Settings Guide
Configure every aspect of VetLoop — from your practice logo to user access levels, VAT, storage mode, and backups.
Practice Profile
Go to Settings → Practice to configure your practice identity. This information appears on invoices, payslips, prescriptions, and email templates.
- Practice name — as it will appear on all documents.
- Logo — upload a PNG or JPEG (recommended: at least 400×200 px, white or transparent background).
- Registration & licence numbers — SAVC practice registration number, and professional body registration if applicable.
- Physical address — appears on tax invoices as required by the VAT Act.
- Contact number & email — used on invoices and automated reminder emails.
- Bank account details — displayed on invoices as payment instructions (EFT).
Licence & Plan
Go to Settings → Licence to view your current plan and activation status. The licence key is tied to your practice and activated device. Key details:
- Plan tier — Starter, Professional, or Enterprise. Features available depend on your plan.
- Expiry date — VetLoop shows a warning banner 30 days before expiry. Renew via the Pricing page.
- Device limit — number of devices authorised to run VetLoop under your licence. Additional devices require an upgrade.
- Transfer licence — if moving to a new server computer, use Transfer Licence to move the activation without consuming an extra seat.
A 14-day grace period applies after licence expiry. During this time VetLoop operates in read-only mode — you can view records but not create new documents.
Users & Roles
Manage staff access under Settings → Users. VetLoop has four built-in roles:
| Role | Access level |
|---|---|
| Administrator | Full access including settings, user management, and financial reports |
| Veterinarian | Clinical notes, prescriptions, invoicing, patient records |
| Receptionist | Appointments, invoicing, patient/owner records (no clinical notes) |
| Nurse / Technician | Clinical notes (under supervision), inventory, procedures |
Custom roles with granular permission toggles are available on the Enterprise plan under Settings → Users → Manage Roles.
To add a staff member, tap + Invite User. They receive an email with a one-time setup link. The link expires in 48 hours.
Storage Mode
VetLoop supports three storage modes configured under Settings → Storage Mode:
| Mode | Data stays | Best for |
|---|---|---|
| Cloud (Firebase) | Google Cloud / Firebase | Single device, internet always available |
| Local Network | On your own server PC | Multi-device, no reliance on internet |
| Hybrid | Local primary + cloud backup | Maximum resilience and compliance |
Changing storage mode requires all client devices to reconnect and may take several minutes to migrate existing data. Do not change storage mode during practice hours.
For multi-device Local Network setup, see the Multi-Device Setup guide.
VAT Settings
Under Settings → Tax & VAT:
- Toggle VAT Registered Practice on or off.
- Enter your 10-digit VAT registration number.
- Set the default VAT rate (15% for South Africa).
- Configure default VAT treatment per product/service category.
Once enabled, all new invoices will include a VAT line and display a tax invoice header. Existing invoices are not retroactively changed.
Cloud Backup
In Settings → Backup & Restore:
- Automatic daily backup — enabled by default for Cloud and Hybrid modes. Backups are stored in your Firebase project and retained for 30 days.
- Manual backup — tap Backup Now to create an immediate snapshot before a major change.
- Restore — select a dated backup snapshot and tap Restore. You will need to restart VetLoop on all devices after a restore.
- Export to CSV — export patients, owners, invoices, and inventory to CSV files for external archiving or migration.
Restoring a backup replaces all current data. Export a manual backup before restoring to avoid losing recent records.
Invoice Templates
Customise the visual layout and content of printed/emailed invoices under Settings → Invoice Templates:
- Choose header layout (logo left or centred, with or without colour band).
- Add a custom footer message (e.g. payment terms, thank-you note).
- Toggle whether to show the provider's SAVC number on invoices.
- Set default payment terms (e.g. Due on receipt, Net 30).
Preview changes with the Preview PDF button before saving.
Audit Log
The Settings → Audit Log records all significant actions in VetLoop, including:
- User logins and logouts, including failed attempts.
- Invoices created, sent, voided, and credited.
- Stock adjustments and purchase orders received.
- Controlled substance dispensing.
- Settings changes (storage mode, VAT, users).
- Clinical note signed and any amendments.
Each entry shows the timestamp, the user who performed the action, and the affected record. The audit log is read-only and cannot be edited or deleted, even by administrators.