Managing Adoption Records

Accessing Adoption Records

To view your organization's adoption records:

1. Log in to your PawPlacer account
2. Navigate to the "Adoptions" section in the main navigation menu
3. This will display the adoptions list page with completed, pending-payment, cancelled, and returned adoption records

The Adoptions List

The adoptions list provides an overview of adoption records, displaying:

• Adopter name
• Adopted pet(s) with thumbnail images
• Donation amount
• Adoption fee
• Confirmation status
• Payment method
• Adoption date

Sorting and Filtering

You can organize your adoption records in several ways:

1. Sorting: Click any column header to sort by that field.

   • Click again to toggle between ascending and descending order.
   • Default sorting is by date (newest first).

2. Searching: Use the search bar at the top of the list to find specific adoptions.

   • Search by adopter name, pet name, or adoption ID.
   • Submit the search to update the list.

Mobile View

When accessing the adoptions list on a mobile device:

• Adoptions appear as cards rather than a table.
• Tap a card to expand and see additional details.
• All key information is still accessible in a mobile-friendly format.

Viewing Adoption Details

To view complete information about an adoption:

1. Click on any row in the adoptions list (or tap a card on mobile)
2. This opens the detailed adoption record page

Adoption Record Page

The adoption record page provides comprehensive information about the adoption:

Summary

The summary shows:

• Adopter name, email, phone, and profile link
• Pet names linked to the adoption
• Status badge (Completed, Pending Payment, Cancelled, or Returned)
• Finalized date
• Verified paid amount
• Adoption fee and donation amount

Placed Pets

The placed pets panel links back to each pet profile attached to the adoption.

Payment Ledger

The payment ledger shows:

• Adoption fee
• Donation
• Verified paid amount
• Remaining amount
• Payment method and confirmation status
• Linked Stripe payments and manually reviewed payment confirmations, when available

Staff can review payment from this section when a record still needs payment verification.

Follow-Ups

The adoption record includes follow-up tracking so your team can schedule and complete post-adoption check-ins.

Review Sidebar

The sidebar includes follow-up totals, status history, editable adoption date, receipt notes, return workflow controls, and receipt print/download actions.

Documents and Team Notes

The bottom of the adoption record includes:

• Documents for files attached to the adoption record
• Team Notes for internal discussion and follow-up context

These notes are visible only to organization staff, not to adopters.

Printing Adoption Receipts

To provide a physical copy of the adoption record:

1. Navigate to the adoption record page.
2. In the receipt panel, click Print.
3. Select your printer and settings in the print dialog.
4. Print the receipt for your records or to give to the adopter.

The printed receipt includes all the same information as the digital version, formatted for paper.

You can also click Download Summary to save a plain-text receipt summary.

Managing Returns

In the rare case that an adopted pet needs to be returned:

1. Navigate to the adoption record page.
2. Open the actions menu in the top action bar and select Return Adoption, or use the Return Workflow panel in the sidebar.
3. Enter a reason for the return in the dialog.
4. Confirm the return.

Important: Processing a return will update the pet's status in your system and make them available for adoption again. This action can't be undone, so use it carefully.

Return Process Effects

When you process a return:

• The pet's status changes from "Adopted" to "Available".
• The adoption record is marked as "Returned".
• The return date and reason are recorded.
• The pet becomes visible in your available pets listings.

Adoption Statistics

PawPlacer also provides aggregate statistics about your adoptions:

1. From the main dashboard, view the "Adoptions" card for a quick overview.
2. See total adoption counts, recent adoption trends, and donation totals.
3. Use these insights to track your organization's performance and impact.

Adoption Emails

When an adoption is completed, PawPlacer can send a confirmation email to the adopter if their email address is in the system and the adoption confirmation email template is enabled. This email includes:

• A thank you message.
• The pet's name and image.
• Adoption details.
• Payment summary.
• Your organization's contact information.

These emails help keep adopters updated and provide them with a record of their adoption.

Permission Requirements

Note: To access and manage adoption records, your user account must have the "Adoption Counselor" permission or higher. If you can't access these features, contact your organization administrator to adjust your permissions.