Managing Adopter Records

Adopter Record Lifecycle

Adopter records are usually created by staff, public application forms, imports, or role conversions. They then move through statuses such as Pending, Active, Inactive, Blocked, Suspended, and Denied.

Edit Adopter Information

The Edit button appears on eligible adopter profiles for users with Adoption Counselor access.

1. Open the adopter profile.
2. Click Edit next to the profile action menu.
3. Update the adopter form.
4. Save the form.

The edit page loads the same form template used for the adopter record, including custom sections and agreement fields.

Archive and Unarchive

Archiving changes the adopter to Inactive and keeps the record for reference.

To archive:

1. Open the adopter profile.
2. Open the action menu.
3. Select Archive.
4. Confirm the action.

To restore:

1. Filter Adopters by Inactive.
2. Open the adopter profile.
3. Open the action menu.
4. Select Unarchive.

Blocked, pending, and restricted records may expose different actions based on the current status.

Delete an Adopter

Deletion permanently removes the adopter record. Use archiving when you only need to hide an inactive record from normal work.

1. Open the adopter profile.
2. Open the action menu.
3. Select Delete.
4. Confirm the deletion.

Associated adoption records are preserved for historical reporting and receipts where applicable.

Send Email

For pending application workflows, the action menu can show Send Email when an application email template is available for the adopter. Sent messages appear in Email History on the profile.

Tags

Tags appear in the adopter list and profile hero. Use tags for review priority, source campaigns, event cohorts, location, or other internal segmentation.

Edit the adopter record to update tags, then use the tag filter on the Adopters list to find matching records.

Documents

Use the Documents card in the profile's left rail to manage files such as applications, IDs, contracts, references, or supporting paperwork. You can upload, preview, download, edit, and delete files from the compact document manager.

Documents uploaded to an adopter profile also appear in the central Documents section as entity documents.

Team Notes

Use Team Notes for internal collaboration. This is separate from form-driven notes and is visible only to staff with the right permissions.

Data Management Tips

• Search before creating a new adopter to avoid duplicates.
• Archive instead of deleting when you need historical context.
• Keep contact information current.
• Use tags and status notes to make review decisions easier to audit.

Next Steps

• Add pets to adopters
• Process adoptions
• Manage adopter status