Module
Veterinary appointment scheduling software
The day view your front desk lives in: every veterinarian, every room, walk-ins and blocked time on one shared planner.
One calendar the whole practice trusts
A veterinary calendar is not a diary. It has to hold two constraints at once — who is free and which room is free — and it has to survive the walk-in that arrives while the receptionist is on the phone.
Xolotl shows the day, the week or the month, per veterinarian and per room, on one screen everyone is looking at. Appointment types carry their own duration, colour and default price, so a vaccination books fifteen minutes and a dental books an hour without anyone doing the arithmetic.
What the calendar covers
- Day, week and month views, per veterinarian and per treatment room
- Appointment types with their own duration, colour and default pricing
- Vet unavailability and blocked time, so leave and surgery blocks are visible to everyone
- Walk-in registration that does not break the booked day
- Email and SMS appointment reminders
- Online intake forms that land on the client's file before they arrive
Intake before the door opens
An owner can fill in an intake form from the link you send. The answers land on the client's existing file, so the vet reads the history of the limp before the consultation starts instead of during it.
To be exact about what this does: intake forms attach to a client and animal that already exist in your system. They do not open a new client file on their own, and the portal is invitation-only. That is deliberate — an owner-created patient record is a data quality problem you inherit forever.
The same idea holds at the desk: with a Belgian eID card reader, a new client's name, birth date and address come off the card and into the record — in the desktop app, on Windows, macOS and Linux — instead of being retyped with a queue behind them.
The team, not only the appointments
The rota and the calendar are the same problem, so they live in the same system.
- Staff schedules for veterinarians, nurses and reception
- Team tasks, assigned and tracked
- HR records kept with the rest of the practice, not in a spreadsheet
- Permissions per role, so a student sees what a student should see
Scheduling questions
Can clients book online themselves?
Yes. Clients sign in to your practice’s own portal and book themselves, from the hours each vet has opened. You set those hours per vet — mornings only, no Wednesday afternoon, vaccinations on Friday — and the portal only ever offers a time that is long enough for the appointment and still free. A booking is confirmed straight away; if you have to cancel one, you choose whether the client hears by email, SMS or both. Online intake forms sit alongside it, unchanged.
Do reminders go out in the client's language?
The app is trilingual per user, but reminder emails and PDF documents are single-language today. If that matters for your client base, ask us where it stands before you sign — we will give you the honest date rather than a maybe.
Can I see two vets and three rooms at once?
Yes. Columns are per veterinarian and per room, so double-booking a room for two vets is visible on the screen rather than discovered at 09:00.
Keep reading
Medical records and hospital
Structured consultations, dose-checked prescriptions, a hospital whiteboard with treatment sheets, lab results and discharge PDFs.
Companion animal clinics
For small-animal practices: a calendar the front desk can hold, dose-checked prescriptions, imaging without a second licence.
Reports and compliance
Practice KPIs against industry reference values, antibiotic use tracking, registry records, audit trail, 2FA and GDPR export.
See Xolotl on your own cases
Thirty minutes, your species, your workflow. We answer in Dutch, French or English.