licence key is sent to you by email when you purchase a plan.

1. Open Settings → LicenceFrom the main menu, tap the ⚙️ Settings icon, then select Licence & Plan.
2. Enter your activation codePaste or type the licence key exactly as shown in your purchase email. Codes are case-insensitive.
3. Click ActivateVetLoop connects to the activation server to verify the code. This requires an internet connection.
4. Activation confirmationOn success, your plan name and expiry date are shown. The device is now authorised and works fully offline until the next validation window.

Practice Setup

After activation, VetLoop runs a quick setup wizard:

1. Practice name & contact details — these appear on invoices and documents you send to clients.
2. Veterinarian details — SAVC (South African Veterinary Council) registration number if applicable.
3. VAT status — choose whether your practice is VAT-registered. If yes, enter your VAT number. This controls whether invoices include VAT lines.
4. Currency & region — defaults to ZAR / South Africa.
5. Invoice numbering — set your starting invoice number prefix (e.g. INV-001).

These settings can all be changed later under Settings → Practice Profile.

Creating Your First User Account

VetLoop supports multiple staff accounts with different permission levels.

User roles

To add a user: Settings → Users & Permissions → Add User. Enter their name, email, and select a role. They can change their password on first login.

Common Questions

Can I run VetLoop on a laptop without internet?

Yes. After initial activation VetLoop works fully offline. The licence is re-validated in the background every 30 days when internet is available. You have a 14-day grace period if validation can't complete.

I forgot my admin password — what do I do?

On the login screen, click Forgot password? to reset via your registered email address. If you don't have access to that email, contact info@kalaharicoding.co.za.

Can I move VetLoop to a new computer?

Yes. Install VetLoop on the new machine, restore from a backup file, and re-enter your licence code. Your licence supports the number of simultaneous devices shown in your plan.

Where is my data stored?

All data is stored locally in C:\ProgramData\VetLoop. If cloud backup is enabled, an encrypted copy is synced to your Firebase project. VetLoop does not store practice data on shared servers.