Managing Pet Records

Every pet has a profile in Petsoft. The profile records the pet's size, vaccination records, and special needs, such as allergies or medications.

A pet's record is organized into tabs:

General · Vaccinations · Documents · Notes · Vet Info · Allergies · Incidents · Rates

The photo at the top has a Change Profile Image button.

What is in a pet's profile?

The General tab holds the profile itself: Name, Pet Type, Gender, Status, Breed, Color, Born, Weight, Kennel Identifier, Microchip Number, and Registration.

Detail	Why we track it
Name & Breed	So you know exactly who the pet is.
Weight	Staff use it to select the correct price from your weight-based service prices.
Kennel Identifier	This field is optional. It is a reference number for an outside reporting system, if you use one.
Microchip Number	"The RFID chip number for the pet if they have been tagged."
Registration	"The local municipality registration number for the pet if required by city or county."

Below these fields are the behavior flags:

• Altered — "The pet has been altered (spayed or neutered)."
• Escape Artist — "When enabled, the system will attempt to assign this pet to a covered run, if available."
• Banned — "The pet is banned from boarding and daycare services and cannot be booked in the system or the customer portal. Additional information may be in the notes." This sets the pet's status to Ineligible. Add the details to the notes.
• Board Separately — "The pet must be boarded in a separate run from all other pets." Once your staff set this, the pet parent cannot change it.

New pets default to Pending Trial status. If your organization requires a signed agreement for each pet, a Signed Agreement checkbox appears here. It has the same binding confirmation as the customer agreement.

Pet limits

Some plans limit how many pets your organization can have. The Free plan allows 15 active pets, or up to 50 with integrated payments, counted across all of your facilities. A pet counts while its status is Pending Review, Pending Trial, or Active. Petsoft blocks you from adding a pet, or from moving an Inactive or Ineligible pet back to a counted status, when you are at the limit. Existing pets are never hidden or removed. Setting a pet to Inactive frees a slot. See The Free plan and Trial status.

Setting a pet to Inactive or Ineligible

When you save a change that sets a pet to Inactive or Ineligible (including Banned), or that marks the pet Deceased, or when you delete a pet that has reservation history, Petsoft first takes the pet off its upcoming reservations. Upcoming means the reservation has not started: Pending Approval, Reserved, or Pending Deposit, including a Reserved reservation whose arrival date has already passed.

If the pet has upcoming reservations, a Remove [pet name] from Upcoming Reservations window lists each one with its number, service, and Arrival and Departure dates. Click Confirm to continue, or Cancel to leave the pet as it is. Then:

• A reservation with only this pet is canceled.
• A reservation with other pets keeps the other pets. Petsoft removes this pet and recalculates the pending invoice without it.
• A reservation Petsoft cannot change, because the pet's lines are on an open or paid invoice or already have a payment, is left alone and listed in the message, so you can adjust it yourself.

Petsoft saves the pet's new status only after every reservation is handled. If one fails, the pet keeps its old status, the message lists what changed and what did not, and saving again retries the rest. After the save, a warning lists any reservation to check, such as a Reservation Deposit that was sized for more pets.

Two things block the change before anything is saved, with the message "The pet was not changed.":

• The pet is on a Checked-In stay. Record the stay's Departure first.
• An upcoming reservation that Petsoft would refuse to change (see above). Take the pet off that reservation, or adjust its invoice, first.

Petsoft also refuses to check in or check out a reservation while any pet on it is Inactive or Ineligible, and names the pet. Change the pet's status first, then check in or out.

Deceased pets and deleting

If you tick Deceased, Petsoft asks you to confirm first, because this action does several things at once:

"If you mark this pet as deceased, Petsoft cancels any upcoming reservations and automatically refunds any captured boarding deposits. If this pet is in a reservation with other pets, Petsoft removes it from the reservation. The other pets stay active."

You can tick Send a condolences email to the pet parent.

Clicking Delete Pet has different results, depending on the pet's history. If the pet has past reservations, Petsoft takes the pet off its upcoming reservations as described above, then keeps it as Inactive, so your records stay intact. If the pet has no history, Petsoft removes it entirely.

How do you check if a pet's vaccinations are current?

Open the pet and click the Vaccinations tab. The tab lists your organization's vaccination types. Each type has an expiration date field. Required types are labeled as required. Enter the Expiration Date for each vaccination on your list.

The Vaccinations tab lists each vaccine you track, with a date field. Required vaccines are labeled below the vaccine name.

important

Your Rules, Your Vaccines: You choose exactly which vaccines to track (for example, Rabies, Distemper, or K9 Flu) in your Organization Settings. If you have not yet set up vaccine types, click the Edit vaccination settings button on this tab.

For vaccines that you have marked as required, a missing or expiring vaccination flags the pet with the automatic Vaccine Warning tag. Petsoft then sends reminder emails to the owner. Your alert and grace period settings control when the system flags the pet. If you update a date, Petsoft resets the reminder for that vaccination.

warning

Vaccination dates do not stop a booking automatically. Petsoft flags the pet for your staff, but you must enforce your vaccination rules. Staff can still book a pet with expired vaccinations.

Uploading pet documents

Go to the Documents tab and click Upload document. Pick an image file or a PDF file. The list shows Name, Upload Date, and whether staff have marked each document as Reviewed. If you open a document, Petsoft marks it Reviewed. Documents that a pet parent uploads through the portal also appear here, and put the pet in the pending review queue.

This is a general file area for the pet. It is not only for vaccination records.

note

"Petsoft stores documents according to the file retention policy. If you have questions, review the privacy policy."

Vet Info, Allergies, and Notes

• Vet Info — attach a veterinary practice and doctor from your shared directory, or add new ones, so you know who to call in an emergency.
• Allergies — a text field. Anything you type here prints on the pet's Kennel Card.
• Notes — typed notes about the pet, with columns for Note Type, Note, Pet Parent Visible, and Edit Date. If you tick Display On Kennel Card, Petsoft prints the note on the Kennel Card.

warning

Not every note is private. The Note Type controls whether the pet parent sees a note. The Notes list has a Pet Parent Visible column that shows which types are visible. Check the type before you write information that only staff should read.

For incidents, medications, and other medical information, see Pet incidents, notes & medical records.