If your account has been inactive for more than six months, the Terms and Conditions at Vroom Grooms LLC require you to complete a new client form before scheduling any future appointments. Please take a moment to review the updated Terms and Conditions and Policies, as they may have changed since your last visit. If you currently have pre-scheduled appointments but have repeatedly canceled without rescheduling, all existing and future appointments will be automatically terminated, and services will be discontinued moving forward. Here is why this policy exists and what it means for inactive clients.
What Counts as “Inactive”
Your account is considered inactive if you have not had an appointment with Vroom Grooms in more than six months. That means no grooms, no check-ins, no nothing. Six months of no contact.
The six-month window is generous. Most mobile groomers use a shorter window, often three months, to keep their client lists current. Six months gives you time to skip a season, deal with a family situation, recover from a vet issue, or take a break without losing your spot. But after six months, the client information, the Terms acknowledgment, and the overall client status all need to be refreshed.
Why a New Client Form
The new client form is not about punishing you for taking a break. It is about making sure the information I have on file is current and that you understand the current Terms and Policies.
Things change in six months. Your dog may have developed a new health issue. Your dog may have had surgery or a new vaccination. Your dog may be on a new medication. Your dog may have aged into a senior and now needs a different approach. Your dog may have new behavior patterns. Your emergency contact may have changed. Your address may have changed. Your preferred appointment time may have changed. All of these details need to be updated so the groom is safe and the schedule is accurate.
The Terms and Conditions may also have changed since your last visit. Pricing, policies, fees, and procedures are all subject to update. By filling out the new client form, you are acknowledging that you have reviewed the current Terms and that you agree to them. This is a real legal and operational necessity. I cannot service a client who has not agreed to the current Terms, because the agreement that was in place when the client was active may no longer be valid.
What the New Client Form Covers
The new client form covers everything the original form covered, plus any updates that have been made since:
– Dog’s name, breed, age, weight, and any identifying information
– Health history, current medications, vaccination records, and any known allergies or sensitivities
– Behavior notes — what your dog likes, what your dog does not like, what scares your dog, what calms your dog
– Coat condition — what you are seeing at home, what you want out of the groom, any mats or tangles you have noticed
– Emergency contacts and any special instructions for the groom
– Acknowledgment that you have read and agree to the current Terms and Conditions
The form takes a few minutes to fill out. It is not a long process. But it gives me the information I need to do a safe and effective groom on your dog.
The Pre-Scheduled Appointment Rule
If you have pre-scheduled appointments on the books but you have repeatedly canceled without rescheduling, all existing and future appointments are automatically terminated, and services are discontinued moving forward. This is a stricter version of the inactive client rule.
The reason is that pre-scheduled appointments are slots I am holding for you. If you cancel them without rescheduling, I cannot fill those slots with other clients. Over time, this disrupts the schedule for everyone, and I cannot sustain a business model where clients hold slots indefinitely without using them.
If you have pre-scheduled appointments that you no longer want, let me know. I would rather cancel them and offer the slots to clients on the wait list than silently hold space for appointments that are not going to happen. The wait list is real, and those clients deserve the chance to book.
How to Avoid the Inactive Client Rule
The simplest way to avoid the inactive client rule is to keep your appointments on a regular schedule. Most Vroom Grooms clients are on a 4-week or 6-week recurring cycle, which means they are never more than 6 weeks between appointments. If you are on a regular schedule, you are never inactive.
If you need to take a break, tell me. A planned break is different from a silent disappearance. If you say “I need to skip the next two appointments because my dog is recovering from surgery,” I can put a pause on your account and we can pick back up when you are ready. The six-month clock does not start over as long as we have been in contact.
If you have been away for longer than six months and you want to come back, fill out the new client form. It is straightforward, and once it is done, we can get back on the schedule. The wait list for new clients can be long, but returning clients who have already been through the onboarding process usually get priority.
The Bottom Line
The inactive client rule is about keeping accurate information and current agreements. It is not about punishing anyone for taking a break. If you have been away for more than six months, fill out the new client form, review the current Terms, and we will get you back on the schedule. If you have pre-scheduled appointments that you are not using, let me know so I can offer those slots to other clients. The system works best when communication is consistent on both sides.
Stay fresh and furry, Nicole / Vroom Grooms LLC
About the Author
Nicole is the owner and certified groomer behind Vroom Grooms LLC, a mobile dog grooming service serving Northwest Ohio. She has been certified since 2020 after completing 640 hours of hands-on training, and keeps her client list current so every dog gets groomed with accurate information and current agreement to her policies.
This post was drafted with help from Nagini 🐍, her digital assistant, who keeps the blog running, handles the tech side of the website, and makes sure Nicole spends more time with dogs and less time wrestling with WordPress.