Start here

Getting started with VetMate

VetMate is a browser-based application — there's nothing to install. It works on any modern browser on a phone, tablet, or desktop computer.

To get started, head to portal.vetmate.io and create your account. All you need is an email address — no credit card required for the 30-day free trial.

Tip: For the best experience during procedures, use a tablet mounted near the anaesthetic machine. VetMate is optimised for tablet-sized screens.

Setting up your clinic profile

After creating your account, you'll be prompted to set up your clinic profile. This takes about 2 minutes.

1

Enter your clinic details

Clinic name, address, and phone number. These appear on your generated PDF reports.

2

Select your species mix

Choose the species your clinic treats (small animal, equine, mixed, exotic, etc.). This customises the monitoring templates shown.

3

Upload your clinic logo (optional)

Your logo will appear on the header of all generated PDF reports. Accepted formats: PNG or JPG, minimum 200px wide.

4

Save and continue

Your clinic profile is now set up. You can update these details at any time from the clinic settings page.

Adding users to your clinic

On the Clinic plan, you can add up to 10 users. Each user gets their own login and can create and view records.

  1. From the dashboard, go to Clinic Settings → Team Members.
  2. Click Invite user and enter their email address.
  3. They'll receive an invitation email with a link to set up their password.
  4. Once they've accepted, they'll appear in your team list and can log in immediately.
Tip: You can remove users at any time from the Team Members page. Removing a user doesn't delete any records they've created.

Creating a patient record

Before starting an anaesthetic record, you'll need to create (or find) the patient's record in VetMate.

  1. From the dashboard, click New patient.
  2. Enter the patient's name, species, breed, sex, date of birth, and weight.
  3. Enter the owner's name and contact number.
  4. Add any relevant medical history notes (allergies, previous reactions, chronic conditions).
  5. Click Save patient. The patient record is now ready.

If you're integrated with Petbooqz or Covetrus, patient details sync automatically — see the integration guide for details.

Starting an anaesthetic record

Once you have a patient record, you can start an anaesthetic record at any time.

  1. Open the patient's record and click New anaesthetic record.
  2. Select the procedure type from the dropdown (e.g. desexing, dental, orthopaedic, soft tissue, diagnostic).
  3. Enter the scheduled procedure date and the attending veterinarian's name.
  4. Complete the pre-op checklist — fasting status, IV catheter placed, pre-medications administered.
  5. Click Begin monitoring to start the live record.
Note: Once you click "Begin monitoring", the record is timestamped from that point. Make sure you're ready to begin before proceeding.

Recording monitoring vitals

The monitoring screen is the core of VetMate. Vitals are recorded at intervals you set (default: every 5 minutes).

For each interval, tap the relevant field and enter the value. The following parameters are tracked:

  • Heart rate (bpm)
  • Respiratory rate (breaths/min)
  • SpO2 (%)
  • Temperature (°C)
  • Blood pressure — systolic / diastolic / MAP (mmHg)
  • Mucous membrane colour & CRT
  • Plane of anaesthesia (light / surgical / deep)
  • End-tidal CO2 (if applicable)
Tip: Tap the interval timer at the top of the screen to set a reminder alert for each monitoring interval. The screen will flash and vibrate (on mobile) when it's time to record.

Recording drugs and fluids

All drug and fluid administrations are logged with a timestamp automatically.

  1. Tap Add drug / fluid in the side panel.
  2. Select or search for the drug name from the list. If it's not there, type it in manually and it'll be saved for future use.
  3. Enter the dose (mg/kg or flat dose), route (IV, IM, SC, inhalation), and any notes.
  4. Tap Log. The administration is recorded with the current timestamp.

All logged drugs appear in the timeline view and in the final PDF report.

Recovery and completing the record

When the procedure is complete and the patient is being moved to recovery:

  1. Tap Begin recovery. The monitoring form switches to recovery mode.
  2. Continue recording vitals at the intervals required for your protocol.
  3. Complete the recovery checklist — extubation time, sternal recumbency, standing, alert and responsive.
  4. Add any post-op instructions or notes in the free-text field.
  5. Tap Complete record to finalise the anaesthetic record.
Note: Once a record is marked as complete, it cannot be edited. Make sure all fields are correct before completing.

Generating PDF reports

After completing (or at any point during) an anaesthetic record, you can generate a PDF report.

  1. Open the anaesthetic record and tap Generate PDF report.
  2. Choose which sections to include (full report, vitals chart only, drug log only).
  3. Tap Download to save the PDF to your device, or Print to send directly to a printer.

The PDF includes your clinic logo, patient details, all monitoring vitals in a chart format, the full drug/fluid log, and any notes added during the procedure.

Tip: If you're using Covetrus or Petbooqz, the completed PDF is automatically sent to the patient's file in your PMS — no download needed.

Generating cage cards

Cage cards can be generated from any patient record — they don't require a completed anaesthetic record.

  1. Open the patient record and tap Generate cage card.
  2. Review the pre-populated fields: patient name, species, breed, weight, procedure, attending vet, and any special instructions.
  3. Add or edit any additional notes (e.g. dietary restrictions, medication schedule).
  4. Tap Download or Print.

Cage cards are formatted to print on A5 or standard card stock.

Clinic settings

Access clinic settings at any time from the top-right menu → Settings.

  • Clinic profile — name, address, logo, contact details
  • Team members — invite, manage, and remove users
  • Monitoring templates — customise vital parameters, intervals, and checklists
  • Drug library — add, edit, or remove drugs from your quick-select list
  • Integrations — connect or manage Covetrus / Petbooqz integration
  • Billing — manage your subscription plan and payment details

Getting help

If you can't find what you're looking for in this guide, we're happy to help.