This article will walk you through all the different parts of an animal's record.
- Animal name - the given name of the animal when they were entered as an intake. The name can easily be updated by clicking the Edit Record button and then clicking on the animal's name.
- Litter icon - if the animal was entered as part of a litter, this icon will display beside the animal's name. You can click on this icon to easily get to the litter page where all the littermates of that litter will display in one table.
- Animal's current location - for animals in your custody, the animal's location will either be a shelter location OR a foster parent's name if in foster.
- Status - indicates the current "stage" at which the animal is in your organization's normal processes. Learn more about status below in the Processing section.
- Attributes - these are added to an animal's record to describe the important characteristics of that animal. You can learn more about attributes below in the Processing section.
- Documents and attachments - by clicking on the paper clip icon, you'll find all important documents for the animal (kennel card, medical history, rabies vaccine certificate, spay/neuter certificate, adoption contract, etc.). You can also upload attachments to the animal's record from here.
- "Edit Record" - clicking this green button enables "edit mode", which allows you to edit the animal's name, location, or most any detail on the Profile tab. Anything that displays underlined with a dotted black line while in edit mode can be edited.
The profile tab displays all the basic information of the animal that was entered when completing the intake form, including species, breed, colors, sex, age, birthdate, microchip number, and more.
Most of this information can be edited by clicking on the green "Edit Record" button. After clicking on the button to enable edit mode, anything underlined with a dotted black line can be edited simply by clicking on it.
Additional microchip numbers, previous ID numbers, rabies tag numbers, and license numbers can all be added from this tab.
- This is where you can quickly and easily update the animal's status. If the animal is in a shelter status, you will only see other shelter status options here. The same is true if the animal is in a foster status - you will only see other foster status options. To learn more about how status works in Shelterluv, check out this short video.
- You can quickly and easily add certain relevant attributes to the animal from this tab. When you select an attribute for the animal, you will see that attribute display below the location of the animal.
- The attribute options that you see will depend on the attributes that have been configured for your organization by your admin users via Configuration. You can learn more about attributes here.
- Asilomar Tracking
- If you are participating in the Asilomar Accords initiative with Maddie's Fund, this subtab is where you can view the Asilomar tracking for that particular animal. If your organization is participating in this tracking, the animal will have an intake Asilomar status that is entered in the intake form when the animal is first processed. The animal can also have a "current Asilomar status", which you can enter and update from this subtab.
- Condition at Intake
- This corresponds to the "Condition at Intake" field on all intake forms. Your organization may or may not include this field in your intake forms (depending on how your admin users configured your intake forms in Configuration). From this subtab, you can update the condition at intake of the animal simply by clicking the field and choosing the correct condition from the drop-down.
- This is where you can add a behavior plan to the animal's record to be followed. Your shelter-specific behavior plans can be created via Configuration by users with configuration permissions.
- This is where you can record a behavior assessment for the animal. These are also created by your shelter to fit the exact types of assessments that your organization gives. These can be created via Configuration by users with configuration permissions.
- FleaHarmony is a tool that you can use to to automatically notify participating potential adopters of available animals that match certain characteristics in which the adopter is interested. In the FleaHarmony subtab, you can add a FleaHarmony-specific "exam" or short survey about the animal. If those values match up to the values that a potential adopter has indicated they're interested in, the adopter will automatically receive an email about this animal. Contact us at email@example.com if you're interested in learning more about FleaHarmony.
*Flea Harmony is still in the beta stages, but when it's fully ready for use, we will send out detailed information about the feature.
- The activity subtab can be used to track activities like regularly occurring playgroups or walks for the animal. From Summary, if you click Edit and then "Enable", you can start a recurring activity for the animal. It will ask you to indicate a start date, end date, and frequency for the activity. Saving those details will trigger that activity to start displaying as a recurring task (based on whatever frequency you indicated) on the Behavioral tab of the Tasks page. When an activity is marked as complete from the Tasks page, the History under the Activity tab (on the animal's record) will display the details of that completed activity.
- Behavior Checks
- This is where you can schedule a behavior check for the animal. After scheduling a behavior check, it will display on the Behavioral Tab on the Tasks page. When the behavior check is marked as complete from the Tasks page, the Behavior Check subtab will be updated with the completion information (i.e. examined date, examined time).
- One example of when behavior checks can be useful is when new issues have been noticed in an animal's behavior by staff or volunteers and you'd like to schedule some time to take a closer look at what's going on. There might be many other ways your organization would find the behavior checks functionality to be useful for your operations.
- Medical Summary
- Mark a medical outcome for the animal - euthanasia or unassisted death in custody
- Create a litter - this will allow you to create new littermates for this animal. You'll be asked how many littermates you'd like to create, and then you'll be taken through the intake forms for each new littermate.
- Add a medical memo - adding a medical note from here will display the memo directly beneath the "Add Medical Memo" button, as well as on the Memos tab of the record (with all other types of memos saved for the animal).
