For many pet sitting and dog walking businesses, it is required that their clients keep their pets up-to-date on all of their vaccinations. Time To Pet can help you track vaccinations, their due dates, and run vaccination reports to see what pets are missing vaccinations, are past due or have upcoming due dates.
First off, let's review how to create new vaccinations for your company.
Your master list of vaccinations can be found in the "Vaccinations" tab in Client Settings.
To add a new vaccination, simply click the "Add Vaccination Type" button.
Time To Pet will show you a list of the vaccinations you have added and you can edit or delete any vaccinations from this section.
Adding Vaccinations To Pet Profile
After creating the vaccinations you will be tracking, let's navigate to a pet profile. This can be found in the "Pets" tab of any client profile. Each pet will have a "Vaccinations" tab listed just below their name.
To add a new vaccination to a pet, click the "Add Vaccination" button. Time To Pet will allow you to select from the list of vaccinations you have created and set an expiration date for that vaccination.
Pro Tip: You can also create a brand new vaccination to track by using the "Quick Create Vaccination" button.
After adding all of the vaccinations to a pet profile, you will see them in a list format with the vaccination name, the due date, and a countdown showing you how many days til that vaccine is due. Vaccines that are past due or due today will show up in red, vaccines that are due within the next 30 days will show up in orange and vaccines that are due more than 30 days in the future will not be highlighted.
You can click the "+" symbol next to any vaccine to see more details.
From here, you can change the expiration date of the vaccine or upload records (like a vaccination report from this clients' vet). Time To Pet will track the complete history of this vaccine.
Adding Records From Conversation Feed Attachment
If your client has included their vaccination records as an attachment to a message sent via their conversation feed, Time To Pet makes it easy to save this attachment to the vaccinations section. When viewing a message with an attachment in the conversation feed, Time To Pet will show you a "copy" icon to the far right. This can be clicked to save this attachment.
The attachment can be saved to two separate places in Time To Pet. First, you can save this as a client document to the "Docs" section of the client profile.
You can also choose to copy the attachment directly to the pet vaccination records section. Time To Pet will ask you to choose a pet and the vaccinations that are included in the vaccination report.
After clicking the "Copy Attachment" button - Time To Pet will automatically save this as a new record associated with that vaccination.
Keeping Track Of Vaccinations
Time To Pet supports several notifications and reports related to vaccination records. First is the vaccination reminder email report.
Vaccination Reminder Email
You can enable a daily, weekly or monthly vaccination reminder email in Pet Settings under the "Vaccinations" tab.
Vaccination Reminder Notifications
Time To Pet will also notify you if a pet has a past due vaccination or a vaccination due within the next 30 days when viewing their client profile.
You will also see a notification when viewing a service order for the client on the Scheduler.
And lastly, you will see a notification when a client has pending events.
Time To Pet provides robust reporting related to vaccinations in the "Vaccinations" tab of the Pet List. Reports can be run to see a list of all vaccinations for all pets. You can filter this by expiration date, vaccination type and can sort each column.
You can also view reports for pets with missing vaccinations. This can also be filtered by vaccination type and sorted by column.
Who gets the pet vaccination reminder email?
Currently, only admin and office managers will get this email.
What if my company does not require vaccinations?
Vaccination notifications are only shown if vaccinations have been created and added to a pet profile. The vaccination reminder email will only be sent if enabled in Pet Settings.
Can I send vaccination reminder emails to clients?
We do not currently support automated reminders but you can view reports for pets that have vaccinations set to expire soon and create a Saved Reply to quickly contact these customers.
Can clients update vaccination records themselves?
Because vaccinations are so important and require actual verification of vaccine records, clients can not update this information themselves.