This procedure is used for when animals that are in the shelter are transferred out to a financially contracted agency or to an external shelter/rescue.
Please note: the term "Agency" may be variously described depending on your local settings (e.g. Council, Warrant Area). We will use the term "Agency" for the purposes of this document, but please substitute your local terminology as required.
- Obtain the Animal ID.
- On the Welcome page, locate the Go To Agency: or Go to Shelter / Rescue: field as applicable and click on the down arrow to select the appropriate external shelter or rescue.
- Click View. This will bring up the Search Results page or the Edit Person Details page that has been set up for the agency or shelter/rescue.
- If the Search Results page displays, ensure you selected the correct agency. If this is the correct agency or shelter/rescue, click on the link to the left of the listing to enter the record.
- IMPORTANT NOTE: if your site is enabled to send information to Home Again, and the Reason for Transfer selected is set to Send to Home Again, you will not be able to complete a transfer out to an Agency or Shelter/Rescue without the following fields being present on the Person Details page:
- First name, last name, either a mailing address or email address, at least one phone number.
- pet details required name, microchip, desex.
- IMPORTANT NOTE: if your site is enabled to send information to Home Again, and you use the Status Transfer Out - Awaiting Pick-up for animals that are not quite ready (e.g. they may not have been spayed/neutered or microchipped yet), it is important that you contact your support team (either support@usshelterbuddy.com or support@shelterbuddycom) and ask them to make sure any animals that may be microchipped are set to "sometimes send to Home Again". Failure to do so means this status will not work correctly.
- If the details on the Edit Person Details page are correct and complete, click on the Scroll To Bottom link in the upper left-hand section of the screen and then click on the Agency Outgoing link in the Personal Categories
- For ONE animal only: On the Agency Outgoing page click on:
- Existing Outgoing Agency Animal
- On the Animal Search page enter the Animal ID in the Go To Animal ID Click View.
- Complete the following:
- Status: click on the down arrow to select the Transfer Out status. If the animal is DOA, the status DOA - Transfer must be used.
- Date Out / Lost: This may default, check to ensure the correct date displays. If not, click on the Calendar Icon to select the date the animal left the shelter.
- Click Update Details.
- The Agency Outgoing page will display.
- Click on the down arrow to select the reason the animal is being transferred out of the shelter to the agency.
- Click
- The Receipt Type page will display. Click on the Receipt for One Animal
- The Add Receipt page will display.
- Make all applicable changes if needed. Usually, money does not change hand at this point and a receipt is not processed.
- If your site is digital signature enabled, you will need your client to enter their signature now.
- Scroll to the bottom and click Update + Print. Print copies as required, or return to the Animal Details page to email them directly to the client.
- For MULTIPLE or BULK animals, click on:
- Multiple Existing Outgoing Council Animals
- At the top of the screen add the Animal ID numbers either individually, by range or by litter as required.
- Press the Enter key to add each number, range of numbers or litter to the list below.
- Click "NEXT"
- Once all animals to be transferred out have been entered, Complete the following:
- Transfer Reason: click on the down arrow to select the reason the animal is being transferred out of the shelter to the agency.
- Status: the Transfer Out status should default, but if not use the down arrow at the end of the drop down box to select it OR select the status Transfer Out - Awaiting Pick-up.
- Status Date / Time: This may default to "Today" so check to ensure the correct date is displayed. If not, click on the Calendar Icon to select the date the animal left the shelter. Click the clock to adjust the time setting.
- Sub-Status: if applicable to this outgoing process on your site.
- Click PROCESS to finish.
- If the Transfer Reason is set to send to Home Again, you will see a warning pop-up. If the Transfer Reason is set to "send to Home Again later", click Add enrollment later and click the Continue button. Click Process again to proceed.
- If it is not set to "send to Home Again later", click Back to close the pop-up, Cancel the transfer process and update the animals before trying again.
- The Add Receipt page will display.
- Make all applicable changes if needed. Usually, money does not change hand at this point and a receipt is not processed.
- If your site is digital signature enabled, you will need your client to enter their signature now.
- Scroll to the bottom and click Update + Print. Print copies as required, or return to the Animal Details page to email them directly to the client.
Microchipping The Pet After The Transfer
- Search for the animal and load the Animal Details page
- If the pet has not yet been sent to HA and it is flagged as a “send later” reason, then an unobtrusive reminder will show in a notification panel at the top of the screen “This pet is still waiting to send to Home Again”.
- Check that the following criterion is met:
- The pets last update the user selected to “not send to HA”
- The pets last update was not sent to Home Again already (this is to prevent a possible issue of sending duplicate enrollments)
- And the user enters a microchip (and any other relevant information) and clicks Update Details.
- You will then be prompted: “This pet has been adopted but not sent to HA, would you like to send this pet as an enrollment now?”.
- Click “yes” then HA required fields are mandatory and the pet is updated first and then sent to Home Again.
- Click "no" the enrollment is never sent and the pet is updated without the HA required fields.
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