How to Migrate From DaySmart to Animal Friends OS

DaySmart Pet (formerly known as 123Pet) has been in the pet care software space for a long time. It is one of the most recognized names in the industry, and their longevity speaks to the fact that they have served a lot of businesses well over the years. That history matters, and we do not take switching decisions lightly.

But legacy comes with baggage. If you are reading this guide, chances are you have run into some of DaySmart's limitations and are exploring your options. This walkthrough covers every step of migrating from DaySmart Pet to Animal Friends OS — what transfers, what does not, and how to execute the switch without disrupting your business or losing client trust.

Why Facilities Switch From DaySmart

DaySmart Pet has genuine strengths — their appointment book view is familiar to long-time users, their client management is solid, and they have name recognition that gives clients confidence. We acknowledge that.

Here is what we hear from DaySmart users who decide to move on:

• Annual contracts: DaySmart typically requires annual commitments. If you sign up in January and realize by March that it is not the right fit, you are paying through December. Month-to-month is the modern standard, and being locked in for 12 months creates unnecessary risk for your business.
• Per-user pricing: DaySmart charges based on the number of users (staff members) who need access. For a facility with 5-8 staff members, this adds up fast. Animal Friends OS charges one flat monthly fee regardless of how many staff members you add — your receptionist, your groomers, your kennel staff, everyone. No per-seat upsells.
• Dated interface: Long-time users describe the interface as functional but outdated. Staff training takes longer because the UI conventions do not match what people expect from modern software. The learning curve is steeper than it should be for everyday tasks.
• Add-on pricing: Features that should be standard — like two-way SMS, advanced reporting, or online booking widgets — are sometimes gated behind higher tiers or sold as add-ons. This creates "feature creep pricing" where your bill grows as your needs grow.
• Cloud transition friction: DaySmart originated as desktop software and later moved to the cloud. Some users report that the cloud version does not feel as polished as purpose-built cloud software — occasional sync issues, slower performance during peak hours, and a UI that still carries traces of its desktop origins.
• Limited multi-service integration: If you run grooming, boarding, and daycare under one roof, DaySmart's modules can feel siloed. The calendar does not always give you a unified view of your entire facility's capacity across service types.

Animal Friends OS addresses each of these: month-to-month billing at $45-49/month flat (unlimited staff), a modern interface that staff learn in under an hour, all features included on every plan, and a unified system built from scratch for multi-service facilities.

What Transfers (and What Does Not)

Transfers cleanly

• Client records: Names, addresses, phone numbers, email addresses, emergency contacts, account notes
• Pet profiles: Pet names, species, breed, weight, date of birth, color, gender, spay/neuter status, medical notes
• Vaccination records: Vaccine types, administration dates, expiration dates, vet information
• Grooming history: Appointment dates, services performed, groomer notes, blade preferences, behavioral flags
• Service menu: Service names, categories, durations, and pricing tiers
• Boarding/daycare history: Past reservations, kennel assignments, feeding schedules in notes

Requires manual setup

• Staff accounts and schedules: Add your team members and set their availability and service assignments (15-20 minutes for a typical staff size)
• Automated reminders: Configure SMS reminder templates and timing in Animal Friends OS (5-10 minutes with provided templates)
• Payment processing: Connect your Stripe or Square account. If DaySmart had you on their processing, this is an opportunity to shop rates.
• Online booking widget: Replace DaySmart's embed code on your website with the Animal Friends OS snippet (2 minutes)
• Report favorites: DaySmart's saved report configurations are platform-specific. You will set up your preferred reports fresh in Animal Friends OS.

Does not transfer

• DaySmart client portal logins: Clients will receive an invitation to the Animal Friends OS client portal
• Gift card balances: If you sold gift cards through DaySmart, you will need to track remaining balances and honor them manually or re-issue them
• Retail inventory: Product inventory from DaySmart's POS module needs to be re-entered
• Custom form templates: Any custom intake forms or waivers in DaySmart need to be recreated

Before You Start: Pre-Migration Checklist

1. Check your DaySmart contract end date — if you are mid-contract, note when it expires. You can start your Animal Friends OS trial and prepare the migration in advance, then go live the day your DaySmart contract ends.
2. Sign up for Animal Friends OS — create your free trial account so you have a workspace ready.
3. Collect outstanding payments — settle any open invoices or balances in DaySmart.
4. Download pet photos and documents — export any photos, vaccination certificates, or documents stored in DaySmart.
5. Document your current workflow — take screenshots of your appointment book layout, service categories, and staff schedule so you can replicate the setup quickly.
6. Print or export your service menu — capture every service name, duration, price, and size-based tier.
7. Plan your migration weekend — Friday evening through Sunday is ideal.

