For many pet-sitting and dog-walking businesses, it is required that their clients keep their pets up-to-date on all of their vaccinations. Time To Pet can help you track vaccinations and their due dates and run vaccination reports to see what pets are missing vaccinations, which vaccinations are past due, and which have upcoming due dates. Time To Pet also supports optional features that allow pet parents to upload their own vaccination records and the ability to block pet parents from requesting services if their pets are past due on their required vaccinations. Check out our article on Allowing Clients to Manage Vaccinations for more info on these features.

First, let's review how to create new vaccinations for your company and review some Vaccination Settings. Your master list of vaccinations can be found in the Vaccinations tab in the Client Settings section of your Admin Dashboard:

There are two Vaccination Settings options. First is the Send Vaccination Reminder Email. When enabled, Time To Pet can send your Admin team members a reminder email for pet vaccinations that are past due, currently due, or upcoming. You can set this reminder to be sent Never, Daily, Weekly, or Monthly.

Next, we have a setting that allows your clients to manage their own vaccinations. This feature allows pet parents to upload their vaccination records via their Client App or Client Portal. As a note, while clients can upload these records, a member of your Admin team will need to review and approve them. Please review the section on Allowing Clients to Manage Vaccinations for more details.

Let's now review how you can add a new vaccination to your account. To add a new vaccination, navigate to the Settings > Client Settings > Vaccinations section of your Admin Dashboard and then click + Add Vaccination Type:

The Vaccination Type window will open up, and you will be able to give a name to your vaccination, decide which pet types the vaccination is required for, and choose when it's required:

Who Needs This? - This option allows you to determine whether a vaccination will be applied and required by all pet types or only specific ones. If you choose the Only Specific Pet Types option, you can check the box for each pet type you want the vaccination to be applied to.

When Is It Required? - This option allows you to decide if the vaccination will automatically be added to a pet's profile whenever a new pet is created, if it will be added to both new and existing pet profiles, or if it has to be manually added to a pet's profile by an Admin or Office Manager with the correct permissions.

If you choose the Require For All Existing + New Pets, it will automatically be added to all existing pet profiles that match the pet types you set in the Who Needs This? option. When this happens, the due date for that vaccination is set to the current date for any pets it's applied to.

If you choose the Automatically Required For New Pets, it won't be added to existing pet profiles, and will only be applied to pet profiles created from that moment forward. If you choose Only When Manually Added To A Pet, the vaccination type will not be automatically applied to any pet profiles and must be manually added from the Vaccinations tab on a pet's profile.

Any vaccinations that you have created will be listed in this section of Time To Pet, and you can edit or delete them as needed:

After creating the vaccinations you will be tracking, let's navigate to a pet profile. This can be found in the "Pets" tab of any client profile. Each pet will have a "Vaccinations" tab listed just below its name.

To add a new vaccination to a pet, click the "Add Vaccination" button. Time To Pet will allow you to select from the list of vaccinations you have created and set an expiration date for that vaccination.

After adding all of the vaccinations to a pet profile, you will see them in a list format with the vaccination name, the due date, and a countdown showing you how many days til that vaccine is due. Vaccines that are past due or due today will show up in red, vaccines that are due within the next 30 days will show up in orange, and vaccines that are due more than 30 days in the future will not be highlighted.

You can click the "+" symbol next to any vaccine to see more details.

From here, you can change the expiration date of the vaccine or upload records (like a vaccination report from this client's vet). Time To Pet will track the complete history of this vaccine. If a vaccination document doesn't appear on a pet’s profile after uploading, ensure all upload steps were completed, including clicking the "Upload" or "Submit" button. Retry the upload process if needed by carefully reviewing the workflow in Time To Pet.

Vaccinations can also be added to Pet Profiles in Bulk from the Client Settings.

If your client has included their vaccination records as an attachment to a message sent via their conversation feed from their client portal, Time To Pet makes it easy to save this attachment to the vaccinations section.

When viewing a message with an attachment in the conversation feed, Time To Pet will show you a "copy" icon to the far right. This can be clicked to save this attachment.

The attachment can be saved to two separate places in Time To Pet. First, you can save this as a client document in the "Docs" section of the client profile.

You can also choose to copy the attachment directly to the pet vaccination records section. Time To Pet will ask you to choose a pet and the vaccinations that are included in the vaccination report. To ensure successful uploads, complete all steps: navigate to the pet's profile, select the correct document or vaccination record type, and confirm the upload by tapping the "Save" or "Submit" button.

