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Managing Immunizations Records

Kathryn Hamilton
Kathryn Hamilton
  • Updated

Overview: What are we talking about?

Immunization/Vaccination records are crucial to the health of your business, so Gingr has made it easy for you to keep accurate immunization records of each pet you care for by integrating these records into the app. In this article, you will learn how to identify expired immunization records, update records, and how to book reservations for pets with expired immunization records.

This article includes:


Helpful Hints: Before you begin.

  • If the send immunization email setting is turned on on the Admin > System Email page, customers will receive an email 30 days prior to any of their pets' required immunization records expiring if they have a past or future reservation.

  • Important! If this setting is turned on when you turn on your Global Email setting, ALL CUSTOMERS WHOSE PETS HAVE EXPIRED RECORDS IN YOUR APP WILL BE EMAILED.

  • Updating immunization records requires the can manage immunizations user permission is turned on for the user.

  • If the immunization type is required, but you do not have current records for it: enter the last known expiration date or the current date and type a note to explain why. This is to be done at your own discretion.


How to: Manage Immunizations Records.


Icon Display

If a pet has expired or missing immunization records that are required for their species, their name will display in most places in the app with a red shield icon beneath it. If a pet has required immunization records that will expire within 30 days, their name will display in most places in the app with a yellow shield icon beneath it.

Immunizations that are not required will not trigger yellow or red shield icons.





Making Reservations for Pets with Expired Immunizations

When making a reservation for a pet, if their required immunization records will be expired at any time within their reservation's dates, the user will receive an error message saying that the pet's immunizations will be expired.
To override an expired immunization when making a reservation, the user must have the can override immunizations user permission turned on.
Upon creating a reservation for a pet whose immunizations will be expired on or before their upcoming reservation, this will also trigger the Immunization Reminder Email to send out to the customer. There is a criteria that, if the End date of the reservation is greater than the immunization expiration date OR the expiration date falls within the reservation's start date and end date, then the Immunization Reminder Email will trigger. 

Updating Immunizations

Immunization records for pets can be updated from both the Shield Icons on the dashboard and the Animal's Profile page.

Important! Be sure to enter the date that the immunization expires. These dates are most commonly referred to on vet records as "due dates" or "reminders," but may also say "expiration."


Update by Clicking Shield Icons:

  1. Click on the red or yellow shield icon, wherever it displays:

  2. This will open a panel where you can update the pet's immunization records.  Entering notes is optional.

    • Red backgrounds indicate required records that are either expired or missing.

    • Yellow backgrounds indicate records that will be expiring within 30 days. 

    • White backgrounds indicate records that are either current or are optional (not required).

Update on Animal Profile:
Click into the Immunizations tab on the animal's profile page. The number in the tab indicates how many required immunization records are expired or missing for this pet.
Owner Files (Customer Portal): 
Through the customer side of the app, customers can upload scanned or photographed copies of their pets immunization records. (Your business can also upload files to the customer's Owner page.) If a customer has any uploaded files, they will appear in the Owner Files tab of the Immunizations interface.


FAQ: Check this out!

Can I view owner files instead of downloading them?

When you click the Download File button for a file on an Owner's page, your browser may download the file when you really just want to view it. We understand! What happens when you click that "Download File" button will be different depending on four things: 

  1. Your browser (i.e. Chrome, Safari, Firefox, etc.)

  2. Your operating system (i.e. Windows 7, MacOS, iOS, Android...)

  3. The settings in your browser and operating system.

  4. The File Type. 

For example, in Chrome for MacOS, with the default settings, PDF and .png files open a new tab, where you can view the file, as well as download it, whereas the browser will just download a .MOV file instead of letting you view it in another tab. 

Personalized browser configurations (i.e. pop-up blockers, spam filters, etc.) may cause issues when attempting to view owner files. However, we've built it so that, regardless of your browser, operating system, or file type, you can view the file, provided your settings allow.


How can I automatically notify owners when their pet's required immunizations are coming due?

You can enable a status toggle to send automated emails that are sent to customers 30 days prior to their pet's required vaccination records expiring if they have a past or future reservation. These emails will not send if a note is present on the required vaccinations. This will only trigger once per pet until their records are updated, which will trigger the cycle to reset for the next time the vaccinations are 30 days from due. 

To enable this automated reminder email navigate to Left-hand Navigation: Admin » System Email. Scroll to the Immunization Reminder Email template and enable the status toggle. 


How can I notify owners that their pet's immunizations will be expired before a future reservation that's more than 30 days away?

Facilities that want to highlight expired immunization dates at the time of reservation creation should include the {vaccine_expiration_date} variable in the New Reservation Email template. For more information on System Email templates and variables, click here.

It is also possible to manually email customers to request their pet's vaccination records. The template that will send is the Immunization Reminder Email, found under Left-hand Navigation: Left-hand Navigation: Admin » System Email.

To manually send a request, click on the animal's Immunization Icon (if present) or their Animal Details Immunizations tab. There is a button to "Email Reminder" at the bottom.



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