Preloader logo

No Account yet?

F.A.Q.

Frequently Asked Questions
How do I add a staff member? / How does a staff member create an account?

To add a staff member, click My Organization, and select Staff. In the upper right corner, click Add New Staff Member. Complete the fields and at the bottom of the page, click Add Staff Member. Once added, they will show on the staff member page. Whenever you add someone, they’ll receive an email, letting them know that they’ve been added to the account, and that they need to create a password. Each staff member that you add to your account will be able to log in using their email address and the password they entered when confirming their account.

How do I set up permissions for staff members?

Your organizations administrator can set permissions for each staff member in the User Groups section, located within the My Organization section of your dashboard. Once there, you can add a new user group, set permissions for each group, and assign staff members to the group. Once a staff member is assigned to a group, the staff member will be able to access and update any sections the group‘s permissions allow. If you are unable to access a specific section or it is hidden, it means you do not have permission to access it. If this is a mistake please contact your organizations administrator and make sure the permissions are set up correctly.

Do staff members have access to all sections on the site?

Staff members will be able to access any sections that their organization’s administrator allows them to access. Your organizations administrator can set permissions for each staff member in the User Groups section, located within the My Organization section of your dashboard.

If a staff member or volunteer no longer works with us or I no longer want them having access to r system, what do I do?

When a staff member or volunteer completes their service with you, you have the option to either suspend their access or delete them from the account. To do this, click My Organization, and select Staff. Under Action, click suspend to inactive them or click delete to remove them from the account. Once suspended, they will not be able to log in or access any sections of your account. To view or update staff member information, click View or Edit under Option. Once your changes have been made, click Update Staff Member.

How do I add, edit, or remove a contact to the system manually?

With our system, you can keep track of all your Contacts and can also associate activities/pets with each contact. You can assign a contact type to each contact as well (I.E. A contact can be a donor, volunteer, adopter, etc).

To add a contact click My Organization, select Contacts, and click Add New Contact. Input the contact’s information (you need only include as much information as you deem necessary to track the information). Once you’ve input the contact’s information, then under Type of Contact, check the boxes that are appropriate for that contact (i.e. a donor, volunteer,Do Not Foster, Do Not Adopt, etc).  Once you assigned a contact type(s), you can input information for an affiliation (if they are affiliated with an organization) if applicable, and then you can add an activity.  An activity is an action, event, or service that describes what a contact does/has done with your organization.  Once you’ve selected an activity, you can add a date, a description of the activity, and any other notes that you’d want to have as part of that record. Once you’ve added the activity, you then associate that activity with a pet (i.e. if someone surrenders a pet).

Once you’ve entered in all the desired information, then click Create Contact.  You’ll then be able to see your newly created contact as well as the associated activities, and affiliations, if any.  To view more details about a contact’s activities, click on the activity name.  It will drop down, and can see and review date, description, and note information for each contact.

Currently, Petstablished does not have an email service integrated into our website. If you have annual letters for your donors or communication that you need to send out, with our system, you have the ability export email addresses for use in your communications.  To do this, My Organization, and select Contacts.  Using the filters at the top of the page, select the contact type (i.e. donors), and on the top left, click Export All. You can also select individual email addresses to export.  In either, case, once you’ve made your selections, click Export Emails.  On the next page, you are provided the email addresses you selected in a comma separated format that you can then copy and paste into any email services of program you are using.

What is a contact activity and how does it work?

With our system, you can keep track of all your Contacts and can also associate activities/pets with each contact. You can assign a contact type to each contact as well (I.E. A contact can be a donor, volunteer, adopter, etc).

To add a contact click My Organization, select Contacts, and click Add New Contact. Input the contact’s information (you need only include as much information as you deem necessary to track the information). Once you’ve input the contact’s information, then under Type of Contact, check the boxes that are appropriate for that contact (i.e. a donor, volunteer,Do Not Foster, Do Not Adopt, etc).  Once you assigned a contact type(s), you can input information for an affiliation (if they are affiliated with an organization) if applicable, and then you can add an activity.  An activity is an action, event, or service that describes what a contact does/has done with your organization.  Once you’ve selected an activity, you can add a date, a description of the activity, and any other notes that you’d want to have as part of that record. Once you’ve added the activity, you then associate that activity with a pet (i.e. if someone surrenders a pet).

Once you’ve entered in all the desired information, then click Create Contact.  You’ll then be able to see your newly created contact as well as the associated activities, and affiliations, if any.  To view more details about a contact’s activities, click on the activity name.  It will drop down, and can see and review date, description, and note information for each contact.

