Summary

This article shows staff how to record evaluation results from the Pet Profile or the Shopping Cart. You can record pass or fail, add notes, and send pass messages to pet parents.

Before You Begin

You'll need these user group permissions. To find them, select the Book Icon (Reports & More) > Groups:

• Can Edit Evaluation Results: Required to record or update pass and fail statuses.
• Can Override Evaluation Requirement: Lets you bypass booking limits when evaluations are not complete.

Evaluation Results Records

This setting is under Admin > Reservation & Service Configurations > Evaluation Settings. It lets administrators choose how evaluation results are recorded and shared across the organization:

• Option 1: Save evaluation results by location by default. Results are tied only to the location where they are recorded.
  • The "Save Results to All Locations" checkbox shows and is unchecked by default.
  • The evaluation icon shows results from the current location only.
• Option 2: Save evaluation results to all locations by default. Results are saved across all locations unless you deselect this.
  • The "Save Results to All Locations" checkbox shows and is checked by default.
  • The evaluation icon shows results from the current location only.
• Option 3: Always save results to all locations automatically. Results are saved system-wide so pets are handled the same way at every location.
  • The "Save Results to All Locations" checkbox is hidden, since results always apply to every location.
  • The evaluation icon shows the same result across all locations.

Steps

Update Results from the Pet Profile

1. Select the pet in the Business Portal. The Pet Profile opens.
2. Scroll to the Evaluation Results section. It lists the categories that require an evaluation for this pet, based on location and species.

   

   A color-coded icon shows the pet's overall status:

   • Gray: Never evaluated
   • Green: All required categories passed
   • Orange: Partial pass
   • Red: Completed with no passes

   

   Tip: Orange means at least one category still needs a pass result.

3. For each listed category, select the checkbox. Checked means Pass. Unchecked means Fail.
4. Review your selections to make sure they match the result of the evaluation session.

   

   Important: Each category matches your Evaluation Settings for the pet's location and species. Updating results here is what drives booking rules in the Customer Portal.

5. (Optional) Enter notes in the Evaluation Notes box. For example, note any behavior you saw or staff recommendations.
6. (Optional) To keep a note internal, select the Employee Note checkbox.

   Tip: Notes help other staff see why a result was recorded. They are also useful if the pet needs to be evaluated again later.

7. Select the blue Save button in the Evaluation Results section. The pet's evaluation icon updates right away.

   Notice: The Customer Portal shows the new status, such as 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 the other categories as usual.

8. (Optional) Review the Send Pass Communication modal, which opens by itself after you save. It shows the Evaluation Pass email and SMS templates. They include only the categories that passed. You can edit them in your System Email Templates and Canned SMS settings.
9. Select Send to notify the pet parent. Or select Cancel to close the modal without sending.

   

Update Results from the Shopping Cart

1. In the Business Portal, start checkout for a reservation that includes the pet's Evaluation reservation.
2. Go to the Shopping Cart. The cart shows the reservation details for that evaluation.
3. Find the line item for the Evaluation reservation.
4. Expand the reservation details on that line.
5. Select the Evaluation Results button. The Evaluation Results modal opens.

   

6. Record pass or fail for each required category.
7. (Optional) Add notes. To keep a note internal, mark it as an Employee Note.
8. Save your changes. The pass communications may open (optional). Select Cancel to skip sending.

   

9. Complete checkout as usual. The pet's icon updates as soon as you save the results.

Additional Information

• Evaluation results depend on location and species. They show only where evaluation settings are set up.
• The icon shows across Gingr wherever the pet appears, so staff can see status quickly.
• You can update results and notes later if a follow-up evaluation changes the outcome. You need permission to do this.

Related Articles

• How to Book an Evaluation in the Customer Portal
• How to Customize the Evaluation Pass Email and SMS Templates
• Understanding the Evaluation Results Icon