Rawesome Vets · Admin & Technology Reference

New Client System — Admin & Tech

Manager / Owner Only

Administrative

Version 1.0 · June 2026 · Owner / practice manager reference

Who this is for

This is the technical reference for the owner / practice manager. It explains how the automated new client system fits together, what to check when something breaks, and what a buyer needs to take it over. Reception and nursing staff should use the New Client Digital Form SOP instead — they don't need anything on this page to do their job.

System Overview

The new client registration system is automated end-to-end. Once set up correctly it needs no manual intervention for a standard registration. A client fills in the form, confirms their email, and is automatically saved to the CRM, emailed a welcome pack, and added to the marketing list with the correct consent tags.

End-to-End Flow

#	Step	What happens
1	Client submits form	Form at `rawesomevets.com.au/new-client` POSTs the data to a Google Apps Script via fetch.
2	Apps Script fires	Saves a new row to the Google Sheet CRM, sends a formatted clinic email to clinic@rawesomevets.com.au, and sends a verification email to the client.
3	Client confirms email	Client clicks the link in the verification email. Apps Script marks Email Confirmed = Yes, adds the client to Brevo with the correct tags, and sends the welcome email (marketing-yes or marketing-no version).
4	Brevo automation	Once tagged in Brevo, the 3-part email nurture series begins (Day 2 / Day 7 / Day 14).
5	REALPETFOOD reply	If a no-marketing client replies REALPETFOOD to their welcome email, the hourly Apps Script trigger catches it, updates the sheet, adds them to Brevo, and sends a pack confirmation email.

Key Accounts & Credentials

⚠ Sensitive — do not share outside ownership / management

Live secrets (the Apps Script deployment URL and the Brevo API key) are not printed on this page because the staff portal is visible to all staff. They are kept in the owner password manager. The table below tells you where each piece lives and which account owns it.

System	Details
Form URL	`rawesomevets.com.au/new-client`
Form file location	GoDaddy hosting — `wp-content/uploads/new_client_form.html`
Google Sheet CRM	Shared from mei@rawesomevets.com.au — sheet named 'New Clients'. Transfer ownership to clinic@ before sale.
Apps Script	Deployed under mei@rawesomevets.com.au. Redeploy under clinic@ before sale.
Apps Script URL	Stored in the owner password manager (the live `/exec` deployment URL). Referenced in the form as `APPS_SCRIPT_URL`.
Brevo account	clinic@rawesomevets.com.au
Brevo API key	Stored in the Apps Script constants and the owner password manager. Retrieve from the Brevo account (Settings → SMTP & API) if it ever needs regenerating — not recorded here.
Sending email	All client emails send from clinic@rawesomevets.com.au via a Gmail "Send As" alias.

The Google Sheet CRM

Every client who submits and confirms the form gets a row in the Google Sheet. To access it, open Google Drive under clinic@ or mei@rawesomevets.com.au and search for the sheet named 'New Clients'.

Column	What it contains
Submitted At	Date and time of form submission
Owner details	Name, address, postcode, email, mobile, home phone, secondary contact
How Heard	Referral source — including referee name if applicable
Consents	Social media consent, marketing consent
Email Confirmed	No (pending) or Yes (confirmed) — updates automatically when the client clicks the link
Confirm Token	Unique one-time token used by the confirmation link — do not edit
Pet columns	Up to 6 pets — name, species, breed, colour, DOB, sex, microchip, insurance, policy, gap only

The Apps Script

The Apps Script is the engine of the system. It runs three functions:

`doPost` — runs on every form submission

Saves the row to the Google Sheet
Sends the clinic email to clinic@rawesomevets.com.au
Sends the verification email to the client

`doGet` — runs when a client clicks the confirmation link

Marks Email Confirmed = Yes in the sheet
Adds the client to Brevo with the correct tags
Sends the welcome email (marketing-yes or marketing-no version)

`handleSubscribeReply` — runs hourly via trigger

Scans the Gmail inbox for clients who replied REALPETFOOD to the welcome email
Updates Marketing Consent in the sheet
Adds them to Brevo with the marketing-yes tag
Sends the Welcome Pack confirmation email

Checking the hourly trigger

Open Apps Script → click the clock icon (Triggers) in the left sidebar → confirm handleSubscribeReply is set to run every 1 hour.

Brevo (Email Marketing)

Brevo receives new contacts automatically from the Apps Script when a client confirms their email. No manual importing is needed.

Tags applied automatically

new-client — applied to every confirmed client
Rawesome Vets — Marketing Yes — applied if they opted in on the form or replied REALPETFOOD
Rawesome Vets — Marketing No — applied if they opted out

Email automation to build in Brevo (if not already done)

Trigger: Contact tag added = 'new-client' AND Marketing Consent = Yes

Wait 2 days → Email 1: How did it go?
Wait 5 days → Email 2: Why we feed differently
Wait 7 days → Email 3: Are you noticing a difference?

Full email copy for all three is in the file rawesome-email-series.txt.

Welcome Emails — What Gets Sent

Client type	Welcome email content
Marketing YES	Free raw meaty bones feeding guide link + Welcome Pack details (pick up at reception) + teaser for the email series coming.
Marketing NO	Free raw meaty bones feeding guide link + soft nudge to reply REALPETFOOD to claim a free sample pack.
Replies REALPETFOOD	Confirmation email: Welcome Pack reserved at reception + added to the Brevo marketing series.

If Something Breaks — Troubleshooting

Form submits but no row in the sheet

Check the Apps Script executions log (clock icon → Executions)
Look for doPost — if Failed, click it to see the error
Most common cause: Apps Script needs reauthorisation — run doPost manually and click Allow

Client not receiving the confirmation email

Check the executions log for doPost errors
Check the client's email address is valid
Ask the client to check their spam / junk folder

Confirmation link not working

Check the executions log for doGet errors
Most common cause after a redeployment: old confirmation links use the old deployment URL — redeploy and check the SCRIPT_URL constant matches the deployed URL

REALPETFOOD replies not being caught

Check the hourly trigger is active — Apps Script → Triggers → confirm handleSubscribeReply is listed
If missing, re-add: function = handleSubscribeReply, time-driven, every 1 hour

Emails sending from Mei's address instead of clinic@

Confirm clinic@rawesomevets.com.au is set up as a Send As alias (Gmail → Settings → Accounts and Import → Send mail as)
Confirm the alias is verified
Redeploy the Apps Script after verifying

Before the Sale — Handover Checklist

Complete every item before handing the system over to a buyer. Done = the full flow has been tested end-to-end under the new account and a buyer can run it without contacting Mei.

Pre-sale handover:

Transfer Google Sheet ownership from mei@ to clinic@rawesomevets.com.au
Redeploy the Apps Script under the clinic@rawesomevets.com.au account
Update APPS_SCRIPT_URL in the HTML form with the new deployment URL
Re-upload the HTML form to GoDaddy
Confirm the Brevo account is under clinic@rawesomevets.com.au
Confirm the 3-email Brevo automation is built and active
Confirm the hourly handleSubscribeReply trigger is active under the new account
Test the full flow: submit → confirm → welcome email → sheet row
Hand the buyer this document + login credentials for all accounts (from the password manager)

Reminder: the live Apps Script URL and Brevo API key are kept in the owner password manager, not on this page. Pass them to the buyer through that vault at handover — don't paste them into the portal.

Questions about the system? This is owner-maintained — contact Mei.