Currently, Petstablished does not have an email service integrated into our website. If you have annual letters for your donors or communication that you need to send out, with our system, you have the ability export email addresses for use in your communications.  To do this, My Organization, and select Contacts.  Using the filters at the top of the page, select the contact type (i.e. donors), and on the top left, click Export All. You can also select individual email addresses to export.  In either, case, once you’ve made your selections, click Export Emails.  On the next page, you are provided the email addresses you selected in a comma separated format that you can then copy and paste into any email services of program you are using.

Can I process cruelty cases using contacts?

Whether you can process cruelty cases using contacts depends on the rules in your city/county/state.  You can certainly record cruelty calls using Contacts.  To do this, click My Organization, and select Contacts.  Input the caller’s/complainant’s information, and under Type of Contact, check Calls.  Scroll down to Activity Type, and select Cruelty Case.  You can include a description as well as notes, and then you can associate the activity with a pet, if applicable or known. 

Do contacts get created automatically as I enter information into other parts of the software?

Yes.  When someone makes a donation or submits an application, that information is populated to your Contacts section. We also automatically add vets to contacts if a vet is added to a medical record. If an application is finalized, an adoption or foster activity will be added to the respective contact.

Can I email contacts through Petstablished or do I need to use another service? How do I export a contact list for email?

Currently, Petstablished does not have an email service integrated into our website. If you have annual letters for your donors or communication that you need to send out, with our system, you have the ability export email addresses for use in your communications.  To do this, My Organization, and select Contacts.  Using the filters at the top of the page, select the contact type (i.e. donors), and on the top left, click Export All. You can also select individual email addresses to export.  In either, case, once you’ve made your selections, click Export Emails.  On the next page, you are provided the email addresses you selected in a comma separated format that you can then copy and paste into any email services of program you are using.

How do I set up a reminder to email a contact 1 year or a certain time period after an adoption has taken place?

Currently there is no way to do this  using the Petstablished software. This function will be included when applications are upgraded (expecting towards the end of 2015).

How can I use filters to easily find the contacts I am looking for?

To use filters to find the contacts that you are looking for, first click My Organization, and select Contacts.  At the top of the page you will notice different filters, such as Activity Type, Contact Type, and Date of last activity. To find specific a specific contact, type the name or email address of the contact in the search field at the top of the page under Contacts.  You can also search a specific contact type (i.e. volunteers).  Go to Contact Type, click the drop down menu, and select the contact type in question.  Once selected, all contacts inclusive of the type selected will be listed.

How can I send a potential applicant a link to an application that isn’t assigned to a specific pet?

To do this, click on Applications, then click Manage Forms.  Select the application in question, and goo to where it reads, “Share This Application.” You can send the potential application the link provided.

How do I assign application to specific pets?

To assign an application to specific pets, click on the My Applications section, and then click Manage Forms.  Select the application that you’d like to assign and click the link which reads, “Assign this application to more pets.” On the next page, you can select the pets/filter by pet type, age, gender, or breed, click the Check All box on the upper left, and click Submit. The application will be assigned based on your selections.

You can also assign applications to specific pets as you add them to the system.  To do this, click the My Pets section, click Pets, and in the upper right corner, click the Add Dog or Add Cat button.  Once you’ve finished adding the information for the pet, at the bottom you can assign an application to that, including any application that you’ve created, from the either adoption or foster application drop-down menus. The application associated with a pet can be edited any time. 

How do I create my own application?

To create your application, click on the My Applications section, and then click Manage Forms.  Once there, in the upper right corner, click Create New Application Form.  Input the new application name (i.e. Puppy/Kitten Application), assign an application type (Adoption or Foster), and click on the Copy Application drop-down menu.  Here, you can select the application from which to copy questions into your new application form or you can start from scratch, if desired. Once you make a selection, click Create New Application.  

Next, you can add, remove, or edit questions within the new application, then scroll to the bottom of the page to save it. Here’s how you can add new sections and questions:  Click No from the Copy Application drop down, and on the next page, click Add section.  Once you’ve named or titled the section, click Add Question.  Once you’ve created your question, you can then select the type of response you’d like the question to have, and there are four different types:  checkbox, text, multiple choice or yes/no.  Once you’ve added your sections and questions, you can then preview the application before saving it. Once you’ve saved your application, you must then assign it to any or all of the pets in your account for it to show up on your pet’s public profile pages.  Please check out the tutorial, Assigning an Application to Specific Pets.  Thank you.

Am I able to embed a list of adoptable pets and applications on my own website?

Yes.  To embed a list of adoptable pets on your site, click on My Organization, click on Widgets, and then click on the Pet Widgets tab.  There, you can copy and paste the pet listing code on a page on your site.  When your potential adopters or fosters visit your site, they can see a list of all available pets. They can then click either the adopt or foster, buttons which will take them to the online application that is assigned to that pet. From there they can fill out the application and apply to adopt or foster the pet.