Step 1 — Export Your Data From DaySmart

DaySmart provides data export options, though the process varies between their cloud and legacy desktop versions:

Cloud version (DaySmart Pet Cloud)

1. Log in to DaySmart and go to More → Settings → Data Management
2. Look for Export or Data Export options
3. Export your Client List — select all available fields, CSV format
4. Export your Pet Records — include breed, weight, DOB, vaccination data, grooming notes
5. Export your Appointment History — at least 12 months of data

Legacy desktop version

1. Open DaySmart on your desktop
2. Go to File → Export or Reports → Client List → Export
3. Export to CSV or Excel format
4. Repeat for pet records and appointment history

If the self-service export does not include all the data you need — and with DaySmart, this is not uncommon — contact their support team and request a complete data export. Be explicit about what you need: client records, pet records, vaccination records, appointment history, and service history. Put the request in writing (email) so you have documentation.

Some DaySmart users report that the export process is not as straightforward as it should be. If you encounter friction, remember: your data belongs to you. Most states have data portability requirements, and any vendor worth doing business with will cooperate with a data export request.

Step 2 — Prepare Your CSV Files

DaySmart's export format may need light cleanup before importing:

• Column headers: DaySmart sometimes uses non-standard column names. Rename them to something clear (e.g., "Cust First Name" to "First Name") — though the Animal Friends OS import wizard handles most variations automatically.
• Merge duplicates: Check for clients who appear twice — once from walk-in entry and once from online booking. Merge them into a single record.
• Phone number format: Standardize to a consistent format. The importer is flexible, but clean data imports faster.
• Date formats: Make sure dates (DOB, vaccination dates) are in a recognizable format (MM/DD/YYYY or YYYY-MM-DD). DaySmart occasionally exports dates in unusual formats.
• Remove test records: If you created test clients or test pets when you first set up DaySmart, remove them now so they do not clutter your new system.

Step 3 — Import Into Animal Friends OS

1. In your Animal Friends OS dashboard, go to Settings → Import Data
2. Select "Migrating from another platform" and choose DaySmart
3. Upload your client CSV — the wizard auto-maps columns and shows a preview of how records will be created
4. Upload your pet CSV — pets are matched to owners by name, email, or phone number
5. Upload vaccination records — these link to the correct pet profiles automatically
6. Upload appointment/service history — this populates visit timelines for continuity
7. Review the import summary — the wizard highlights any issues: unmatched pets, duplicate detections, or fields that need manual mapping
8. Confirm and import — most DaySmart datasets import in under 2 minutes

Spot-check 15-20 client profiles after import. Open a few long-time clients and verify their pet info, vaccination dates, and appointment history look correct. Pay special attention to clients with multiple pets — make sure each pet is linked to the right owner.

Step 4 — Configure Services, Pricing, and Staff

1. Go to Settings → Services and recreate your service menu
2. For each service: set the name, category (grooming, boarding, daycare, training), duration, and pricing
3. Set up size-based pricing tiers if you use them (small, medium, large, extra-large)
4. Add any add-on services (teeth brushing, flea treatment, nail grinding, ear cleaning)
5. Go to Settings → Staff and add each team member
6. Set each staff member's schedule, working hours, and service capabilities
7. If you use commission-based pay, configure commission rates under staff settings

One thing you will notice immediately: in Animal Friends OS, adding a staff member does not increase your monthly bill. Add everyone who needs access — front desk, groomers, kennel staff, managers — without worrying about per-seat costs.

Step 5 — Set Up Booking and Client Communication

Online Booking Widget

1. Go to Settings → Online Booking
2. Customize the widget appearance (colors, logo, service display)
3. Copy the one-line embed code
4. On your website, find DaySmart's booking embed or link and replace it with the Animal Friends OS snippet
5. Test a booking from your phone and from a desktop browser

SMS Reminders and Two-Way Texting

1. Go to Settings → Notifications → SMS
2. Set your reminder intervals (we recommend 24 hours and 2 hours before appointments)
3. Customize your message templates or use the provided defaults
4. Enable two-way SMS so clients can reply to confirm, cancel, or ask questions
5. Test by scheduling a test appointment and verifying the reminder arrives

If you were paying extra for DaySmart's SMS or marketing features, you will appreciate that these are included at no extra cost in Animal Friends OS. Two-way texting, automated reminders, and bulk messaging are all part of the base plan.

Step 6 — Notify Your Clients

A simple, warm notification is all you need. Here is a template:

Hi [First Name]! Quick update — we have upgraded our booking and scheduling system. You can now book appointments, see your pet's info, and manage everything at [booking link]. Your pet's records and appointment history are already there. Same team, same care, smoother experience. Questions? Just reply to this text!

Send this via Animal Friends OS's bulk SMS feature on the morning of your go-live date. The key message: nothing changes about the service your clients receive. The software is just a behind-the-scenes improvement that makes their experience better.

