Running and uploading your Shelter Animals Count report
The Shelter Animals Count report can be downloaded from Shelterluv and uploaded directly into your Shelter Animals Count account using their importer tool. The downloaded file is custom-formatted so that you don't have to make any changes to it before uploading to Shelter Animals Count.
Your monthly reporting process to Shelter Animals Count can be this simple:
- In Shelterluv, run the Shelter Animals Count report for the month.
- Download the file using the green "Excel" button.
- In your Shelter Animals Count account, go to Add/Edit Animal Data > Import Data, and upload the file.
Beginning & Ending Animal Count
This is the number of animals in your care at the beginning and end of the report range. The counts are split between In Shelter and In Foster Care. Please note that animals will only be considered in foster care if they were moved into the care of a foster parent and therefore had an In Foster Status on the day in question.
In a perfect world, Ending Count = (Beginning Count + Intakes) - Outcomes.
Animal Types
Each animal type has its own matrix and audit report.
| Report Animal Type | Shelterluv Animal Type |
| Canines | Dog |
| Felines | Cat |
|
Rabbits |
Rabbit |
| Equines | Equine |
| Small Mammals | Small Mammal |
| Farm Animals | Barnyard |
| Birds | Bird |
| Reptiles + Amphibians | Exotic/Other (reptile and amphibian species only) |
Intake & Outcome Categories
Below is a breakdown of how the different categories of the Basic Animal Stats Matrix report map to the intakes and outcomes in Shelterluv.
Intakes and outcomes with subtypes configured to "count toward intake/outcome numbers = no" will not be included at all in this report, nor will intakes configured as DOA since those are not live intakes.
Live Intakes
| Report Category | Shelterluv Intake Type |
| Stray/At Large | Stray |
|
Relinquished by Owner |
Owner Surrender Adoption Return |
| Owner Intended Euthanasia | Not an option in Shelterluv (this line will be zeroes) |
| Transferred in from agency (in state) |
Transfer In (partner state is the same as your organization's state) |
| Transferred in from agency (out of state) | Transfer In (partner state is either blank or is not the same as your organization's state) |
| Transferred in from agency (international) | Transfer In (partner is in a Canadian province) |
| Owner Intended Euthanasia | Not an option in Shelterluv (this line will be zeroes) |
| Impound/Seizure |
Not an option in Shelterluv (this line will be zeroes) |
| Other Intakes |
Feral/Wildlife Born in Care Service intake |
Outcomes
| Report Category | Shelterluv Outcome Type |
| Adoption | Adoption |
| Returned to owner | Return to Owner |
| Transferred out to agency (in state) | Transfer Out (partner state is the same as your organization's state) |
| Transferred out to agency (out of state) | Transfer Out (partner state is either blank or is not the same as your organization's state) |
| Transferred out to agency (international) | Transfer Out (partner state is in a Canadian province) |
| Returned to Field | Feral/Wildlife Release |
| Other Live Outcome | Service Outcome |
Other Outcomes
| Report Category | Shelterluv Outcome Type |
| Died in care | Unassisted Death in Custody |
| Lost in care | Lost/Stolen |
|
Shelter euthanasia |
Euthanasia |
| Owner Intended Euthanasia | Not an option in Shelterluv (this line will be zeroes) |
Report Audit Export
This new audit tool will give you insight into which animals are being counted for the Beginning Count, Ending Count, intakes, and outcomes. Clicking on this blue button, found in the top right corner of each matrix, will provide you with an Excel file with following columns:
- Animal ID
- Animal Name
- Species
- Beginning Count
- Ending Count
- Intake date
- SAC intake type
- SL intake type
- SL intake subtype
- SL intake subtype configuration (counts towards reporting?)
- Age at intake
- Outcome date
- SAC outcome type
- SL outcome type
- SL outcome subtype
- SL outcome subtype configuration (counts towards reporting?)
- Age at outcome
Beginning & Ending Animal Count
The possible values for these columns are:
- In shelter - the animal was in a shelter location (not in foster) at the beginning/end of the report range
- In foster - the animal was in foster at the beginning/end of the report range
- Not included - the animal was not in custody at the beginning/end of the report range
- Not included (multiple events) - this indicates the row is an additional row for the animal in the audit report, either because it had multiple intakes or multiple outcomes within the report range, and prevents the animal from being double-counted in the audit
SL intake & outcome subtype configuration (counts towards reporting?)
These columns indicate whether the intake or outcome event's subtype counts towards reporting or not. This is helpful for understanding discrepancies in your data; for example, if an animal's intake subtype counts towards reporting but its outcome subtype does not (or vice versa).
We recommend reviewing these articles if you are not familiar with how subtype configurations impact your reporting:
- Setting up your intake forms and subtypes
- Setting up your outcome forms and subtypes
- Best practices for configuring Intake / Outcome Subtypes
Please note: If you edit a subtype from the animal record (How do I update an intake or outcome subtype?) instead of from Configuration, the subtype setting for if the intake or outcome counts or doesn't count towards live numbers is not adjusted to match the new subtype for that specific event.
Age at intake & outcome
The possible values for these columns correspond with the age categories defined by Shelter Animals Count:
- Adult
- Up to 5 months
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