You can also embed an application directly into your website.  To do this, click on My Applications, then click Manage Forms.  Select the application in question, go to where it reads “Embed This Application on Your Website,” and then copy and paste the code provided onto a page on your site.

How can I use filters and tabs to easily find the Applications I am looking for?

To do this, click on My Applications, and click Applications. At the top of the page are filters that you can easily use to search and find the applications you are looking for. You can search by specific pet name, pet adopter or foster name, by application type (adoption or foster), by whether the application was an online or an offline application, by the phase the application is in (i.e. Additional Screening), and by date (Newest to Oldest and vice versa).

You will also see the applications under the following tabs at the top of the page: Pending, Denied, On Hold (any application that has a status of hold), Approved (approved adoption or foster applications), Adopted (finalized adoption applications), Fostered (finalized foster applications), and Returned. Clicking on any of the tabs will list all the applications in that section.

Why can’t I associate a staff member’s email with an adoption or foster application?

In our system, the same email address cannot be associated with different account types. We understand the importance of having staff and/or team members be able to adopt and/or foster pets. We are currently working on this capability. For now, in order for a staff/team member to be associated with an adoption or foster application, you need to create and submit that application with a different email address than the one used to set up their staff account.

How do I process applications, adoptions, or fosters that did not occur online (I.E. Paper application submissions, adoptions at events, fosters that were already fostering a pet?

To add an offline (paper application) to your account, click on My Applications, then click Applications. In the upper right corner, click on the Add New Applicant tab. Once there, input the applicant’s information. If the applicant is already in your contacts as an adopter or foster you can select them from the drop down list at the top of the page. If the applicant already has an account with us, their information will auto fill after you enter in their email address. Once the applicant’s information is entered, if you have a copy of the paper application you can upload it by clicking the upload application button on the right site of the page. Fromt there you can select the pet in question, click Adopt (if they applied to adopt) or Foster (if they applied to foster). If the application is not for a specific pet, select Unknown from the pet list, and follow the same process.

At the bottom, in the window that opens when you select a pet, you have the following options: (1) choose whether to send an email letting the applicant know that their application is currently review (2) choose whether to copy the original application that was uploaded for this applicant (this check box will only appear if the applicant previously applied to adopt or foster from your organization), and (3) choose whether to copy the checklist items, notes, and documents from a previous application that was created or submitted for the same applicant (this check box will only appear if the applicant previously applied to adopt or foster from your organization), if applicable. You can then either create an application record or finalize the application immediately depending on your needs, circumstances, and/or process.

How do I process adoptions or fosters for staff members? (need to create new email)

In our system, you can process adoption or fosters for staff members, but you cannot currently use the same email you used when creating their staff account. To do this, they will need to use a different email address than the one used to set up their staff account.

How do I process an application if a person adopts or fosters more than one pet at a time?

To do this, click on My Applications, then click Applications. In the upper right corner, click the Add New Applicant button. Input the applicant’s information or if they are a previous applicant, select them from the drop down menu. Once their information is entered, select the pets in question from the pet list at the bottom, clicking the adopt or foster links for each pet as appropriate. You will see a pet application window appear for for each pet selected. From there you can (1) choose whether to send an email letting the applicant know that their application is currently review (2) choose whether to copy the original application that was uploaded for this applicant (this check box will only appear if the applicant previously applied to adopt or foster from your organization) and (3) choose whether to copy the checklist items, notes, and documents from a previous application that was created or submitted for the same applicant (this check box will only appear if the applicant previously applied to adopt or foster from your organization), if applicable. You can then either create an application record or finalize the application immediately depending on your needs, circumstances, and/or process.

Do my fosters have access to update the pet’s information in our system once the pet is in possession of the foster?

Fosters can access and update the medical records for pets in their care. When they submit an application, they are invited to create a log in for a pet lover account so they can track the status of their applications. Once the application has been finalized, they’ll receive access to those medical records along with any documents you upload when finalizing the application, and they can update the medical records as necessary.

What email gets sent to an applicant when an application record is created? Can we customize this email? Can we prevent this email from being sent?

When an application record is created, the applicant receives an automatic email telling them that their application has been received. These emails are not currently customizable; however, customization will be available at a future date. In addition, you will have the option to choose if this and certain other emails are sent out.

I have many pets that change fosters frequently. How do I update the location of a fostered pet?

