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Managing Adopter Status

Change, track, and understand adopter status in your organization

Managing Adopter Status

PawPlacer provides a comprehensive status management system for adopters, allowing you to track their current state, change their status as needed, and maintain a complete history of status changes.

Understanding Adopter Status Types

Adopters can have the following statuses:

  • Active: Default status for approved adopters who can adopt pets
  • Pending: Initial status for new applications awaiting review
  • On Hold: Temporarily unable to adopt new pets, but can maintain current adoptions
  • Do Not Adopt: Permanently flagged and not eligible for adoptions
  • Inactive: Archived adopter who is no longer active in the system

Changing an Adopter's Status

To change an adopter's status:

  1. Navigate to the adopter's profile
  2. Click the status change button in the top right (user with cog icon)
  3. In the dialog that appears:
  • Select the new status from the available options
  • Enter notes explaining the reason for the status change (required for some status changes)
  • Review any warning messages about the impact of the status change
  1. Click "Update Status" to confirm the change

Status Icons and Indicators

The current status of an adopter is displayed prominently on their profile:

  • A colored badge at the top of the profile shows the current status
  • The color of the badge indicates the status type:
  • Green: Active
  • Yellow: Pending
  • Blue: On Hold
  • Red: Do Not Adopt
  • Gray: Inactive

Managing "Do Not Adopt" Flag

The "Do Not Adopt" status serves as an important flag in the system:

Setting the Do Not Adopt Flag

  1. From the adopter's profile, click the flag button (shield icon)
  2. Select "Set as Do Not Adopt"
  3. Enter detailed notes explaining the reason for the flag (required)
  4. Click "Update Status" to confirm the action

Removing the Do Not Adopt Flag

  1. From the profile of someone with "Do Not Adopt" status
  2. Click the flag button (shield icon)
  3. Select "Remove Do Not Adopt Flag"
  4. Enter detailed notes explaining why the flag is being removed (required)
  5. Click "Update Status" to confirm the action

Important Considerations for Status Changes

  • Changing to Do Not Adopt will prevent the person from adopting any pets
  • If an adopter also has a foster role, setting them to Do Not Adopt will automatically set their foster status to Do Not Foster
  • Changing to Inactive will move the adopter to archived status
  • For adopters with current pet interests, changing status will not automatically remove those connections
  • Status changes require notes for accountability, especially for restricting statuses

Viewing Status History

Each status change is recorded in the system and can be reviewed:

  1. From the profile, click the history button (clock icon)
  2. The status history dialog will show all status changes with:
  • Previous and new status
  • Date and time of the change
  • Who made the change
  • Notes explaining the reason for the change

This history provides an audit trail of all status decisions and helps understand the adopter's relationship with your organization over time.

Dual Role Status Synchronization

When someone serves as both a foster and an adopter:

  • Setting their adopter status to Do Not Adopt will automatically set their foster status to Do Not Foster
  • Other status changes are not synchronized between roles
  • The status history will show these automatic changes with appropriate notes
  • A dual role indicator at the top of the profile allows you to switch between the adopter and foster views

Filtering Adopters by Status

You can filter the adopters list by status:

  1. On the adopters list page, click the filter dropdown
  2. Select the status you want to filter by
  3. The list will update to show only adopters with that status
  4. Use this to quickly find adopters needing attention or to review specific groups

Status Alerts on Adopter Profiles

Status alerts appear on adopter profiles to provide important context:

  • Do Not Adopt: Red alert with warning information and reason for flag
  • On Hold: Yellow alert indicating temporary hold status
  • Inactive: Gray alert showing the adopter is archived

These alerts help staff quickly understand the adopter's current status and any restrictions.

Best Practices for Adopter Status Management

  1. Clear Documentation: Always include detailed notes when changing status
  2. Consistent Policies: Develop clear guidelines for when to use each status
  3. Regular Reviews: Periodically review "On Hold" statuses to determine if they should be changed
  4. Team Communication: Ensure all team members understand the status workflow
  5. Status History: Check the status history before making decisions about applications

Next Steps

Now that you understand how to manage adopter statuses, you can:

PreviousAdoption History