Documentation

Animal Record Guide

How moderators can effectively add new animals to the system and manage details within their organization

Overview

As a moderator, you have the ability to:

  • Add new animals to your organization's database
  • Create and manage foster requests for animals in need
  • Link animals to foster opportunities
  • Track foster volunteer applications and matches
  • Update animal information and status

Quick Tab Reference

Animal Detail Tabs

  • Overview: Basic info, status, and compatibility
  • Medical: Health records and veterinary care
  • Foster: Foster placement history and current status
  • Transport: Transport requests and history
  • Documents: Files, photos, and paperwork

Foster Management Tabs

  • Active: Open requests and pending applications
  • In Progress: Current foster placements
  • Completed: Ended foster arrangements
  • All Requests: Complete foster request history

Adding New Animals

Accessing the Animal Creation Form

  1. Navigate to your organization dashboard
  2. Click on "Add New Animal" or go to /new-animal
  3. You'll see a comprehensive form for entering animal details

Required Information

Basic Details:

  • Name: The animal's name or identifier
  • Species: Dog, Cat, Rabbit, Bird, or Other
  • Age: Age in years/months (e.g., "2 years", "6 months")
  • Gender: Male, Female, or Unknown
  • Weight: Animal's weight (e.g., "20 lbs", "15 kg")
  • Location: Current location of the animal

Optional Details:

  • Breed: Use the autocomplete feature to search for specific breeds
  • Medical Needs: Any medical conditions, medications, or special care requirements
  • Spayed/Neutered: Yes, No, or Unknown
  • Personality: Behavioral traits and temperament
  • Behavior: Specific behaviors and training status
  • Special Needs: Any additional care requirements

Compatibility Information:

  • Good with Dogs: Yes, No, or Unknown
  • Good with Cats: Yes, No, or Unknown
  • Good with Kids: Yes, No, or Unknown
  • Bite History: Check if the animal has a history of biting

Creating Foster Requests

When adding a new animal, you can simultaneously create a foster request by:

  1. Check the "Needs Foster Home" checkbox
  2. This automatically creates a foster request linked to the animal
  3. The foster request will be listed in your organization's foster opportunities

Managing Foster Requests

Foster Request Lifecycle

Foster requests follow this status progression:

  1. OPEN: Actively seeking foster volunteers
  2. PENDING: Volunteers have applied, under review
  3. FILLED: Foster volunteer has been matched
  4. CLOSED: No longer seeking foster care

Viewing Foster Opportunities

  1. Go to Foster Opportunities → Manage
  2. View all active foster requests for your organization
  3. See volunteer applications and match status
  4. Access detailed animal information

Processing Foster Applications

Creating Foster Matches

To match a volunteer with a foster request:

  1. Navigate to the foster request details
  2. Review all volunteer applications
  3. Select "Match with Volunteer" for your chosen candidate
  4. Add notes about the match decision
  5. The system will notify the volunteer and update the status

Animal Profile Management

Animal Detail Page Tabs

When viewing animal details, moderators have access to several tabs:

Overview Tab

  • Basic Information: Name, species, breed, age, gender
  • Medical Status: Spayed/neutered status, medical needs
  • Location: Current location and status
  • Description: Personality and behavior notes
  • Compatibility: Good with dogs/cats/kids indicators

Medical Records Tab

  • Medical History: Veterinary bill uploads & automagic parsing
  • Medical History: Chronological record of veterinary care
  • Current Medications: Active prescriptions and dosages
  • Vaccination Records: Up-to-date vaccination status
  • Vet Notes: Professional medical observations

Foster Tab

  • Current Foster Status: Active foster placement details
  • Foster History: Previous foster placements
  • Foster Volunteer Information: Current foster contact details
  • Foster Notes: Care information from the foster home that can be shared with the adopter
  • Foster Updates: Updates from foster volunteers

Events Tab

  • Transport History: Past transports involving this animal
  • Add Events: Add new events, like adopter meetings or veterinary appointments

Files Tab

  • Medical Records: Uploaded veterinary documents
  • Photos: Current photos of the animal
  • Intake Forms: Original intake documentation