To update the location of a fostered pet, you must first go into the current finalized foster application (located in the fostered tab within the applications section) and change the status to returned. Once this is done, you can go into the Applications section of your dashboard, click Add New Applicant, enter in the current/new foster’s information, select the pet, and finalize the foster application for that pet.

I made a mistake when creating an application record. What do I do?

If an error is made when creating an application record, you have the ability to (1) edit the applicant’s basic information (2) to edit and delete notes and documents added to checklist items, and (3) to archive the application and create a new one if necessary. If there is a specific issue with an application that isn’t covered here, please email support@petstablished.com and let us know.

To edit the applicant’s basic information, click on My Applications, then click Applications. Find the application in question by searching the pet, adopter, or foster name. Click the Review button, and in the top right under Applicant’s Basic Information, click on the Edit button to make your changes. Saving the changes will update the applicant’s basic information. To edit/delete notes from your Checklist items, from the Applications page, select the application in question, and click the Review button. Scroll down to Completed Checklist Items, select the checklist item in question, and click on the small down arrow on the top right of the checklist. When it drops down, you can then edit that notes in the checklist or delete the notes and documents. To archive an application, from the Applications page, select the application in question. In the top right corner, select Archive Application.

What are checklist items and how can I use them to help me process applications?

Checklist items are tasks or steps that are to be “checked off” as part your application review process. They are specific to your organization, and can be assigned to any of four phases of the application process: Initial Application Review, Home Visit, Additional Screening, and Finalized Application. To create a checklist item, you can go into the applications section of your dashboard and click Application Review/Finalization items. From there, you can fill out the fields in the Add New Checklist item box, select the section and application type you want the checklist item to appear in, and click submit to create the checklist item. Once this is done, the checklist item will appear in all adoption or foster applications (depending on the type of checklist item you selected) in your account.

When reviewing applications you can add notes and files/documents to your checklist items as you review the application. Each note indicates which team member entered it and has a date and time stamp as well. You can always edit or delete notes as necessary. Once you’ve entered all your notes and documents, click on Mark Checklist Item Complete, and it will appear on the right under Completed Checklist Items. Checklist Items help streamline the process and keeps all the information gathered for each application self contained.

How do I finalize an adoption or foster if I did not receive an application or the pet was adopted/fostered at an event?

To do this, click on My Pets, then click Pets. Select the pet in question, and under Process Application, click Adopt or Foster as appropriate. Input the applicant’s information, or if a previous adopter or foster, select them from the drop down menu. Scroll down until you see the pet application window. In the right corner of the pet application window, choose which information/actions you’d like to occur with this application. Once you’ve made your selection(s), click Finalize Application. This will finalize the adoption or foster on the spot (meaning the pet is now in possession of the adopter or foster) and will bring up a window so you can send the appropriate documents to the adopter or foster.

How do I send documents to the adopter or foster along with the pet’s medical records after the pet is adopted or fostered?

To ensure that certain documents, both general and pet-specific, are sent to the adopter of foster, you’d either select them or upload/attach them when finalizing the application. To do this, first click My Applications, then click the Applications Review/Finalization Items button at the top of the page. On the top right, under Attachments Sent Upon Finalizing Application, attach any general documents (i.e. feeding instructions for your fosters) to the application. This should be done prior to finalizing an application in the system. When finalizing the application, you’ll get a window showing you the documents you initially added to the Application Review/Finalization Items. From there, you can then select which documents you want to send to the adopter or foster. At this time, you can also upload/attach any pet-specific documents that you want the adopter or foster to have. Once this is done, and you click Finalize Application, all those documents, including then medical records, are sent to adopter or foster via email.

When does an email get sent to an applicant?

Emails are sent to applicants at various stages of the application process: (1) when they submit an application, they are invited to create a log in for a pet lover account, and they get an email from the AWO letting know that their application was received (2) if they create a pet lover account manually, they receive a confirmation email (3) when the application has been finalized, we send them an email letting them know they can access their pets medical records, documents you send them, and other important information such as the pet’s microchip number.

How do I change the status of a pending application?

To change the status of a pending application, click on My Applications, then click Applications.  From there you can click the Pending, Hold, Approved, Adopted, Fostered, or Denied tab, select the pet/application you want to change, and then click the Review button.  Scroll to the bottom of the application, and next to the tool tip (?), select the appropriate status from the drop down menu, and then click Change Status.  If you do not see the option to finalize the application, it means the pet has already been adopted/fostered. If a pet is in the returned tab, you cannot change the status. If this is an error or an application should not be in the returned tab, please contact support@petstablished.com and let us know. 

How do I change the status of an application?

