In this section you will learn:
PetPoint has the ability to maintain a “rolodex” of the agencies you work with, including the people who work for those agencies. Agencies may consist of Shelters/Rescues, Animal Control Facilities, Veterinary Hospitals, Vendors & Business Contacts, or any other Agency Type you wish to add. Agency records are required when doing Transfer Intakes, Seized Intakes, and Transfer Outcomes. Agency records allow you to track the number of animals coming in and/or going out per Agency while still tracking the individuals that were involved in the animal’s arrival or departure. Agencies with an agency type of vendor are required to create invoices and orders. Agency records are created and maintained via the Edit - Agency Screen.
The Agency Screen can be broken down into several sections:
Agency List
List of Agency Records you have setup in PetPoint. Select an existing Agency from the list to modify or click the Create New Agency button to setup a new Agency.
You can view all Agencies, sorted by Active or Inactive, by using the radio buttons at the top of the screen. You may also sort the Agency List by clicking any of the blue column headers for Agency Name or Type.
Agency Memo
Much like animal and person records, you can have Agency memos, with their own types and sub types that are customizable by an administrator. Click the button and a pop up window will appear.
Details for the Agency, including Name, Type, and Status, all of which are required fields. Only Active Agency Records can be used for Intakes & Outcomes.
Agency Addresses: Allows you to track all addresses for an Agency. Addresses are NOT required. If you wish to add an Address, fill out the desired fields in this section and click the Add button. If you do not wish to add an Address, simply skip all of the fields in this section, including the Add button.
Agency Phone Numbers: Allows you to track all phone numbers for an Agency. At least one (1) phone number is required to save an Agency. If the Agency does not have a phone number, you can enter 888-888-8888 to meet PetPoint’s requirement for having a phone number for every Agency record. Both the Phone Number and Type are required fields for each phone number.
Agency Email Addresses: Allows you to track all email addresses for an Agency. It is not necessary for an Agency to have any email addresses. If you wish to add an Email Address, fill out the desired fields in this section and click the Add button. If you do not wish to add an Email Address, simply skip all of the fields in this section, including the Add button.
Use the Person Search box to find and select the Person Record in your database that you wish to add to this Agency. When linking the Person Record, indicate the Position the Person holds with the Agency. The Active box can be unchecked if the Person is no longer associated with the Agency. The Include on Mail Labels box should be checked if you plan on printing mailing labels for agencies, and wish to have this person’s name listed under the Agency Name on the labels. Click Add to add this person record to the list of Agency Members.
You can link as many Person Records to a given Agency Record you wish. You can link a Person Record to as many different Agency Records as you wish, also.
In order to use an Agency Record for Intake Transfer, Intake Seized, and Outcome Transfer, you must link at least one person record to that Agency. It is not required to have a contact if you are setting up a vendor agency, but you may list one if you would like.
When a Person is a member of an Agency, on the Edit Person screen their Agency Status will be listed.
1. Click the Create New Agency button.
2. Add the desired Agency information, making sure to fill in Agency Name, Status, Agency Type, add at least one phone number, and add at least one Person Record to the Agency.
3. Click on Submit to create the Agency.
1. Click the Create New Agency button.
2. Add Name of Vendor, and all contact information. Assign the Agency Type of Vendor.
3. You may add person records if you wish, this is not required.
4. Click on Submit to create the Agency.
Once an Agency has been saved to your database you can always come back to Edit - Agency, select the Agency and make corrections or additions to the record at any time.
Last updated for SMS & Lite June 22, 2009 - Melissa Wainscott