Evaluation results can be updated in Gingr either directly from the Pet Profile or during checkout in the Shopping Cart. Each of these options allow staff to record pass/fail outcomes, add notes, and trigger evaluation pass communications to pet parents.

Before You Begin

To manage evaluation results, ensure your user group has the correct permissions. Located by selecting the Book Icon (Reports & More) > Groups:

• Can Edit Evaluation Results - Required to record or update pass/fail statuses.

• Can Override Evaluation Requirement - Allows bypassing booking restrictions when evaluations are not complete.

Evaluation Results Records 

• An "Evaluation Results Records" setting under Admin > Reservation & Service Configurations > Evaluation Settings enables administrators to define how evaluation results are recorded and shared across their organization:
• Option 1: Save evaluation results by location by default - Evaluation results are tied only to the location where they are recorded.
  • The "Save Results to All Locations" checkbox displays and is unchecked by default.
  • The evaluation icon reflects results from the current location only.
• Option 2: Save evaluation results to all locations by default - Evaluation results are saved across all locations unless otherwise deselected.
  • The "Save Results to All Locations" checkbox displays and is checked by default.
  • The evaluation icon reflects results from the current location only.
• Option 3: Always save results to all locations automatically - Evaluation results are saved system-wide automatically for consistent handling of pets across all locations.
  • The "Save Results to All Locations" checkbox is hidden, since results always apply to every location.
  • The evaluation icon displays the same result across all locations.

Part 1: Update Results from the Pet Profile

1) Open the Pet Profile and Locate Evaluation Results

• Select the pet from the Business Portal to open the Pet Profile.

• Scroll to the Evaluation Results section. This area lists the categories that require an evaluation for this pet (based on location and species). 

  

  You’ll see a color-coded icon representing the pet’s overall status: 

  • Gray - Never evaluated

  • Green - All required categories passed

  • Orange - Partial pass

  • Red - Completed with no passes

Tip: The icon gives you an at-a-glance status before opening anything. If you see Orange, it means at least one category is still missing a pass result.

2) Record Pass/Fail for each required category

• For every listed category: Select the appropriate checkbox. 

  • Pass = checked or Fail = unchecked.

• Review your selections to ensure they reflect the actual outcome of the evaluation session.

Important:   Each category aligns with your Evaluation Settings for the pet’s location and species. Updating results here is what drives booking enforcement via the Customer Portal.

3) Add Evaluation Notes (Optional)

• In the Evaluation Results section, you will see a 'Evaluation Notes' text box. Enter Notes here to capture context (For example: Any observed behavior, staff recommendations, etc.).

• If the note should be internal-only, select the 'Employee Note' checkbox. 

Tip:  Notes help other staff understand why a result was recorded a certain way and can be referenced if a pet needs to re-evaluate at a later date/time.

4) Confirm & Save

• Select the blue 'Save' button in the Evaluation Results section to apply your pass/fail selections and notes.

• The pet’s evaluation icon updates immediately to reflect the new overall status.

Notice:  The Customer Portal will reflect the updated status (e.g., badges and category visibility) based on your settings. When all required evaluations are passed, the Customer Portal hides the Evaluation category for that pet and shows categories normally, reducing confusion during booking. 

5) Send Pass Communications (Optional) 

• After saving results, the Send Pass Communication modal opens automatically.

  • Review the Evaluation Pass templates (email and/or SMS). These include only the categories that passed and are fully editable via your System Email Templates and Canned SMS settings.

• Select 'Send' to notify the pet parent, or Cancel to close the modal and skip sending communications at this time.

Part 2: Update Results from the Shopping Cart

1) Add the Pet’s Evaluation to the Shopping Cart

• From the Business Portal, start by beginning the checkout process for a reservation that includes the pet’s Evaluation reservation.

• Navigate to the Shopping Cart. The cart will display the reservation details for that evaluation. 

2) Locate the Evaluation Results Button

• Within the Shopping Cart, find the line item for the Evaluation reservation.

• On this line expand the reservation details. Then, select the Evaluation Results button.

3) Open the Evaluation Results Modal

• After selecting the button, the Evaluation Results modal appears. From this point forward, the workflow is identical to Part 1:

  • Record Pass/Fail for each required category.

  • Add notes if needed, including marking as 'Employee Notes'.

  • Confirm & Save.

    • (Optional) Evaluation pass communications (email or SMS) prompt automatically, giving you the option to confirm results and send to the pet parent. Select 'Cancel' to bypass sending. 

4) Complete Checkout

• Once results are saved, the icon for the pet updates immediately. 

• Complete checkout as usual.

Additional Information

• Evaluation results are location and species-sensitive; they only display where evaluation settings are configured.

• Icons are visible across Gingr wherever the pet appears, giving staff quick insight into status.

• Results and notes can be updated later if a follow-up evaluation changes the outcome (permissions required).

Related Resources

Learn more about using the Evaluation Workflow in Gingr:

• Configure Evaluation Types (How-To) 

• Managing Evaluation Results in the Pet Profile (How-To) 

• Booking an Evaluation in the Customer Portal (How-To) 

• Customizing the Evaluation Pass Email & SMS Templates (How-To)

• Understanding the Evaluation Results Icon (Reference)