To change the status of a pending application, click on My Applications, then click Applications.  From there you can click the Pending, Hold, Approved, Adopted, Fostered, or Denied tab, select the pet/application you want to change, and then click the Review button.  Scroll to the bottom of the application, and next to the tool tip (?), select the appropriate status from the drop down menu, and then click Change Status.  If you do not see the option to finalize the application, it means the pet has already been adopted/fostered. If a pet is in the returned tab, you cannot change the status. If this is an error or an application should not be in the returned tab, please contact support@petstablished.com and let us know. 

How does application automation work? (I.E. Some pending applications have been automatically moved to hold. Why did this happen?)

As you process applications, certain things will be automated to save you time. Automation only occurs if there are multiple applications for the same pet. Below are a list of the automation scenarios and how they work.


  1. Hold Automation – If there are multiple pending applications of a specific type for the same pet, if one one of those applications get finalized, then the other applications (of the same type) for that pet get moved to the hold tab (since the same pet can’t be adopted or fostered by more than one person at the same time).

  2. Returned Automation – If a pet has a finalized foster application (located in the fostered tab) and someone adopts the pet. When you finalize the adoption application for that pet, the finalized foster application (located in the fostered tab) will get moved to the returned tab and the finalized adoption application will get moved to the adopted tab. This indicates that the foster returned the pet and the pet is now in possession of the adopter.

  3. Denied Automation - If someone answers a question on your application unfavorably, and you’ve set that response to Reject, then that application gets moved to the Denied tab in you Applications section.

  4. Tab Automation – If an application is approved, denied, hold, finalized, or returned by setting the status of the application manually, the application will be moved to the appropriate tab in your Applications section.

How do I know an adopter registered the microchip after the pet was adopted?

When the adopter registers the microchip on our registry platform, both the adopter and the adopting organization receive a confirmation email. You can also check to see how many free chips you have earned by going into the Buy Microchips section of your dashboard.

Where do I enter in the pet‘s microchip number for tracking (intake form or add/edit pet)

There a few ways or times to enter a pet’s microchip: when adding a pet, when updating a pet, when doing an intake summary, and when registering the pet’s microchip.

To enter the pet’s microchip when adding a pet, Click on My Pets, then select Pets. Click Add Dog or Add Cat in the upper right corner. After entering all other information for the pet record, scroll down to the Additional Information section, and enter the number in the Microchip Number field, then click submit. You can also add the microchip number to the pet’s record after creating it by selecting Edit under Profile on the Pets page. Here, you’d also scroll down to the Additional Information section, and enter the number in the Microchip Number field, then click submit. If you create a medical intake summary for a pet, you can enter the microchip number there as well. Lastly, when finalizing the application, if you elect the register the chip for the adopter, the system will require you to input a microchip number (if one had not been entered in the pet’s records previously) prior to registering the microchip.

How do I receive money each time one of my adopters registers the chip?

With our revenue-sharing program, each time one of your adopters register their pet’s microchip in our registry, we pay you $2 for each of those processed microchip registrations. Please make sure to set up your bank account. If your bank account is not set up you will not receive the $2 for each registry.

How much does your microchip registry cost?

For beta testers and organizations participating in Early Sign Up, the registration is $12.99, and it is a one-time, lifetime fee that is good for the life of the pet. For organizations signing up after June 7th, the registration fee to their adopters will be $17.99, also one-time, and good for the life of the pet.

How do I register a microchip for the adopter when processing an adoption?

When finalizing the application, a window pops up which gives you the option to register the chip for the adopter or to have the adopter register the chip later. To register the chip for the adopter, click Register Chip Now. Input the microchip number (if none is present). Please note: if the microchip number was already included in the pet’s record, it will appear in the microchip number field. Preview the pet, and both your organization’s and the adopter’s information, then click Process Registration. On the next page, input and/or review the adopter’s billing information, then click Process Payment. A window will pop up in which you will input the adopter’s payment information. Once it is submitted, the microchip is then registered.

How do I look up a microchip number after it is registered?

To look up a microchip number after it’s been registered, click on Microchip Search at the top left of the page. Input the microchip number, and click Search. If the pet gets lost the chip number can be found in American Animals Hospital Association‘s database, www.petmicrochiplookup.org and on our website at https://www.petstablished.com/microchip_search.

How much do your microchips cost?

We sell our microchips for $7.99 each, and they are sold in packs of twenty (20). We also have volume discounts available of up to 30% depending on the dollar amount of the order. If your adopters register the chip each time an adoption is processed, you will be able to earn microchips for free!

Where do people go to make donations?

