Many pet care facilities require clients to keep their pets up to date on their vaccinations. Time To Pet Facility can help you track vaccinations and their due dates, and run reports to see which pets are missing vaccinations, which have past-due vaccinations, and which have vaccinations that are set to expire soon. Time To Pet Facility also supports optional features that allow pet parents to upload their vaccination records through their Client App/Portal and block pet parents from requesting services if their pets are past due on their required vaccinations.

First, let's review how to create new vaccinations for your company and some of the available vaccination settings. Your master list of vaccinations can be found in the Settings > Client Settings > Vaccinations section of your Admin Dashboard:

There are two options you can configure in the Vaccination Settings section of the page. First is the Send Vaccination Reminder Email setting. When enabled, Time To Pet can send your Admin team a reminder email for pet vaccinations that are past due, currently due, or upcoming. This reminder can be set to be sent Never, Daily, Weekly, or Monthly.

Next is the Allow Clients To Manage Vaccinations setting, which allows your clients to manage their own vaccinations. When enabled, pet parents can upload their pet's vaccination records via the Client App or Client Portal.

Let's now review how you can add a new vaccination to your account. To add a new vaccination, navigate to the Settings > Client Settings > Vaccinations section of your Admin Dashboard and then click + Add Vaccination Type:

The Vaccination Type window will open up, and you will be able to give a name to your vaccination, decide which pet types the vaccination is required for, and choose when it's required:

Who Needs This? - This option allows you to determine whether a vaccination will be applied and required by all pet types or only specific ones. If you choose the Only Specific Pet Types option, you can check the box for each pet type you want the vaccination to be applied to.
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When Is It Required? - This option allows you to decide if the vaccination will automatically be added to a pet's profile whenever a new pet is created, if it will be added to both new and existing pet profiles, or if it has to be manually added to a pet's profile by an Admin or Office Manager with the correct permissions.

If you choose Require For All Existing + New Pets, it will automatically be added to all existing pet profiles that match the pet types you set in the Who Needs This? option. When this happens, the due date for that vaccination is set to the current date for any pets it's applied to.

If you choose Automatically Required For New Pets, it won't be added to existing pet profiles, and will only be applied to pet profiles created from that moment forward. If you choose Only When Manually Added To A Pet, the vaccination type will not be automatically applied to any pet profiles and must be manually added from the Vaccinations tab on a pet's profile.

Any vaccinations that you have created will be listed in this section of Time To Pet Facility, and you can edit or delete them as needed:

After creating the vaccinations you want to track, let's navigate to a pet profile now to add them! This can be found in any client profile's Pets tab. Each pet will have a Vaccinations tab below their name and to the right of their Details tab. Click on this tab to access it:

To add a new vaccination type to a pet, click the Add Vaccination button. Time To Pet will allow you to select a vaccination from the master list of vaccination types you have created for your company and set an expiration date for it:

You can also create a new vaccination to track using the Quick Create Vaccination button, which is located to the right of the Type dropdown menu. You can only set the name for the vaccination type using this option. To make further specifications, you will need to navigate back to the Settings > Client Settings > Vaccinations section of your account:

After adding all of the vaccinations you want to a pet's profile, you will see them in a list format with the vaccination name, the due date, and a countdown showing you how many days it is until that vaccine is due:

To view more details on a specific vaccination, click the plus symbol to the left of any vaccine:

From here, you can change the vaccine's expiration date or upload vaccination records (such as paperwork from the client's vet confirming the pet received the vaccine and its new expiration date). Time To Pet will also track the complete history of this vaccine and who added records and when.

If a vaccination document doesn't appear on a pet’s profile after it's been uploaded, ensure all upload steps were completed, including clicking the Upload Record or Submit buttons.

Vaccinations can also be added to multiple pet profiles at once from the Settings > Client Settings > Vaccinations section of your account by using the Perform Bulk Action tool at the bottom of the Vaccinations section:

If your client has included their vaccination records as an attachment to a message sent through their Conversation Feed via their Client App or Client Portal, Time To Pet Facility makes it easy to save this attachment to the vaccinations section.

When viewing a message with an attachment in the client's Conversation Feed, Time To Pet will show you a copy icon to the far right. This can be clicked in order to save the attachment to the client's Docs tab or to their pet's profile:

The attachment can be saved to two separate places in Time To Pet Facility. As we just mentioned, one of the places you can save the attachment to is as a client document, which will populate in the Docs section of the client's profile:

You can also choose to copy the attachment directly to the Vaccinations section of a pet's profile. When this option is chosen, Time To Pet will ask you to choose which pet the vaccination records are for, as well as which vaccination types they include:

When you're ready to copy the documents over, click Copy Attachment. Time To Pet Facility will automatically save this as a new record associated with that pet and the vaccination type(s) selected.

Time To Pet Facility supports the ability for you to allow pet parents to upload vaccination records directly to their pet's profiles from their Client App or Client Portal. When enabled, the Vaccinations tab on pet profiles will now be visible to pet parents, and your Admin team will be able to review and approve all vaccinations and vaccination records after they are added by a pet parent.

If you would like to allow pet parents to manage their own vaccinations, first enable the Allow Clients To Manage Vaccinations feature in the Settings > Client Settings > Vaccinations section of your account:

If you allow your clients to manage their own vaccinations, you can also require Pet Vaccinations to be up to date before pet parents can request services. This can be enabled in the Settings > Client Settings > Portal Settings section of your account, and you can learn more about this feature here.

After your pet parents have uploaded new vaccination records, your Admin team can review and approve them. There are two places you can do so. The first is in the Approvals > Pets section of your Admin Dashboard:

The second area is directly on a client's profile. They can be found toward the top of the profile, underneath the client's name, profile tags, and any flags that have been assigned to their profile:

You can click the attachment to review the records, then choose to Approve or Decline the vaccination records.

Time To Pet Facility supports several notifications and reports related to vaccination records. We have included more detailed information about each of them below.

In the Vaccination Settings section of Time To Pet Facility, you can enable the Vaccination Reminder Email, which can be sent Daily, Weekly, Monthly, or Never:

Time To Pet Facility will also notify you if a pet has a past-due vaccination or a vaccination due within the next 30 days when you view their profile:

You will also see a notification of past-due vaccinations when opening the Client Hub for the client:

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And lastly, you will see an overdue vaccination notification when a client has pending service requests:

Time To Pet provides robust vaccination reporting in the Vaccinations tab of your company's Pet List. Reports can be run to see a list of all pet vaccinations. You can filter these reports by expiration date and vaccination type, and sort the list by each column:

You can also view reports for pets with missing vaccinations. This report can be filtered by vaccination type and sorted by column:

If you would like to remove a vaccine from multiple pets in bulk or would like to delete it from your account permanently, you can do so in the Settings > Client Settings > Vaccinations section of Time To Pet Facility.

To remove or delete a vaccine, click Delete next to where all of the vaccination types that have been created for your company are listed in the Vaccinations section of that page:

The following options will appear when you do so:

Then, click directly on the option needed and click the corresponding Remove or Delete button that appears under that option to complete the action:

Currently, only the Admin and Scheduler roles will receive this email.
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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 the Vaccination Settings section of your account.

Unfortunately, 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 contact these customers quickly.
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Because vaccinations are so important and require verification of vaccine records, clients cannot update this information themselves.