Manage Dogs

When To Use This#

Use this article when staff need the Dogs page to find dog records, review readiness, documents, vaccinations, bookings, notes, attendance, and linked family context.

Before You Start#

• Sign in to the business app and confirm you are in the correct business account.
• Use the Dogs page for the full dog record. Use the Schedule page when the task is a day-of attendance action.
• Confirm the staff member is allowed to update dog details, readiness, or notes before saving changes.
• Follow approved business policy before changing lifecycle status, readiness state, medical notes, behavior notes, gear notes, or service eligibility.

Dogs Page Overview#

The Dogs page is the business directory for dog records. It helps staff find a dog, open the dog side sheet, and move to the family, documents, messages, bookings, or schedule context when another page owns the follow-up.

Start with the Dog directory section header, which shows the count of dogs in the current view (for example, "Dog directory · 248 active", or "· N matching" while searching). Use the Active, Inactive, and All filter chips above the list to change which dogs are shown. When you change a dog's lifecycle status and save, the Dogs page reflects that change right away, so the filters and counts stay current. Treat the count and filters as triage signals, not as policy decisions.

Search And Dog Cards#

Search by dog name, family display name, breed, check-in code, program summary, primary contact, document file name, or document type when a dog is not visible.

Open a dog card to review the photo or placeholder, lifecycle status, document and compliance status, vaccination status, onboarding label, check-in code, family link, documents link, and family message link.

Dog Side Sheet#

Use the dog side sheet for deeper context before changing anything. It can show vaccination records, source documents, reservations, guardians, authorized pickups, emergency contacts, attendance history, activity feed, and recent family messages.

If the dog needs day-of attendance work, use the Schedule page instead. Review a Dog From the Schedule explains that workflow.

Upload And Review A Vaccination Record#

Open the saved dog and find Vaccination records and documents. Select Add vaccination record, then choose a PDF or clear photo. Choosing the file starts the upload. The record appears under Awaiting review while Hello Sniff reads the vaccine dates. This means the record was uploaded but has not been approved. The extracted dates do not approve the record.

Employees can upload a source but cannot preview it, edit extracted dates, accept it, or reject it. An owner, manager, or platform support user must finish the review.

If you can review vaccination records:

1. If one record is awaiting review, it opens automatically. If several records are listed, compare the file name and upload time before opening one.
2. Compare every displayed vaccine and date with the source preview.
3. Correct an extracted row when the source shows different information. If no usable dates were found, use Add vaccine details to enter the vaccines and dates from the source.
4. Choose Accept vaccination record only when the displayed rows match the source. You need at least one vaccine with a due or expiration date before acceptance is available. Acceptance applies exactly those rows.
5. To reject the source, add a clear reason the family can understand, then confirm the rejection.

An awaiting-review or rejected record does not clear a vaccination requirement. A valid accepted record can update readiness after the review saves.

Readiness, Documents, And Messages#

Readiness, compliance, vaccination, and document chips help staff decide what to review next. They do not define business policy by themselves.

Use View Family, View Documents, or Message Family when the dog record points to follow-up that belongs in those pages. Keep document, medical, vaccine, behavior, and customer-contact details limited to the records needed for the current task.

Edit Dog Details#

Staff with the right access may update editable fields such as name, lifecycle status, readiness state, breed, sex, birthdate, check-in code, medical notes, behavior notes, and gear notes.

Save the dog record and confirm the success notice. The Dogs page should keep the search and selected dog context when possible.

Staff with the right access can also update the dog's photo from the side sheet.

Allowed Services#

Use Allowed services when the business wants staff to approve a service for a specific dog or remove that staff approval. The checkboxes change the staff approval only. They do not erase the dog's onboarding approvals, confirmed booking history, or another business rule that already gives the dog access.

Read the source labels beside a service before changing it. These labels explain why the dog can book the service, such as a staff approval, an onboarding approval, or prior confirmed history. If more than one source applies, clearing the staff checkbox may leave the service available because another source still supports it.

For class booking, new students receive the starter choices configured by the business after the customer chooses a dog and class date. Returning students receive classes supported by their previous approvals or class history. Do not add both age-based Peaceful Integration choices to work around a missing or incorrect birthdate; correct the birthdate so the requested-date age rule can choose the appropriate class.

Correct A Past Visit#

In the dog's attendance history, choose Edit attendance on the visit you need to fix. Enter the corrected check-in or check-out date and time, add a brief reason, and save. An active visit still needs the normal Check out action; the correction form does not close a visit early.

If the visit was added by mistake, expand Remove this visit, enter the reason, and choose Remove visit. Hello Sniff removes it from operational attendance but keeps the original record and correction history.

If the visit has linked billing, review the amount and confirm that the charge will stay unchanged. Correcting times or removing a visit does not edit, reverse, invoice, or collect charges. Use the Billing page separately if the charge itself also needs attention.