- The medical summary contains some basic medical information about the animal, most of which was likely entered when the animal was first entered as an intake. This information includes estimated birthdate, age, spay/neutered information, weight, and weight history. These fields can all be edited by clicking the green "Edit Record" button and then clicking on the field you'd like to update (it will be underlined with a dotted line when you're in "edit mode").
- From this subtab, you can also:
- From this subtab, you can add a diagnosis for an animal. You can also add a diagnosis in the process of completing a physical exam (see below). All diagnoses added on the Physical Exam form will automatically display on this Diagnosis tab as an active diagnosis.
- When you're ready to resolve a diagnosis, you can do so by clicking on the 3-dot icon on the upper right hand corner of the diagnosis card and clicking "Resolve".
- The diagnosis options will need to be configured via Configuration by admin users who have full configuration permissions.
- Diagnostic Tests
- From this subtab, you can both schedule and complete a diagnostic test. All scheduled diagnostic tests will appear on the Medical tab on the Tasks page. When you mark a scheduled test as complete from the Tasks page, the Diagnostic Tests subtab of the animal's record will automatically update to reflect that completion.
- You can learn more about adding a diagnostic test here.
- Diagnostic test types can be added via Configuration by users with full configuration permissions.
- You can schedule or complete vaccines from this subtab. You can learn more about adding vaccines here and learn more about some common vaccine FAQs here.
- Vaccine products are NOT configurable via Configuration. This field is a default list with pre-defined product options to choose from. If you believe there is a specific product that is missing, please let us know at firstname.lastname@example.org and we can add it to the list.
- Daily Observation
- This subtab allows you to record the details of a basic daily observation, for things like appetite, stool, urination, vomiting, coughing, sneezing, and more.
- Physical Exam
- This subtab is where you can record a physical exam for the animal. Clicking the "Add physical exam" button will open a new exam form from the right side of the screen. This form allows you to complete the different fields while also having access to the animal's full record, which is useful if you need to reference something from another part of the record while completing the form.
- Learn more about physical exam configuration here.
- From this subtab, you can add drug treatments and other types of treatments, like a bandage change or suture removal. You can view the treatment sheet for the animal by entering the date range you're interesting in and clicking the blue "View" button.
- The drug treatment and other treatment options can be configured via Configuration by users with full configuration permissions.
- Procedures & Surgeries
- This is where you can schedule and record procedures and surgeries. All scheduled procedures/surgeries will display in the Medical tab on the Tasks page on the scheduled date. Once the procedure or surgery is marked as complete from the Tasks page, this subtab will update with the completion information.
- The procedure and surgery options can be configured via Configuration by users with full configuration permissions.
- Health Consults
- You can use this subtab to schedule vet checks and CVT checks. Scheduled checks will display on the Medical tab on the Tasks page. Once the check is marked as complete from the Tasks page, the Health Consults tab on the animal's record will automatically update with the completed information for that check.
- When scheduling a check, you will be asked to indicate a reason for the check. These reasons can be configured to fit your organization's needs via Configuration by a user with full configuration permissions.
The memos tab is where you can add many different types of memos, or notes, to the animal's record. Shelterluv has some pre-configured, default memo options for your use. Other types of memos that your organization may need can be added via Configuration by users with configuration permissions.
You can edit and delete any memo after it's been saved to the animal's record.
- "Pop-up" memos will display as a light red box at the top of the animal's record when you first open it. This memo type is useful for important information that you would want users to see immediately upon opening the animal's record.
- "Kennel Card/Website" memos will be what displays on the animal's kennel card and on the website if you use Shelterluv's iframe or aggregator uploads (for example, auto-uploads to Petfinder).
- "Medical" memos will display on the animal's Medical History document.
See the Best practices for configuring memo types article for some great templates and examples for custom memo types!
The history subtabs give you a chronological list of the different updates that have been made to the animal in Shelterluv. History can be very useful in auditing what has happened with an animal and when, the associated people involved, and the user that processed those updates.
- Here you will see a list of all the statuses that the particular animal has ever had since having a Shelterluv record.
- This table will display a list of all locations that this animal has ever been in in Shelterluv.
- This subtab is meant to help you review the different categories the animal started in AND all changes to those categories over time. To learn more about how categories can be used, check out this article.
- Here you will see a chronological list of all the major "events" for this animal that have been tracked in Shelterluv. Events include all intakes, all outcomes, going to a foster parent, and returning from a foster parent.
- This subtab gives a chronological list of the animal's current and past caretakers, including your organization, past or present owners, and past or present foster parents.
- Profile Edits
- Here you'll find a chronological list of the basic updates made to the animal's record, including medical updates and basic profile updates. Each update is listed with a date, time and the username of the person who made the update.
Please let us know if you have any questions by emailing us at email@example.com.