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Managing Adopter Records

Organize, update, archive, and delete adopter information in your database

Managing Adopter Records

Keeping your adopter database organized is essential for efficient shelter operations. PawPlacer provides tools to help you maintain accurate records, archive old information, and handle adopter data appropriately.

Adopter Record Lifecycle

Adopter records typically follow this lifecycle:

  1. Creation: Added manually by staff or through external application
  2. Active: Current adopters interested in or who have adopted pets
  3. Archived: Inactive adopters you want to keep for record-keeping
  4. Deletion: Permanent removal of adopter information (when necessary)

Updating Adopter Information

Editing Basic Information

To update an adopter's information:

  1. Navigate to the adopter's profile by clicking their name in the Adopters list
  2. Click the "Edit" button in the top-right corner
  3. Make necessary changes to any field
  4. Click "Update Adopter" to save your changes

Adding Notes

To add notes to an adopter's record:

  1. On the adopter's profile, find the "Notes" section
  2. Enter your information in the text area
  3. Save the changes to update the record

Checking for Duplicate Records

When adding a new adopter with an email address that already exists in your system:

  1. The system will alert you to the potential duplicate
  2. You can either:
  • Proceed with creating a new record
  • Cancel and navigate to the existing adopter record

Archiving Adopters

Archiving allows you to keep adopter records without cluttering your active list.

When to Archive

Consider archiving adopters who:

  • Have completed adoptions and aren't seeking additional pets
  • Haven't been active for an extended period
  • Have moved out of your service area

How to Archive an Adopter

  1. Navigate to the adopter's profile
  2. Click the menu (three dots) in the top-right corner
  3. Select "Archive"
  4. Confirm your decision in the dialog that appears

Viewing Archived Adopters

To see archived adopters:

  1. Go to the Adopters list
  2. Click the filter dropdown
  3. Select "Archived"
  4. The list will update to show only archived adopters

Unarchiving an Adopter

If an adopter becomes active again:

  1. Find them in the archived adopters list
  2. Open their profile
  3. Click the menu (three dots)
  4. Select "Unarchive"
  5. Confirm your decision

Deleting Adopter Records

In some cases, you may need to permanently delete an adopter record.

When to Delete Records

Consider deletion when:

  • The adopter specifically requests removal of their information
  • You need to comply with privacy regulations
  • You're cleaning up test or duplicate records

Deleting an Adopter Record

  1. Navigate to the adopter's profile
  2. Click the menu (three dots) in the top-right corner
  3. Select "Delete"
  4. Carefully review the warning message
  5. Confirm deletion in the dialog

Important Considerations for Deletion

  • Deletion is permanent and cannot be undone
  • All associated data (notes, connections to pets) will be lost
  • If the adopter has adopted pets, those adoption records will remain, but the adopter will be anonymized

Adoption History

Each adopter's profile maintains a complete history of their interactions with your organization.

Viewing Adoption History

On an adopter's profile, you can see:

  • Pets they've adopted (with dates)
  • Pets they're currently interested in
  • Previous pets they were interested in but didn't adopt

Pet Connection History

To see a complete history of an adopter's connection with a specific pet:

  1. From the pet's profile, click the "History" button
  2. Select the "Adopters" tab
  3. View all adopters who have been connected to this pet

Data Management Best Practices

For effective adopter record management:

  1. Regular Updates: Encourage staff to update contact information whenever they interact with adopters
  2. Consistent Notes: Use a standard format for notes to ensure clarity
  3. Periodic Review: Schedule regular reviews of your adopter database
  4. Archive Rather Than Delete: Whenever possible, archive rather than delete records
  5. Duplicate Prevention: Always check for existing records before creating new ones

Next Steps

Now that you understand how to manage adopter records, learn about:

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