How to process a service intake

  • Updated

This article will provide a complete walkthrough on how to process a service intake from start to finish from a person or partner record. The "Configuration prerequisites" section below lists items in your configurations that will need to be completed prior to processing a service intake.

Configuration prerequisites

Before you complete a service intake, you will need to make sure you have the following items configured and set up properly in your Shelterluv account:

Processing a service intake from a person record

To begin, navigate to the appropriate person record in your Shelterluv account and select the "Animals" tab. From here, you will have two options to complete the service intake depending on whether or not the animal record already exists in your Shelterluv account.

Animal record already exists

If the animal record already exists on the person record, choose the green "Select" button next to the appropriate animal record and then select the "Service Intake" option from the dropdown menu.

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Animal record needs to be created

If the animal record does not exist in your Shelterluv account, choose the "Service Intake" option in the dropdown menu from the blue "Add Animal" button.

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Once you have completed one of the two options above, you will be presented with your configured service intake form to fill out. Once this form is filled out and you select the blue "Finish" button, you are ready to complete the checkout process and capture the customer's signature on your contract.

Configuring subtypes for reporting

You will need to assign the animal a status and subtype when completing the service intake form. For services, you may not want these events to be counted in your regular intake or outcome reporting. To learn more about the differences between intake subtypes that are configured to count, versus to not count toward your reporting numbers, please review this article.

Completing the checkout and capturing a digital signature

Once the intake form is completed, you will be presented with the following screen to choose an item or items to add to your shopping cart.

Even if you are not charging a fee for this service intake, you will still want to have a shopping cart item configured so that you can text the checkout to the customer to capture the digital signature on the service intake contract. This will also give the customer the option to add a donation. Shelterpay will never ask the customer for credit card information if your shopping cart item is configured to $0.00 AND the customer does not choose to add a donation.

Once you've located the appropriate shopping cart item(s), select the green "Add to Cart" button and then the grey "Checkout" button. Remember, you can add multiple items at once on this screen.

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From here, you can text the checkout link through Shelterpay by selecting the blue "Pay With Shelterpay" button. Once the customer receives the link and opens it, they will be able to review and digitally sign your contract and give a donation if they choose to. For a complete walkthrough of a Shelterpay checkout, please review Shelterpay: What is Mobile Checkout?

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Processing a service intake from a partner record

To begin, navigate to the appropriate partner record in your Shelterluv account and select the "Service In" tab. From here, you will have two options to complete the service intake depending on whether or not the partner is a Shelterluv customer or not.

The partner is a Shelterluv customer

If the partner in question is a Shelterluv customer, they will need to first complete a service outcome to share the animal record with your organization on their end. Once your partner has completed the outcome on their end, you will have a blue "Accept" button next to the animal record. Select the blue "Accept" button next to the appropriate animal record and complete the service intake form. Once this is done, the animal will be intaken into your care and will show on your main animal dashboard.

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The partner is not a Shelterluv customer

If the partner in question is not a Shelterluv customer, select the "New Service In" option in the dropdown menu from the blue "Add" button next to the partner's name. This will open your configured service intake form. Once you complete the form and select the blue "Create Record" button, the animal will be intaken into your care and will show on your main animal dashboard.

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Alternatively, if you have already selected the partner's name, you can complete a service intake by selecting the green "New Service In" button from the partner's "Service In" tab. This will open your configured service intake form. Once you complete the form and select the blue "Finish" button, the animal will be intaken into your care and will show on your main animal dashboard.

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Frequently asked questions

Q.

When should I use a service intake?

A.

 

Service intakes are commonly used for situations where animals are coming into your shelter from an owner or partner organization for some type of appointment, event, or service and then subsequently returned to the owner or partner organization once the appointment, event, or service is complete. A few examples would be:

 

Q.

How do I prevent service intakes from impacting my intake and reporting numbers?

A.

 

Shelterluv makes this very simple and easy to do through your intake subtypes. An intake will either count or not count toward your intake and reporting numbers based on the intake subtype that is given to the animal on the intake form. 

If the intake subtype is configured as "Yes" under the "Count towards intake numbers" column, then this animal will appear in your reports and count in your intake numbers. If the intake subtype is configured as "No" under the "Count towards intake numbers" column, then this animal will not appear in your reports nor will it count in your intake numbers.

Note that Shelterluv does provide a separate report specifically for intakes that are set to not count towards your regular reporting and intake numbers. To learn more about those reports, please read this article.

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