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 all your completed adoptions

The Adoptions List

The adoptions list provides an overview of all completed adoptions, displaying:

• Adopter name
• Adopted pet(s) with thumbnail images
• Donation amount
• Adoption fee
• 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
• Results update as you type

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 receipt page

Adoption Receipt Page

The adoption receipt page provides comprehensive information about the adoption:

Adopter Information

The left section displays details about the adopter:

• Name
• Email address
• Phone number
• Link to the adopter's full profile

Adoption Information

The center section shows:

• Adoption date (with relative time, e.g., "3 days ago")
• Confirmation of terms agreement

Payment Information

The right section displays financial details:

• Donation amount
• Adoption fee
• Payment method (with icon)
• Stripe fees (if applicable)
• Total amount paid

Notes Section

The adoption receipt includes a notes section where you can:

1. View existing notes about the adoption
2. Add or edit notes by clicking the "Edit" button
3. Save changes to create a permanent record

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 receipt page
2. Click the printer icon in the top-right corner
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.

Managing Returns

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

1. Navigate to the adoption receipt page
2. Click the three-dot menu (⋮) in the top-right corner
3. Select "Return Adoption" from the dropdown menu
4. Enter a reason for the return in the dialog
5. 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 automatically sends a confirmation email to the adopter if their email address is in the system. 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 maintain communication with adopters 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.