Managing Adopter Status

Adopter Status Types

Every adopter has a status that determines what they can do in your system:

• Active: Approved and eligible to adopt pets. This is the default status for adopters you've approved.
• Pending: A new application that hasn't been reviewed yet. Adopters who apply through your public form start here.
• Inactive: Archived adopters who are no longer active. Their records are preserved but they won't appear in the default list view.
• Blocked: Flagged as ineligible to adopt; this is the "do not adopt" flag and prevents all adoption activity. If the adopter also has a foster role, their foster status is automatically set to Blocked as well.
• Suspended: Temporarily unable to adopt. Use this when the situation may be resolved in the future.
• Denied: Application has been permanently denied. The record remains in the system for reference.

Changing an Adopter's Status

1. Navigate to the adopter's profile
2. Open the action menu in the top-right area
3. Select Change Status
4. Choose the new status from the options
5. Enter notes explaining the reason for the change. Notes are required for Blocked, Suspended, Denied, and Inactive statuses.
6. Click Update Status to confirm

Using the Blocked Flag

The Blocked status has its own dedicated control because of its severity:

1. From the adopter's profile, click the flag button (shield icon)
2. Choose either Set as Blocked or Remove Blocked Flag
3. Enter detailed notes explaining the reason (required for both actions)
4. Click Update Status

A warning appears when you're about to block an adopter because this is the most restrictive status. When you block an adopter who also has a foster role, their foster status is automatically set to Blocked as well.

Status Alerts on Profiles

When an adopter has a restricting status, a colored alert banner appears at the top of their profile:

• Blocked: Red alert with a shield icon, showing the reason from the status notes
• Suspended: Red alert with a shield icon, showing the reason
• Denied: Red alert with a shield icon, showing the reason
• Inactive: Yellow warning alert with a triangle icon, showing the reason

These alerts help staff immediately understand any restrictions before interacting with the adopter.

Viewing Status History

Every status change is recorded and can be reviewed:

1. From the adopter's profile, click the status history button (clock icon)
2. The history dialog shows a chronological list of all changes:
   • The previous status and the new status (shown as badges)
   • The date and time of the change
   • Who made the change (team member name or "system" for automatic changes)
   • Notes explaining the reason, if provided

This history gives you a complete audit trail for accountability and context.

Dual-Role Status Synchronization

When someone serves as both an adopter and a foster:

• Setting their adopter status to Blocked automatically sets their foster status to Blocked as well
• Other status changes are independent between roles
• The status history records any automatic changes with notes
• A role indicator at the top of the profile lets you switch between the adopter and foster views

Filtering by Status

On the Adopters list page, use the status dropdown filter to show only adopters with a particular status. The dropdown also displays a count of pending applications so you can quickly see how many need review.

Reviewing Pending Applications

When someone applies through your public adoption form, they appear with Pending status:

1. Filter the list by Pending, or look for yellow "Pending" badges
2. Click the applicant's name to open their profile
3. A yellow alert appears at the top with approve and decline options
4. Review their submitted information
5. Click Approve to set their status to Active, or Decline to set their status to Denied

If your organization has the approval confirmation email template enabled with auto-send, an email is sent automatically when you approve.

Next Steps

• Add pets to adopters once they're approved
• Manage dual-role contacts who are both adopters and fosters
• Manage adopter records for general profile maintenance