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PetPoint has the ability to track a great deal of information, including addresses, phone numbers, email addresses, profiles, relationships, financial history, and animal history on the people in your database.
When visiting the Edit Person screen you can search for a person record that may have been entered into PetPoint during another operation. You can also create a brand new person record from this screen. You should make it a common practice to search for a person's record before creating a new record for them, to be sure you are not creating a duplicate.
To search for a person, use the PetPoint Search Tool and search by any of the following criteria: Name, Person Number, Identification, Phone Number, Address, Case Number, Case Reference #, Last 10, Email Address and Association. Checking the Fuzzy Search box returns exact matches and matches that sound like or have similar letters as the search criteria entered. The exact matches will be at the top of the results list followed by records that may sound like what you typed in.
When you select the person you are shown the Person Summary Grid, and also the various tabs that can be used to complete a Person's record.
The Person Summary Grid contains basic information about the person, as well as the green Person View Report button, which you can click on to display all information on the person’s record, including animal ownership and receipts.
The tabs that display for a person record are: Search, Express, Details, Contacts, Memos, Profiles, Petango Application, and Related Persons. Read more about these tab in the section on Creating Person Records on the Edit Person Screen below.
Person records are created and maintained via the various intakes and outcomes and on the Edit Person Screen. If you wish to fill in the Person tabs, click Create New Person to begin. This will take you straight to the Express tab.
On the initial tab, the Express tab, you must fill out the first and last name and check the "No Phone Numbers" check box, or add one phone number to be able to click Add Person or Save the record and see the additional tabs.
The Clear button closes the record and returns you to the search tab without saving. To save your changes on this tab, you may click Save or Add Person. Add Person will save the record and close it, returning you to the Search tab. Save will save the record and display the additional tabs.
Salutation: Enter Mr. & Mrs. or many other combinations of salutations for this Person Record.
First & Last Name: Enter a first and last name, a placeholder if no name is known, or a combination of names. (Example: Bob & Sue)
Suffix: Jr., Sr., II, III
Date of Birth: Enter the person’s birthday.
Gender: Record the person’s gender.
ID Number: Enter any form of ID you would like to record for the person.
ID Type: Choose which type of ID you entered in the prior field. (Example: Drivers License)
ID Issuer: Free form text box, type in the ID issuer here. (Example: TX)
ID Issue Date: Record the ID Issue Date.
ID Expiry: Record the date the ID expires.
No Addresses: The end user may mark this check box and skip adding an address at this time. Note: Addresses are required for all outcomes.
No Phone Numbers: The end user may mark this check box and skip adding a phone number at this time. Note: Phone numbers are required for all outcomes.
No Email Addresses: The end user may mark this check box and skip adding an email address at this time. Note: Email addresses are required for those who wish to receive the ShelterCare Gift or Offer of Insurance.
Primary: The end user may mark the Primary check box within the address, phone number or email address sections to indicate that piece of information is the primary contact for the person.
Country: Choose United States or Canada.
Address Number: Enter the street number or PO Box of the address.
Direction: Choose the street direction, if applicable.
Street Name: Enter the name of the street.
Street Type: Choose the street type. (Example: Street, Road, Court)
Apartment: Enter the apartment or unit number.
Zip Code: Enter a zip code and click the arrows next to this field. This will choose your city and state for you.
State: This choice will be defaulted to your state, and can be changed by clicking the arrows after entering a zip code.
City/City Alias: This box is filled in with city chosen in the drop down menu provided by the arrows button next to zip code. This is used
when there are several cities in one zip code.
Address Type: This will default to home address. If it is another type of address, change this drop down.
Phone Number: Enter a ten digit phone number for the person record.
Ext.: Enter the phone number’s extension.
Type: This will default to home phone number. If it is another type of phone number, change this drop down.
Phone Number 2: PetPoint's Express tab now has a space to enter and view a second primary phone number from the main page.
Email Address: Enter the email address for the person record.
Email Type: Choose the email type, personal, professional or other.
Association: See below for descriptions of the associations.
Lists each Agency Record that a Person has been linked to via Edit Agency, including the Agency Name and Position. The following read-only section will only appear if a Person record is linked to an Agency.
The next tab, Details, contains additional information on the person's record. Here you can add a photo, a person description, and view and edit all Associations.
Identification: The ID Number and ID Type choices also now include additional information on the identification entered. These options are ID Issuer (free form text box), ID Issue Date and ID Expiry Date. See above for descriptions of the identification fields.
Person Description: This is a free form text box to record the person's description, or record any notes that you have not entered elsewhere.
Photo: Photos or other images of people (such as scanned Drivers Licenses) can be stored in PetPoint.
Associations are used to define the relationships that people in your database have with your organization. You can list one or more associations to group a person record, and have it appear when needed in drop down lists. Several changes have been made to the Association section. The is now an Association Subtype drop down menu. Administrators can add to this drop down by going to Admin Options Add/Edit Field Value, selecting the new Customer Field: Association Subtype. Here you will select the group you wish to work with (the Association) to add additional sub types to the group. An example of how you might use this field is shown below. The Association information can also be edited on the Details tab.
