Adoption events bring in people who already want to meet your animals, so it helps when they can apply on the spot. Paper forms take time to fill out and have to be typed up later, which can delay your reply by days.
A mobile process lets adopters complete each step on their own phones while your team reviews and answers from theirs. This guide explains how to set one up, using PawPlacer as an example, and the steps apply to most digital tools.
Before the event
A little preparation will make the day go more smoothly.
Update your animals. Check that each animal attending has a current photo, a description, and the correct status and fee.
Print your QR codes. Put a code for your adoption application on your table and banner. You can also print kennel cards with a code that opens each pet's public profile.
Decide who can approve. Choose who will review applications and who can make a final decision. Agree on what can be approved that day and what needs further steps, such as a landlord call or home visit.
Test everything. Have someone scan each code and submit a test application on a phone. If you take payments online, make sure your payment methods are connected and working.
Pack a small kit. Bring a charged phone or tablet, a power bank, printed QR codes, and a few paper applications.
Step 1: The adopter applies
The adopter scans the code and fills out your application on their phone. Keep the form short, since they're standing at a busy event. Our guide to adoption form questions can help you decide what's essential.
In PawPlacer, each submission goes to your Inbox as soon as it's sent, so your team can open it on a phone.
Step 2: Your team reviews and talks with them
The adopter is right there, so you can talk through their answers in person. Ask about their household, their other pets, and what they're looking for, and let them spend time with the animal.
Add your notes to the record while the conversation is fresh. If the application is a good fit, approve it. Otherwise, explain what happens next and when they'll hear from you.
Step 3: Sign the contract and take payment
If you're ready to finalize the adoption, PawPlacer's QR checkout lets the adopter complete it on their phone:
- Open the adopter's profile and choose Start adoption, or Adopt next to one pet.
- Choose QR checkout and show the code to the adopter.
- The adopter reviews the contract and signs it with a drawn or typed signature.
- They can add an optional donation.
- They pay using one of your available methods.
Keep your screen open while they check out. When they finish, PawPlacer opens the adoption receipt, changes the pet's status to Adopted, and ends any active foster placement.
If the adopter doesn't want to scan the code, you can email the contract link or continue on your own device. If you've handled the terms and payment outside the app, you can choose Complete in person and enter the date, fee, and payment details.
Fees are calculated from your adoption fee settings, so volunteers don't have to look anything up. If you take payments through PayPal, Venmo, Cash App, or Zelle, confirm you've received the money before completing the checkout.
Handling slow internet
Some venues have poor reception, so plan ahead:
- Visit the site beforehand, if you can, and check your signal
- Bring a mobile hotspot or a phone on a different carrier
- Keep paper applications on hand as a backup
- Turn up screen brightness so codes are easier to scan
- Start a new checkout if a link has expired
If you do take a paper application, enter it the same day while you can still ask the adopter about anything that's unclear.
After the event
Follow up the same day with anyone who applied but didn't finish. A short message thanking them and explaining the next step keeps them from wondering where things stand.
Then take care of the records. Check that each adopted pet's status is correct and that listings on Petfinder and other sites are up to date. Add any follow-up tasks, such as a check-in call or a microchip transfer, to the adoption receipt.
It's also worth reviewing the event as a team. Note how many people applied, how many adoptions you completed, and what caused delays. That will help you decide which events to repeat and what to change next time. For more ideas, see our guide to increasing adoptions without a marketing budget.
Do you need special software?
For a small event, a free online form and a shared inbox can cover applications. Dedicated software becomes more useful when you run regular events or several people need to work from the same information. It keeps each application, contract, and payment connected to the adopter and the pet, which saves you from entering everything again after the event.