Step 7 — Go Live

1. Full booking test: Walk through the entire client journey — search for a service, select a time, book, receive confirmation
2. Payment test: Process a small test charge through your connected Stripe or Square account
3. SMS test: Verify reminders fire correctly and that two-way replies appear in your dashboard
4. Staff walkthrough: Spend 30-45 minutes with your team demonstrating the daily workflow — checking the schedule, checking in a client, completing an appointment, processing payment, closing out the day
5. Disable DaySmart notifications: Turn off all automated emails and texts from DaySmart to prevent double-messaging
6. Update your website: Replace the booking widget, update any "book now" buttons, and remove DaySmart branding

Keep DaySmart active for 30 days post-migration for reference. Use that time to verify everything is running smoothly in Animal Friends OS before canceling. If your DaySmart contract runs past the 30-day overlap, you are already covered — just let it expire naturally.

Realistic Timeline

Phase	Time Required	When
Sign up for Animal Friends OS trial	5 minutes	Before contract ends
Export data from DaySmart	20-45 minutes	Friday evening
Clean and prepare CSV files	30-60 minutes	Friday evening
Import data into Animal Friends OS	15-30 minutes	Saturday morning
Configure services, pricing, staff	30-45 minutes	Saturday morning
Set up booking widget and SMS	15-20 minutes	Saturday afternoon
Test everything	30-60 minutes	Saturday afternoon
Staff training	30-60 minutes	Sunday
Client notification	10 minutes	Sunday evening or Monday morning
Total	3-5.5 hours over a weekend

DaySmart migrations occasionally take a bit longer on the data preparation step if you are coming from the legacy desktop version, which can export in less standardized formats. If you are on DaySmart Cloud, the export is cleaner and the total time is on the lower end.

A Note on DaySmart Contracts

If you are currently locked into a DaySmart annual contract, here is the smart approach:

1. Note your contract end date. Check your billing settings or original agreement.
2. Start your Animal Friends OS trial 2-3 weeks before your contract ends. This gives you time to import data, configure everything, and train staff while DaySmart is still active.
3. Run both systems in parallel for the last week. Use DaySmart for active operations and Animal Friends OS for testing. This eliminates the "cold switchover" stress.
4. Go live on Animal Friends OS the day your DaySmart contract expires. You have already tested everything, trained staff, and notified clients. The transition is seamless.
5. Do not auto-renew. Set a calendar reminder 60 days before your DaySmart renewal date. Most annual contracts auto-renew unless you cancel within a notice window.

This approach costs you nothing extra. You are paying for DaySmart through the contract end regardless, and the Animal Friends OS trial is free. By the time you go live, you have had weeks to test rather than a rushed weekend.

Frequently Asked Questions

Will my clients notice the switch?

No, unless you tell them. Client data, pet records, and appointment history all migrate over. The only visible change is the booking interface on your website, which will look more modern. Most clients appreciate the upgrade when they see the faster, cleaner booking flow.

What about my payment processor?

Animal Friends OS integrates with Stripe and Square. If you are already using one of these through DaySmart, you simply connect the same account. Your processing rates and bank deposit settings are with your processor, not with DaySmart. If DaySmart had you on their proprietary processing, switching to Stripe or Square typically results in better rates and faster deposits.

Can I keep my phone number?

Your main business phone number does not change — that is yours regardless of what software you use. If DaySmart provisioned a separate number for texting, that number stays with their platform. Animal Friends OS provisions a new dedicated SMS number for your business. You can request your local area code. Update any marketing materials that reference the DaySmart-provisioned number.

What about my staff? Will they need extensive retraining?

Most staff are comfortable with Animal Friends OS within 30-60 minutes. The interface follows modern software conventions — if your team can use a smartphone, they can use this. We consistently hear that it is easier to learn than DaySmart, especially for newer employees who did not grow up on legacy desktop software.

I have gift card balances in DaySmart. What happens to those?

Export your gift card balance report from DaySmart before migrating. You can either re-issue the balances as credits in Animal Friends OS or maintain a simple spreadsheet to honor remaining balances manually. Either way, your clients' gift card value is preserved.

How much will I save per month?

It depends on your current DaySmart tier and number of users. A typical single-location facility with 4-6 staff members on DaySmart pays $139-250+ per month (base plus per-user fees plus add-ons). Animal Friends OS is $45-49/month flat — unlimited users, all features included. Most facilities save $90-200 per month, which adds up to $1,000-2,400 per year.

What if DaySmart makes it hard to export my data?

Put your export request in writing via email. Reference your right to data portability. In practice, most DaySmart support teams will cooperate — it is in their interest to maintain a professional reputation even when customers leave. If you encounter unusual resistance, our migration team can help you navigate the process.