Databases do not come pre-populated with Association Subtypes.
There are several system-defined Associations that are built-into PetPoint, each of which has special functionality within PetPoint. People with these associations will be listed in the "Potential Users" box on the Add/Edit Users screen.
'Employee' People who work for your organization. They will also appear in the drop down list to issue Vouchers.
'Foster' People who are part of your foster care program. Persons with this association will appear in the Foster By drop-down list on the Foster Pending screen.
'Hotline' People who answer hotline calls and need to record them in Services Hotline.
'Case Dispatch' People who are dispatchers for animal control / humane law enforcement officers. Persons with this association will appear in the Dispatched By drop-down lists in the Case module.
'Case Officer' People who are animal control / humane law enforcement officers. Persons with this association will appear in the Officer drop-down lists in the Case module.
'Medical Personnel' People who provide medical care to your animals during, prior to, or after their stay with your organization. Persons with this association will appear in the "Provider" and "Assistant" drop-down lists, as well as the lists for "Performed By" and "Assisted By".
'Behavior Personnel' People who perform the behavior testing of animals in the shelter. Persons with this association will appear in the Performed By drop down in Care Behavior.
'Operation By' People given this association are added to the drop down list under all intakes and outcomes, regarding who coordinated the operation.
'Rehabilitator' People who rehabilitate wildlife from your facility. Persons with this association will appear in the Rehabilitator drop-down list in Outcome Wildlife.
'Agency Member' People who work for Agencies that you transfer animals to or from. Persons with this association will also need to be added to their agency on the Edit Agency screen.
There are a number of additional imported Associations, which can be removed/updated/added to by administrators. These are customer defined fields:
Adopter |
Potential Adopter |
Volunteer |
Approved Adopter |
Previous Owner |
Rescuer |
Clinic Client |
Board Member |
Veterinarian |
Finder |
Donor |
Bad Check |
Owner (Reclaim/Lost Report) |
Mailing List |
Dangerous |
Possible Owner |
Member |
Do Not Adopt |
To record an association select the association, subtype (if set) the From and To dates and click Add Association.
The Clear button closes the record and returns you to the search tab without saving. To save your changes on this tab, you may click Save or Update Person. Update Person will save the record and close it, returning you to the Search tab. Save will save the record and display the additional tabs. Moving on to the next tab will also automatically save your work.
The next tab, Contacts, contains additional addresses, phone numbers and email addresses for this person record. It can be used to edit any points of contact already entered, delete points of contact or add additional points of contact.
The Clear button closes the record and returns you to the search tab without saving. To save your changes on this tab, you may click Save or Update Person. Update Person will save the record and close it, returning you to the Search tab. Save will save the record and display the additional tabs. Moving on to the next tab will also automatically save your work.
The next tab, Memo, allows for you to add and edit person memos or notes to be kept on the person's record.
Choose your Person Memo Type, SubType (if set) and if needed you can list a Review Date.
Type your memo text into the box. Only text will save, no photos or HTML. Then click Add Memo, the information will be saved.
If you wish to edit the memo, first select it by clicking the Memo #, make your changes and then click Update Memo. The memo will have the Last Updated Date/Time and By stamped for the edit.
You may wish to view the Memo History Report which will provide you with a printable report that contains the memos that have been added for that person.
The next tab, Profile, allows you to track responses to surveys the administrator has set up for you on the Add/Edit Survey page in Admin Options.
Click on the drop down list box that shows all the available surveys created. Select the appropriate survey. This will display the questions and answers.
Select the suitable answers then click on the Save or Add Profile buttons.
You may select the Survey Name to edit the answers, or view the entire profile by clicking Open under Print Profile.
The next tab, Petango Application, is only active when that person's record has a Petango Application attached.
If a person has filled out the Petango Adoption Application online and your shelter has downloaded it into your database, the Petango Application tab will be active so that you may click on it and view their results.
To review the options, we suggest filling out an adoption application for your own organization at www.petango.com and downloading it into your PetPoint database. This will give you the same perspective as the potential adopters when they go through the application process. Your administrator may choose to hide any specific questions or entire sections of the application.
The next tab, Related Persons, is used for noting two people who have a relationship which you would like to record in PetPoint. For example, if a person who works with you has any form of a relationship with a potential adopter, you could link their records here and easily see when going to one record that they have a relationship with one another.
The first step is to locate the related person's record using the search bar - if none is found you can use the Create New Person button to add them.
Choose the Relationship Type, check the boxes to mark “Active” or “Included on Mail Labels” and click Add Relationship.
The Relationship information will be added to the Related Persons grid.
When processing an operation, you are also given a screen to enter Person information as an intake or an outcome takes place. You can use this screen to enter one address, phone number, email and association for a person, or click on the Advanced button to expand the screen to include Add buttons, so you can record additional information.
Last Updated June 2011 - Melissa Thompson