Adoption Settings

The Adoption Settings page provides comprehensive control over your organization's adoption process, from initial application through final approval and payment.

Enabling/Disabling Adoptions

You can completely disable adoption applications if your organization doesn't use this feature or wants to temporarily pause accepting applications.

Master Toggle

At the top of the Adoption Settings page, you'll find the master toggle:

When Adoptions are Disabled:

• The public adoption form page shows an "unavailable" message
• No new applications can be submitted
• Existing applications can still be managed
• All adoption settings remain saved but inactive
• Application fees are automatically disabled

When to Disable Adoptions:

• Your organization handles adoptions through a different system
• You're temporarily not accepting applications (seasonal, capacity)
• You want to pause during system maintenance or updates
• You're transitioning to or from another adoption platform

Adoption Application Forms

Transfur offers flexible options for managing adoption applications to suit your organization's needs.

Using the Built-in Form

The default adoption application form includes all essential fields needed for most organizations:

Standard Fields Included:

• Personal Information (name, email, phone, address)
• Housing Details (own/rent, landlord info, yard/fence)
• Household Composition (adults, children, ages)
• Current & Previous Pets
• Veterinary References
• Employment Information
• Lifestyle Questions
• Animal Preferences

The built-in form automatically:

• Validates email addresses and phone numbers
• Stores data securely in your database
• Creates adopter profiles for repeat applicants
• Integrates with payment processing

Creating Custom Forms

For organizations needing specialized questions or workflows:

Custom Field Types Available:

• Short Text - Single line responses
• Long Text - Paragraph responses
• Single Choice - Radio buttons
• Multiple Choice - Checkboxes
• Dropdown - Select from list
• File Upload - Documents or images
• Date/Time - Calendar picker
• Number - Numeric values only
• Signature - Digital signature capture

Form Submission Workflow

1. Public Submission - Applicants access form via your adoption page
2. Data Validation - Required fields and format checking
3. Adopter Profile - Automatic creation or update
4. Payment Redirect - If fees enabled, redirect to Stripe
5. Admin Notification - Alert staff of new applications, if enabled
6. Review Queue - Application appears in admin panel under Adoptions tab

Application Fees

Charge application fees to help cover processing costs and ensure serious inquiries.

Enabling Application Fees

Fee Configuration Options

Fee Amount

• Set any amount from $1.00 to $500.00
• Displayed in USD
• Processed before application review

Custom Messaging

• Explain what the fee covers
• Set expectations about refunds
• Provide contact info for questions

Pre-Screening (Optional)

Reduce incomplete applications with pre-screening:

1. Create a short pre-screen form (3-5 questions)
2. Set as required before main application
3. Auto-reject based on criteria
4. Save applicants time if not qualified

Payment Processing

Stripe Connect Integration

Stripe Connect enables direct payments to your organization:

Initial Setup:

How Payments Work:

1. Applicant submits application
2. Redirected to Stripe Checkout
3. Secure payment processing
4. Funds deposited to your account (2-3 business days)
5. Platform fee (0.5%) automatically deducted
6. Application marked as paid

Stripe Dashboard Access:

• View all transactions
• Issue refunds
• Download reports
• Manage disputes
• Update bank info

Alternative Payment Methods

While Stripe handles online payments, you can accept other methods manually:

Venmo/PayPal/Zelle:

1. Mark application fee as "Waived" in system
2. Request payment via your preferred app
3. Include payment instructions in approval email
4. Manually track in notes

Check/Cash:

1. Accept application without online payment
2. Mark "Payment Pending" status
3. Update when payment received
4. Process application after payment confirmed

Home Visit Scheduling

Configure home visits as part of your approval process:

Setting Up Home Visits

Home Visit Workflow

1. Trigger - Application approved for home visit
2. Assignment - Coordinator or volunteer assigned
3. Scheduling - Contact applicant to arrange
4. Visit - Complete checklist during visit
5. Report - Submit findings in system
6. Decision - Approve or request changes
7. Follow-up - Communicate outcome

Virtual Home Visits

For distant adoptions or special circumstances:

• Request video walkthrough
• Use video call platforms
• Screenshot key areas
• Document in system
• Note as "Virtual Visit"

Application Review & Approval

Review Process

Stage 1: Initial Screening

• Check completeness
• Verify contact info
• Review basic qualifications
• Flag any concerns

Stage 2: Reference Checks

• Contact veterinary reference
• Verify rental/ownership
• Call personal references
• Document responses

Stage 3: Detailed Review

• Match preferences to available animals
• Assess experience level
• Review household composition
• Consider special requirements

Stage 4: Home Visit (if required)

• Schedule and complete
• Review report
• Address any issues

Stage 5: Final Decision

• Team review if needed
• Make approval decision
• Prepare next steps

Approval Actions

For Approved Applications:

For Denied Applications:

• Provide specific reasons
• Offer suggestions for future
• Maintain positive relationship
• Keep door open if possible

Sending Invoices

For adoption fees after approval:

Payment Tracking:

• Automatic updates for Stripe payments
• Manual marking for other methods
• Payment status visible in dashboard
• Reminders for overdue invoices

Adoption Contracts

Digital Contract Management

Creating Contracts:

1. Use default template or create custom
2. Include all legal requirements
3. Add organization-specific terms
4. Set up signature fields
5. Configure witness requirements

Sending for Signature:

• Automatic after approval
• Include in approval email
• Track signing status
• Send reminders if needed
• Archive signed copies

Contract Elements:

• Adoption terms
• Return policy
• Medical disclosure
• Spay/neuter agreement
• Property check consent
• Fee structure
• Liability waivers

Analytics & Reporting

Track your adoption program performance:

Key Metrics:

• Applications received
• Approval rate
• Average processing time
• Fee collection rate
• Return rate
• Geographic distribution

Financial Reports:

• Application fees collected
• Adoption fees by period
• Payment method breakdown
• Outstanding invoices
• Refunds issued

Best Practices

For Application Forms

1. Keep required fields minimal
2. Use clear, simple language
3. Provide help text for complex questions
4. Test form on mobile devices
5. Save progress automatically

For Fee Collection

1. Be transparent about fee purpose
2. Display amount clearly upfront
3. Offer fee waivers when appropriate
4. Process refunds promptly if needed
5. Keep payment methods simple

For Review Process

1. Respond within 24-48 hours
2. Communicate at each stage
3. Be constructive with denials
4. Document all decisions
5. Maintain consistent criteria

For Home Visits

1. Schedule promptly
2. Be respectful of homes
3. Focus on safety, not perfection
4. Provide education, not judgment
5. Document thoroughly

Troubleshooting

Payment Issues

"Payment setup incomplete" error:

• Complete Stripe Connect onboarding
• Verify bank account
• Check for required documents
• Contact support if persists

Payments not appearing:

• Check Stripe dashboard
• Verify webhook configuration
• Review payment logs
• Ensure proper redirect URLs

Form Problems

Applications not submitting:

• Check required fields
• Verify form is published
• Test in incognito mode
• Clear browser cache

Missing applications:

• Check spam filters
• Verify email configuration
• Review form settings
• Check database directly

Integration Issues

Stripe Connect problems:

• Ensure account activated
• Check API keys
• Verify webhook secrets
• Review Stripe logs

Email delivery failures:

• Verify email service config
• Check spam scores
• Review bounce reports
• Test with different providers

Related Documentation

• Payment Settings - Complete Stripe setup guide
• Forms Management - Detailed form builder documentation
• Home Visits - Home visit configuration
• Email Templates - Customizing automated emails
• Reports - Adoption analytics and insights