To make a donation, your visitors, adopters, and fosters can click on the Donate button on each of your available pet’s public pages as well as on your public page on our site. To share your pets’ profile pages, click on Pets, and select Pets. Under Profile, click Preview. By using the Facebook and Twitter icons on each pet’s page, or by copying the web address in the address bar of your web browser, you can share the link to the pet’s page. You can also share the link to your organization’s public profile page. To do this, click on My Account, and select Profile Settings. In the upper right corner, click Preview Public Profile. You can then share the link to your organization’s public page by copying the link from the browser’s address bar.

Are people able to give recurring donations or donate to a specific cause?

Currently, this feature is not available, but we will be adding this capability in the near future.

Where do donations show up once they are submitted online?

To view your donations, click on My Organization, and select Donations. There you’ll find all the online donations that you’ve received through your public page as well as through your pet’s public pages. You can see the total donations received as well as the amount of processing fees paid. All your donation data is searchable by date, amount, donor name and event.

How do I enter in a donation manually?

You can also add in an offline donation that was receive at an event, in cash, or via check. To do this, click on My Organization, and select Donations. In the upper right corner, click the Add Donor button. Enter the donor’s information, then enter information about the donation type and the donation amount. You can add a description as well as notes about the donation, then click Submit.

Am I able to track expenses through the software?

Currently, this feature is not available, but we will be adding this capability in the near future.

How do I set up my account to receive donations?

To set up your account to receive donations, click on My Organization, and select Bank Account. Input the name on the account, the account number, and the bank routing, or ABA, number. After reviewing our terms of service and the Stripe Connected Agreement, check the box, and click Submit. You will then be able to receive donations submitted through your organization’s public page and on all of your pet’s public pages on our site.

How do I post adoptable pets on my own website?

To embed a list of adoptable pets on your site, click on My Organization, click on Widgets, and then click on the Pet Widgets tab. There, you can copy and paste the pet listing code on a page on your site. When your potential adopters or fosters visit your site, they can see a list of all available pets. They can then click either the adopt or foster, buttons which will take them to the online application that is assigned to that pet. From there they can fill out the application and apply to adopt or foster the pet.

How often do the automatic exports run?

Exports can take up to 24 hours to update on each export site. If you see that the exports are not going through, please wait at least 24 hours before reporting the problem. If the pets/updates are still not there 24 hours after they have been updated, please email support@petstablished.com and let us know.

How do I set up exports to adopt-a-pet?

Please note that the FTP information is different than your regular log in information.
To set up exports of your available to pets to Adopt-A-Pet, click My Organization, select Widgets, and then click on the Export Services tab. Here you can set up the file transfer protocol, or FTP, information. We also have instructions listed here on the right on how to complete the set up. If you do not have the FTP information, please contact Adopt-a-Pet to get it prior to setting up your account for export. Once it set up, we take of the automatic updates to those sites for you, and the updates happen every twenty four (24) hours.

How do I set up exports to petfinder?

Please note that the FTP information is different than your regular log in information. To set up exports of your available to pets to Petfinder, click My Organization, select Widgets, and then click on the Export Services tab. Here you can set up the file transfer protocol, or FTP, information. We also have instructions listed here on the right on how to complete the set up. If you do not have the FTP information, you’ll need to contact Petfinder to get it prior to setting up your account for export of your available animals to their site. Once it set up, we take of the automatic updates to those sites for you, and the updates happen every twenty four (24) hours.

How do I set up exports to rescuegroups.org?

Please note that the FTP information is different than your regular log in information. To set up exports of your available to pets to Rescuegroups.org, click My Organization, select Widgets, and then click on the Export Services tab. Here you can set up the file transfer protocol, or FTP, information. We also have instructions listed here on the right on how to complete the set up. If you do not have the FTP information, you’ll need to contact nRescuegroups.org to get it prior to setting up your account for export of your available animals to their site. Once it set up, we take of the automatic updates to those sites for you, and the updates happen every twenty four (24) hours.

I set up my exports but they are not going through. Why is this happening? I updated my pets yesterday but the changes did not happen on the export sites. What happened?

This sometimes happens if you enter in information late in the day. We run the exports once a day usually very late at night EST. Also, if you want them to update sooner, you can click edit (under the action column in the widgets section of your dashboard) and hit update. It will run when you do this (keep in mind it still takes a few hours to show up on the export site. If you do not see your updates after a few days it means something is wrong. Please contact us if this is the case.

How does duplicating a pet work?

Use this feature when you have a litter or a number of other pets that have similar attributes. To use the Duplicate feature, click on My Pets, and click Pets. Select the pet record that you want to duplicate, and on the far right, click Duplicate. When the window appears, enter the new pet’s name, then click Duplicate. You can repeat this process at any time and/or as often as is necessary.

How do I delete a pet from the system?

