In this section you will learn:
How to Create (and Edit) Person Records
PetPoint has the ability to
track a great deal of information, including addresses, phone numbers,
email addresses, financial history, and animal history on the people in
your database. Person records are created and maintained via
the Edit Person Screen.
Creating Person Records During an Operation
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. Read more about the person details here.
Edit Person Section by Section
The Person Screen can be broken down into several sections:
Search
Tool:
Allows you to search for an existing Person Record by Name (First, Last,
Initials, etc.), Phone Number, Identification (Driver’s License, Passport,
etc.), or Address.
Person View Report: This button appears for any Person Record
created in PetPoint, and will let you view any and all details about that
person, much like the Animal View Report. Click here to learn more
about the Person View Report.
Memo:
Just as for animals, person memos can be used to record any details that
you are unable to record elsewhere.
TIP: IN ORDER TO MINIMIZE THE ENTRY OF PEOPLE INTO PETPOINT, YOU SHOULD
DEVELOP THE HABIT OF SEARCHING FOR PEOPLE BEFORE ENTERING THEM AS NEW
RECORDS. THIS WILL HELP MINIMIZE THE DUPLICATION OF PERSON RECORDS
AND PROVIDE YOU WITH GREATER ABILITY TO TRACK HISTORICAL INFORMATION FOR
EACH PERSON. IF YOU DO NOT FIND AN EXISTING PERSON RECORD, CLICKING
THE CREATE NEW PERSON BUTTON WILL “UNLOCK” THE FIELDS ON-SCREEN SO YOU
CAN CREATE A NEW PERSON RECORD.
Person Details: Details for the Person, of which only the First Name & Last Name fields are required.
Addresses:Allows you to track all addresses for a person. Addresses are NOT required unless you are adopting an animal to the person. 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. A home address is not required when creating a person record, but when an adoption takes place you will be asked to record a valid home address. The asterisks on the State & Address Type indicate those are required fields when an adoption is entered. PetPoint defaults to the Home address type.
Phone Numbers: Allows you to track all phone numbers for a person. At least one (1) phone number is required to save a person record. If the person does not have a phone number, you can enter 888-888-8888 to meet PetPoint’s requirement for having a phone number for every person record. Both the Phone Number and Type are required fields for each phone number, PetPoint defaults to the Home phone number type.
Email Address: Allows you to track all email addresses for a person. If you wish to add an Email Address, fill out the required 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. An email address is not required when creating a person record, but when an adoption takes place you will be asked to record a valid email address if they wish to receive the ShelterCare policy with their adopted pet.
Association(s): Associations are used to define how this particular person fits in your organization. You can list one or more associations to group a person record, and have it appear when needed in drop down lists. Associations can also be helpful for keeping track of lists of people using the Person: Association List report, or gathering email addresses for a newsletter using the Person: By Association Extended report. Read more about the associations here.
Agency Membership: Lists each Agency Record that a Person has been linked to via Edit Agency, including the Agency Name and Position. The following section will only appear if a Person record is linked to an Agency and if they are given the association of Agency Member.
Relationships: The relationship section is used for noting two people who have a relationship which you would like to record in PetPoint. For example, if two doctors who work with your group are married, you could link their records here and easily see when going to one record that they have a relationship with one another. You would create separate person records for each, then go back and add each the relationship between the two person records - the Relationship Type in this example would be spouse.
Photo: Photos or other images of people (such as scanned Drivers Licenses) can be stored in PetPoint.
Click the "Create New Person” Button
Add the desired Person information, making sure to fill in First Name, Last Name, add at least one phone number, and add at least one association.
Click on ‘Submit’ to create the person.
Once a person has been saved to your database you can always come back to Edit Person, search for the person and select the record, and make corrections or additions to the record at any time.
Last updated for SMS & Lite June 1, 2009 - Melissa Wainscott