Documentation

Animal and Foster Management Guide

How moderators can effectively add new animals to the system and manage foster home requests 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

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

When volunteers apply for foster opportunities:

  1. Review Applications: Check volunteer profiles and messages
  2. Contact Volunteers: Reach out to suitable candidates
  3. Schedule Meetings: Arrange meet-and-greets if needed
  4. Make Matches: Select the best foster volunteer

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 Database Management

Using the Animal Selector

When creating transport requests or other activities:

  1. Search Existing Animals: Use the dropdown to find animals already in your database
  2. Filter by Name: Type to search for specific animals
  3. Add New Animals: Click "Add new animal..." to create records on-the-fly
  4. View Details: See animal information including breed, age, and foster status

Animal Status Tracking

Animals can have the following statuses:

  • AVAILABLE: Ready for adoption or transport
  • FOSTERED: Currently in foster care
  • IN_TRANSPORT: Being transported
  • ADOPTED: Successfully adopted

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.