Adoption Tab

  • Adoption Status: Current adoption process stage
  • Interested Adopters: View or add interested adopters

Animal Status Tracking

Animals can have the following statuses:

  • ACCEPTED: Animal has been accepted into rescue
  • AVAILABLE: Ready for adoption or transport
  • IN FOSTER: Currently in foster care
  • IN TRANSPORT: Being transported
  • LOST: Animal is lost
  • ADOPTED: Successfully adopted
  • MEDICAL HOLD: Animal is on hold due to medical needs
  • BEHAVIORAL HOLD: Animal is on hold due to behavioral needs
  • TRANSFERRED: Animal has been transferred to another organziation

Updating Animal Information

  1. Access the animal through foster request management
  2. Edit details as needed (medical updates, behavior changes, etc.)
  3. Changes automatically sync across all related records
  4. Update status as situations change

Best Practices

Data Quality

  • Complete Profiles: Fill in as much information as possible
  • Regular Updates: Keep medical and behavioral information current
  • Accurate Status: Update animal status as situations change
  • Clear Descriptions: Use descriptive language for personality and behavior

Foster Matching

  • Thorough Screening: Review volunteer applications carefully
  • Consider Compatibility: Match animal needs with volunteer capabilities
  • Document Decisions: Add notes explaining match rationale
  • Follow Up: Check in with foster volunteers regularly

Communication

  • Prompt Responses: Reply to volunteer applications quickly
  • Clear Expectations: Communicate foster care requirements clearly
  • Regular Updates: Keep volunteers informed of process status
  • Professional Tone: Maintain professional communication standards

Foster Care Coordination

Setting Up Foster Placements

  1. Prepare Documentation: Gather medical records and care instructions
  2. Supply Coordination: Arrange food, supplies, and equipment
  3. Emergency Contacts: Provide veterinary and organization contact information
  4. Check-in Schedule: Establish regular communication intervals

Managing Foster Updates

Foster volunteers can provide updates through the system:

  • Progress Reports: Regular updates on animal health and behavior
  • Photo Updates: Visual documentation of foster care
  • Medical Updates: Report any health concerns or veterinary visits
  • Behavioral Changes: Note improvements or concerns

Foster Care Transitions

When foster care ends:

  1. Update Status: Change animal status appropriately
  2. Document Outcomes: Record adoption, return, or transfer details
  3. Thank Volunteers: Acknowledge foster volunteer contributions
  4. Gather Feedback: Collect insights for future placements

Troubleshooting Common Issues

Animal Creation Problems

  • Missing Required Fields: Ensure all mandatory fields are completed
  • API Errors: Check internet connection and try again
  • Duplicate Animals: Search existing animals before creating new records

Foster Request Issues

  • No Volunteers: Promote opportunities through organization channels
  • Volunteer Screening: Develop clear criteria for foster volunteer approval
  • Match Conflicts: Document decision-making process clearly

Data Synchronization

  • Outdated Information: Refresh pages to see latest updates
  • Status Mismatches: Verify animal status across all systems
  • Missing Links: Ensure foster requests are properly linked to animals

Compliance and Documentation

Record Keeping

  • Complete Profiles: Maintain thorough animal records
  • Foster Documentation: Keep detailed foster placement records
  • Medical Records: Track all veterinary care and treatments
  • Status Changes: Document all status updates with timestamps

Privacy and Security

  • Volunteer Information: Protect volunteer personal information
  • Medical Privacy: Handle animal medical information appropriately
  • Communication Records: Maintain professional communication standards

Getting Help

If you encounter issues or need assistance:

  • Organization Admins: Contact your organization administrators
  • Platform Support: Use the help system for technical issues
  • Documentation: Refer to other moderator guides for related topics
  • Community Forums: Connect with other moderators for best practices

Remember that effective animal and foster management requires attention to detail, clear communication, and consistent follow-through. Your role as a moderator is crucial in ensuring animals receive the care they need while maintaining high standards for volunteer engagement and data quality.