Shelterluv's map-based Field Services and Community Programs product is an easy-to use, essential tool for any animal welfare organization that provides community services for pet owner support and intake prevention.
Now you’re able to track and report both efforts and results seamlessly within your shelter software. No more standalone spreadsheets or paper notebooks needed.
Distributing pet food and supplies to families in need? Offering behavior or medical advice? Rehoming support? Read on to learn how Shelterluv supports you in collecting and reporting on programs like these.
Tracking TNR and Community Cat Programs
- If your shelter or rescue is involved in TNR or Community Cat programs, Shelterluv’s map-based product can be very useful for your teams. Review a few pointers for how to use this functionality for your TNR purposes specifically here.
Field Services Text Notifications for Staff or Volunteers
- Officers, staff members, or volunteers working in your communities can receive real-time text notifications when they are assigned a new case or activity in Field Services.
- A case can be created for each household that you serve. (Learn more about creating a case.)
- There is a dedicated case type called "Assist," with a subtype for "Assist Owner."
- The people and animals in the household can be added as Associated People/Animals on the case. For the person role, you can use "Animal Owner." (Learn more about associated people.)
- The case can be assigned to the staff member / volunteer that is serving as the point of contact for that household.
- Each service provided can be recorded as an associated activity with that case (see below for more details on this). This way, you can look at that one case (the household) and see all the associated activities (all the different services you have provided) in one place. Additionally, you can use activities to track the number of phone/email communications with that household. (Learn more about using cases vs. activities.)
Tracking Services Provided
- An activity can be created for each time a service is provided. (Learn more about creating an activity.)
- There are three different activity types dedicated to Community Programs (Behavioral, Medical, and Other) with several subtype options under each. (See them all here.)
- Tip: The fastest way to do this is by using the Quick Add on the case, which will pre-fill several fields and automatically link it to the case.
- You can associate the animal and/or person receiving the service, depending on which record type you want to see these activities under.
- For example, a spay/neuter should be associated with the animal being fixed. A pet food/supply pantry service being provided for an entire household, on the other hand, may make more sense to associate with a person.
- You can include a memo on the activity to record details about the service provided, like information on the clinic where the medical services will be provided. It's also a great place to record notes from phone and email communications. (Learn more about using memos.)
- If you're working with a clinic, training facility, or other organization to provide the service, you can add them as an "Associated Partner" on the activity.
Creating Animal/People Records and Intaking Animals
Field Services and your main Shelterluv account share one set of animal and people records. That means you will be able to search for existing animals or people to associate them with a case/activity, or you can create them through Field Services (while adding the association), which will then make them available in your main Shelterluv account as well. From there, you can process a service intake for the animal from the person record if needed. (Learn more about creating and intaking animal records.)
Using Dispatch View
You can see all of your cases (households) and activities (services) on a map using the Dispatch View. (Learn more about using the Dispatch View.)
Both cases and activities have several "status" options. (Learn more about these statuses.)
- "New" status can be used when a service is first requested but has not been scheduled or provided yet.
- "Open" status can be used to indicate that a service has been scheduled or is otherwise in progress.
- "Completed" and "Closed" statuses can be used to indicate when a service is completed, or when a household no longer needs assistance for the time being.
- Please note that "Closed" activities can be re-opened but "Closed" cases cannot. If there is a chance that you will be assisting the same household in the future, we recommend keeping their case as "Completed" instead of closing it out completely.
Using Priority Levels
Priority levels for each case and activity can be used to indicate to your team where to focus their efforts first. (Learn more about priority levels.)
- The highest priority levels (P1 and P2) can be used to indicate the households at high risk of losing their animals or most in need of urgent services.
- Lower priority levels (P3, P4, and P5) can be used for households at low risk of losing their animals or services that are less urgent.
If you're interested in learning more about Tracking your Community Programs email firstname.lastname@example.org.