After clicking the "Copy Attachment" button - Time To Pet will automatically save this as a new record associated with that vaccination.

Time To Pet supports the ability for your pet parent clients to upload vaccination records directly to their pet's profiles. When enabled, your admin team has the ability to review and approve all vaccinations and vaccination records your pet parent clients have added. If you would like to allow pet parents to manage their own vaccinations, first enable this feature found in Client Settings > Vaccinations. It's important to distinguish between Vaccination Settings and Portal Settings. Vaccination Settings generally manage vaccination data and its presence on a pet profile, while Portal Settings can impose global scheduling restrictions based on vaccination statuses. For more flexible management, adjust these settings based on your specific service requirements.

When enabled, your pet parents now have the ability to view the "Vaccinations" tab on their pet profile. This can be done directly from the Client Portal or the Client App.

If you allow Pet Parents to manage their own vaccinations, you can also require Pet Vaccinations to be up-to-date before pet parents can request services. This can be enabled in Client Settings > Portal Settings, and you can learn more about this feature here. If you only need vaccination verification for specific services (like boarding or daycare), avoid enabling global restrictions. Instead, manually add required vaccinations to the relevant pet profiles to maintain operational flexibility.

Your clients can navigate to the "Pets" tab of the client portal to see all of their pet details. Clients can view all required vaccinations in the "Vaccinations" tab of a pet profile.

Pet parents can upload their vaccination records directly from this screen.

When uploading a Vaccination Record, your pet parent is required to set the expiration date of the Vaccination. After uploading the Vaccination Record, your admin team will be able to review and approve the Vaccination update.

Your clients can navigate to the "Pets" tab of the client app to see all of their pet details. Clients can view all required vaccinations in the "Vaccinations" tab of a pet profile. After clicking the "+" icon on any vaccination, pet parents can upload their vaccination records directly from this screen.

After clicking "Upload Vaccination Record" - your pet parent can upload a document, a picture, or take a picture of their vaccination records and upload the file.

After selecting the file, your pet parent client will need to add the Vaccination Expiration date and upload the records.

Your pet parent will then be notified that the records have been successfully uploaded and are awaiting review by your admin team.

After your pet parents have uploaded new Vaccination Records, your admin team can review and approve these. There are two places you can do so. First is the Approvals > Pets section.

The second area is directly on a Client Profile.

You can click on the attachment to review the records and can then Approve or Decline the Vaccination.

Time To Pet supports several notifications and reports related to vaccination records. First is the Vaccination Reminder Email report.

You can enable a daily, weekly, or monthly vaccination reminder email in Pet Settings under the "Vaccinations" tab.

Time To Pet will also notify you if a pet has a past due vaccination or a vaccination due within the next 30 days when viewing their client profile.

You will also see a notification when viewing a service order for the client on the Scheduler.

And lastly, you will see a notification when a client has pending events.

Time To Pet provides robust reporting related to vaccinations in the "Vaccinations" tab of the Pet List. Reports can be run to see a list of all vaccinations for all pets. You can filter this by expiration date, vaccination type, and you can sort the list by each column.

You can also view reports for pets with missing vaccinations. This can also be filtered by vaccination type and sorted by column.

If a vaccine is accidentally added to all pets, it can be removed from all pet profiles in bulk. If a vaccine type is accidentally added, a vaccine type can be deleted from the list of vaccines. Please note that these actions are not reversible.

Vaccines can be removed or deleted by navigating to the "Vaccinations" tab in Client Settings.

To remove or delete a vaccine, click "Delete" next to that vaccine in the list.

The following options will appear:

Then, click directly on the option needed and click the red button to complete the option:

A: This usually occurs when all steps are not completed during the upload process. Ensure you select the correct file, vaccination type, and confirm the upload by clicking "Submit."

A: Vaccination Settings manage vaccination records on pet profiles, whereas Portal Settings can impose scheduling restrictions based on vaccination statuses. Adjust each depending on your business needs.

Currently, only admin and office managers will get this email.

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Vaccination notifications are only shown if vaccinations have been created and added to a pet profile. The vaccination reminder email will only be sent if enabled in Pet Settings.

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We do not currently support automated reminders, but you can view reports for pets that have vaccinations set to expire soon and create a Saved Reply to quickly contact these customers.

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Because vaccinations are so important and require actual verification of vaccine records, clients can not update this information themselves.