To delete a pet from the system, click My Pets, and select Pets. Search the pet in question and on the far right, click Delete. Doing so actually archives the record so that it no longer shows as an active pet or record in the system. You will be able to view deleted pets by selecting archived in the status filter located in the top right of the Pets section of your dashboard.

How can I associate an application with a specific pet?

To associate an application with a specific pet, go to My Applications, and select Applications. In the upper right corner, click Add New Applicant. Input the applicant’s information, or if a previous adopter or foster, select them from the drop down menu. From the pet search, select the pet in question, and click Adopt or Foster as appropriate. In the pet application window that appears, click Create Application.

If the application has already been submitted without any pet association, or as Unknown, to change Unknown to a specific pet, go to My Applications, and select Applications. Select the application in question, and click the Review button. At the top left of the application, select the appropriate pet from the drop down menu, then on the right, click Set Pet.

How do I add, edit, or remove a pet using Petstablished?

To add a pet, click on My Pets, then click Pets. In the upper right corner, click Add Dog or Add Cat. Input the information listed in the fields. Here, you can upload up to six images of the pet, include video, and upload important pet documents as well. Scroll down, and add in information with regard to physical characteristics, and internal or animal control ids, attributes, and any other internal notes that you may to include in the pet’s record. You can then assign that pet an adoption or foster application. Once all the information has been added, click Submit. Once you do this, the system will ask if you’d like to create or add a medical record at that time.

Why can’t I select adopted or fostered as a status?

In order to change the pet’s status to Adopted or Fostered, the adoption or foster has to be properly processed, or finalized in our system. To finalize an application, click on My Pets, and select Pets. Under Process Application, select Adopt or Foster as appropriate for the pet in question, input the applicant’s information (if already in our system, you can select the applicant from the drop down menu), and then click finalize application in the pet application window that appears. You can also finalize an application by clicking on My Applications, then clicking Applications. In the upper right corner, click on the Add New Applicant button, and input the applicant’s information or select them from the drop down menu. Select the pet from the search box, click Adopt or Foster as appropriate, and the click Finalize Application in the pet application window that appears. If you already have a pending application for a pet/applicant and the applicant fosters or adopts the pet, you can go to the application section of your dashboard, find the application that needs to be finalized, review it, and finalize it.

How can I ensure a pet that is not available for adoption or fostering does not show up as available in our adoptable iframe and on its public profile page?

To do this, click on My Pets, and select Pets. Select the pet in question, and on the far right, click Edit. Select one of the following statuses as appropriate or depending or your needs: Cross-Post, Deceased, Domestication, Euthanized, Hold, Not Available, Transferred, and Trap-Neuter-Release. Choosing one of these statuses will automatically hide their information and disable the adopt and foster buttons in the adoptable iframe and on their public page.

You can also individually disable the adopt or foster buttons for each pet according to your needs. After selecting a status, go to the Adoption and Foster application drop downs and select invisible as needed. Doing so will
hide their information and disable adopt and foster buttons in the adoptable iframe and on their public page.

What are the intake summary, needs foster, and pet holder columns for?

The intake summary columns allow you to view or duplicate an existing medical intake summary. An intake summary is a document that some organizations create to record what kind of shape the pet was in when it came to them or was rescued. In addition a medical intake summary is sometimes also done to its adoption. To view or duplicate an intake summary, under Intake Summary, click View or Duplicate. Clicking View will display the intake summary for the pet in question. Clicking Duplicate for a specific pet intake summary will allow you to change or select a new pet, and create a new intake summary.

Note: We have not discussed the Needs Foster or Pet Holder columns, so please fill these in. Thanks.

How can I use filters to instantly find the pet I am looking for?

To do this, click on My Pets, and select Pets. At the top of the page are filters that you can easily use to search and find the pets you are looking for. You can search by specific pet name, pet type, age, gender, and status. When you make your selections, the information appear in list form. To clear your selections, click Reset Filters.

What pet statuses will NOT automatically publish to Petfinder, Rescuegroups, Adopt-a-Pet etc?

The following statuses will not get exported to other sites: Adopted, Archive, Transferred, Deceased, Deleted, Pending Adoption, Euthanized, Returned, Clinic Registry, Not Available, Pending, Hold, Trap Neuter Release, Returned To Owner 

How can I convert a reminder into a medical record?

To convert a reminder into a medical record, either search or scroll to the medical reminder in question, and on the far right, click the double arrow circle icon under Convert To Medical Record. After being converted a Medical Record, it will show on both the pet’s medical record page and in the searchable Medical Records index.

How do I filter through reminders?

