Agency Incoming Animal Procedure (Contractual Agreement between the Shelter and the Agency)


This procedure is used for entering animals that are being transferred in from a financially contracted agency.

  1. If the animal has ID or a Microchip the system should be searched to see if the animal already exists in the system. If animal is in the system make a note of the Animal ID
  2. On the Welcome: Go To Agency: click on the down arrow to select the appropriate agency.
  3. Click This will bring up the Search Results page or the Edit Person Details page that has been set up for the agency. 
    • If the Search Results page displays, ensure you selected the correct agency. If this is the correct agency, click on the link to the left of the listing to enter the record.
  4. On the Edit Person Details page, click on the Scroll To Bottom link in the upper left hand section of the screen and then click on the Agency Incoming* link in the Personal Categories
    • * This field may be alternately labelled depending on your local settings, e.g. Council Incoming
  5. On the Agency Incoming page click on the Add New Incoming Agency Animal
    • If the animal is already in the system on the Agency Incoming page click on the Enter Existing Incoming Agency Animal
    • On the Animal Search page enter the Animal ID in the Go To Animal ID Click View.
  6. Complete the following (All Yellow fields are mandatory and may or may not be listed below):

Identification Details

  1. Status: click on the down arrow to select the appropriate status for the animal.  
    • If the animal has any Identification on it should be filled in at this time if possible. This information is contained in the Identification Area on the system. The status should be ID Trace in this case.
    • Some Animal Control Officers will also use a report number and this should be put in the ACO Record #
    • There is an area for the confirmation of Microchip numbers as to their existence in the animal or not under Identification Confirmation details. This is the light blue area just under the Identification area on the system
    • Other ID (e.g. tattoos): this field can be used to record a-typical identifying details that may be useful when searching for matches; e.g. breeder tattoos, livestock tag numbers, domestic bird leg bands, vet tags etc. 

Animals Details

  1. Class: The selection from this list will determine the Type  DOMESTIC will default and should be used for cats, dogs, puppies, kittens and birds.  For small pets, such as mice, change this to Pocket Pet.  For unusual pets, such as snakes, change this to Exotic.  For farm animals, such as goats, change this to Livestock.
  2. Type: The Type list is driven by what is selected in the Class Click on the down arrow to select the type of animal this is.  EX: dog, puppy, cat, etc. 
    • If cat or kitten is selected the Feral field will become mandatory.
  3. Breed/Species: The Breed/Species list is driven by what animal Type is selected. If the animal is a mixed breed, select the breed the animal primarily looks like. Type in the first one to four letters of the animal’s primary breed and the system will offer auto-complete suggestions. Select the relevant breed/species from this list.
  4. Spayed / Neutered: Select yes or no if the animal's spay/neuter status is known, or unknown if it is not. 
  5. Gender: Click the down arrow to select the animal’s gender.
  6. Circumstance: Click on the down arrow and select either Agency, Stray (With ID) or Stray (No ID).
  7. Primary Colour: The Colour list is driven by what animal Type is selected. Click on the down arrow to select the animal’s primary colour.
  8. Secondary Colour: The Colour list is driven by what animal Type is selected. Click on the down arrow to select the animal’s secondary colour.
  9. Distinguishing Features: This field is VERY important! Record any patterns on the animal, missing appendages, any scars, tattoos, pregnant, on heat, any injuries, shaved patches etc.  Having no distinguishing features is a feature in itself so indicate this if that is the case.  This field makes the animal an individual.

Status Details

  1. Due Out In (days) : If the date that defaults in the Due Date Out field is incorrect, enter the correct number of days the animal is to be on their stray hold in this field to change it.
  2. Due Date Out: Use the Due Out In (days) field to add or override a date.
  3. Date In/Found: Today’s date will default. Click on the Calendar Icon to select the date if this is incorrect.  This is the date the animal was found by the finder.
  4. Lost/Found Address or Location: Enter the street address where the animal was found.  If there is not an exact address, enter a description.  EX: “South side of Lincoln Park near the swings” or “near the cross streets of Main Street and Park Avenue”.
  5. City: Type the first one to four letters of the city name then press TAB or click on FIND CITY.  This will display a pop up menu that will display ALL cities within the selected state beginning with and containing those one to four letters in the order typed.  (*Note:  Some cities will show multiple times.  Select the one that displays the appropriate state and zip code to the right.)  Click on the appropriate city to select it.
  6. Post /Zip Code: This will default once you have selected the city.  If this zip code is incorrect, go back to the City: field, search and select the correct city that displays the correct zip code.
  7. Jurisdiction / Shire: Click on the down arrow and select the correct jurisdiction if this does not default.
  8. Shelter Location: Click on the down arrow to select the appropriate location the animal will be placed in within your shelter.
    • If known, click on the down arrow and select the kennel number of the kennel the animal will be placed in. If not known, this can be done after the animal has been placed.
  9. Date In Shelter: This is the date the animal was actually brought into the shelter.  Today’s date will default.  Click on the Calendar Icon to select the date if this is incorrect
  10. Click Add Details.
  11. Depending on your local settings, the Products & Services page will load. If any products or services are to be charged at this time, use the find feature to select them now.
  12. The Receipt Type page will display.
    1. This will take you to the Receipt Type Click on the Receipt for One Animal link or click on the No Receipt * link which will return you to the Edit Animal Details page. 
  13. * If No Receipt is selected, the process is complete.
  14. The Add Receipt page will display.
  15. Payment Method: Click on the down arrow to select Free of Charge. *Generally there is not a fee for admitting a stray; however, this may differ at different shelters.  This page is displayed so that donations can be entered if needed.
  16. If you site is enabled for digital signatures, have the client sign now. 
  17. Click Update + Print.
  18. If your site is not enabled for digital signatures, print two copies of the receipt, and have the client sign your copy.
  19. If your site is enabled for digital signatures and emailing receipts, return to the Animal Details Page to email directly once the PDF has generated.

Don’t forget to:

  • Take and upload a photo of the animal.
  • Enter vaccinations, tests and treatments if administered at the time of intake.
  • Print out a Kennel Card.
  • Add any applicable notes to the General Animal Notes link in the Animal Menu on the right side of the Edit Animal Details
  • Assign a kennel number to the animal once they have been placed, if it has not already been done.
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