After saving, confirm the success notice and reopen Edit attendance if you need to review the correction history.

Change a visit's service#

In the dog's attendance history, choose Change service beside the visit. Choose the New service and wait for the price check. Review the old and new amounts and billing explanation, enter a Reason, then choose Save change, Save and add charge, or Save and add credit, as shown.

One save updates the visit, its linked booking and billing. An unpaid invoice updates in place. If a payment already exists, its original invoice and payment stay unchanged; a price increase adds a charge and a decrease adds credit for future invoices. This does not collect a payment or send a refund. See Manage Billing for the full outcomes.

A visit that is still open stays open. The new service bills at its normal checkout or completion step. Changing a past service does not grant the dog approval, mark an evaluation complete or satisfy a starting-service requirement.

For a future visit, the price check may find that the dog is missing a signed agreement or another overridable setup item. Enter the separate override reason, then choose Check price anyway. Authorized staff can continue without changing the business's default requirement. Capacity, scheduling, payment setup, and other safety blockers still need to be resolved.

After saving, confirm the success notice. Open Edit attendance to see the change and its reason in the correction history. If the form says the price or billing changed, review the new amounts before saving again. Retry save retries an uncertain result without starting a second correction.

Convert a visit to boarding#

For a visit that becomes a boarding stay, open Edit attendance and expand Boarding conversion. Choose the new service. This separate form keeps the stay-date and linked-charge decisions needed for boarding.

If the new service is boarding and the booking has no stay dates yet, enter Stay start date and Stay end date. If the service is full on any of those nights, confirm Book over capacity if the service is already full on any of these nights only when the business has approved that exception, or choose different dates.

If the visit has a charge, choose whether to reverse it and try billing the new service now or keep the existing charge and handle billing separately. Reversing needs billing access. An unavailable reversal may require an owner or other authorized staff member to review the charge.

Enter a brief reason and save. If the dog does not meet an overridable setup requirement for the new service, the form keeps your entries and shows the specific blocker. Enter an override reason that records why staff may proceed, then choose Change service anyway. Missing signed agreements can be overridden by authorized staff, so that issue does not require changing the service's policy for every dog. Some business-level safety checks cannot be overridden.

After saving, confirm the Service changed notice. The visit's history in Edit attendance shows a Service changed entry with the time and the reason you entered. If the request fails, the form stays open and keeps your entries so you can correct the issue or retry.

When Dog Controls Are Missing#

• If the dog list is empty, confirm the business has dog records and clear the search.
• If search has no results, try dog name, family name, breed, contact, check-in code, program, or document terms.
• If an expected dog is missing, note that the Dogs page opens on the Active view and hides inactive or archived dogs. Clearing the search alone keeps the Active filter; switch to the Inactive or All chip to reveal them. These chips show a dog even when its family has also been marked inactive, so a recently deactivated dog still appears there.
• If the side sheet keeps loading or fails, close it, reopen the dog card, and confirm the dog still has linked family context.
• If edit actions are missing or save returns an access error, ask an owner or admin to review dog-record access on the Access page. See Manage Access and Invites.
• If saving fails, confirm the dog name is present and correct any visible validation message.
• If document, vaccination, or readiness status is unclear, open the linked documents before changing readiness or operational status.
• If the vaccination upload action is missing, ask an owner or admin to review document-upload access on the Access page.
• If upload fails, choose the file again and retry. A clear phone photo often works better than an oversized image.
• If automatic date reading is still running, use Refresh review. If it fails or finds no usable dates, enter the dates shown in the source manually.
• If a vaccination decision reports that the source changed, reload the source status. Your unsaved date edits remain in the current tab while the source is still pending. If another reviewer already accepted or rejected it, the current result replaces the editor.
• If a service remains available after its Allowed services checkbox is cleared, read its source labels. Another approval, confirmed history, or business rule may still provide access.
• If a class option does not match the dog's age, confirm the birthdate before changing Allowed services.
• If Boarding conversion shows a message that boarding needs a linked booking, this visit has no booking to attach stay dates to; use the Billing page's manual charge tool instead of changing the service here.
• If "Reverse it and try billing the new service now" is greyed out under Boarding conversion, that staff member does not have billing access; keep the existing charge and handle billing separately, or ask an owner or platform-support staff to make the change.
• If Boarding conversion asks for a requirement override, review the listed blocker, enter a specific reason, and retry. A missing signed agreement is overridable for authorized staff. If the form reports that permission is denied, ask an owner or manager with requirement-override access.
• If Change service asks for a requirement override during the price check, enter the specific exception reason and choose Check price anyway. The final save keeps that override evidence. If the form reports that permission is denied, ask an owner or manager with requirement-override access.
• If there are no reservations, attendance records, documents, or messages, treat the section as no current history unless another page shows conflicting information.
• If lifecycle status, inactive status, archive behavior, or deletion policy is unclear, follow approved business policy instead of guessing.