The Reminders index is searchable by pet name, record type, subtype, and date as well. When you first enter the reminders section, it will be sorted in that the closest upcoming procedure will be at the top. To filter your search, select the appropriate parameter(s) and click on the drop down to make your selections. The information will then appear in a list view. There is also a calendar view available as well. To clear your selections, click the Reset Filters button.

How can I instantly bring up a calendar or list of all upcoming medications or procedures that need to be administered?

To see a list of all upcoming medications or procedures, click My Pets, and select Reminders. Click Due Date, and it will list all upcoming medications due or procedures to be administered in order of newest to oldest. You can also click the calendar view in the top right of the reminder section.

How do I set up a reminder?

To set up a reminder, click My Pets, and select Reminders. In the upper right corner, click the Set A Reminder button. In the pop up window, from the drop downs, select the pet, the record type, sub type, and input a description as appropriate. In the email field, input the email addresses of those persons you’d like the reminders to go to (you can do multiple addresses, but they must be separated by a comma).

You can then set up the reminder as a single reminder, a single repeating reminder, or a multiple repeating reminder. With a single reminder, you set the appointment date and time. You can set up notifications in advance of the appointment, then click Create Reminder. With a single repeating reminder, you set the appointment date and time, set up notifications, if desired, and then indicate how often it repeats by the day, week, or month, then click Create Reminder. With the multiple repeating reminder, set the appointment time, and any desired notifications, and state on what day(s) of the week the reminder is to start and/or repeat. With both of the repeating reminders, be sure to check the End Day/Interval box to indicate when the reminders will end, or they will repeat on you forever.

Once you click Create Reminder, the reminder will show on the pet’s medical records page and in the searchable Reminders index.

Are adopters and fosters able to update the pet’s medical records after the pet is adopted?

In our system, once a pet is either adopted or fostered, the medical records are automatically sent to the adopter or foster via email. Once they click the link, they are able to create a password to view and update the pet’s medical records. Once a pet is adopted, the adopter both the adopting organization and the adopter have online access to the pet’s medical records.

How can I manually enter a medical record for a pet?

To enter a medical record for a pet, click My Pets, and select Pets. Search or scroll to the pet in question, and under Medical Records, click Access Records. At the top right, click Add New Medical Record. Click Add Vet, and complete the fields in question, then click Save Vet. The newly added vet will appear in the drop down menu, and only needs to be added once. To make changes to the vet’s information, click Edit Vet, and update the vet’s information as necessary.

Once the vet has been added and/or edited, you will not need to add the same vet again. Any time you enter in a new medical record, you can select the appropriate vet from the drop down. Then, under Record Type, select the type of record you’d like to create. Once you select a record type, a list of sub types will appear from which to choose. As you choose the record type the subtypes will also change out. After making those selections, enter the desired information, including the follow up date, date of visit, and any additional notes or comments you’d like to have as part of the pets record, then click Create Record. If you have multiple records to add at once for the same pet, click Save and Create New. The newly created record(s) will show on the pet’s medical records page as well as in the Medical Records index.

I uploaded a document to a medical record and I could not see it. What happened to it?

If the document does not appear in the medical record, it means the upload failed. Please go back, edit the record, and upload the document again.

How can I duplicate a medical record, or add the same medical if the same medication, vaccine, etc is given to multiple pets?

To duplicate a medical record, go to My Pets, and select Medical Records. Search or scroll to the record in question to be duplicated, and on the far right, click Duplicate. In the pop up window, select a new pet, input or select the date, and click Complete Duplication.

How can I add multiple medical records to a pet at one time?

To duplicate a medical record, go to My Pets, and select Medical Records. Search or scroll to the record in question to be duplicated, and on the far right, click Duplicate. In the pop up window, select a new pet, input or select the date, and click Complete Duplication.

How can I send the medical records to an adopter or foster once they are in possession of the pet?

In our system, once a pet is either adopted or fostered, the medical records are automatically sent to the adopter or foster via email. Once they click the link, they are able to create a password to view and update the pet’s medical records. Once a pet is adopted, the adopter both the adopting organization and the adopter have online access to the pet’s medical records.

How can I upload a PDF of a medical record for a pet?

To upload a PDF of medical record for a pet, click on My Pets, and select Pets. Search or scroll to the pet in question, and under Medical Records, click Access Records. Select a vet, then click Attach Medical Record. Select the file in question, and attach it accordingly.

You can also upload a PDF of a medical records to the Pet Documents section. To do this, click on My Pets, and select Pet Documents. In the upper right corner, click the Upload New Document button. Attach the file, input or select a tag, and select a pet. Add a title and name to the document, then click Create Pet Document. Please note, if you upload the medical record here it will not automatically be placed in that pet’s medical records. The best spot to do this is within the pet’s actual medical records.