Dashboard
▼
Your daily home base. Shows every dog in your system, their vaccination status, and owner contact info. Use it to see who's current, who's overdue, and who's missing records — without digging through paperwork.
FAQ
What do the status badges mean? ▼
- Current — all required vaccinations on file, none expiring within 30 days
- Due Soon — at least one vaccination expires within the next 30 days
- Overdue — at least one vaccination has already expired
- Missing — a required vaccination has never been entered for this dog
How do I find a specific dog? ▼
Type the dog's name or owner's name in the search box at the top. Results filter as you type.
How do I see only the dogs with problems? ▼
Use the filter pills — tap or click Overdue, Missing, or Due Soon to narrow the list down.
Can I sort the list? ▼
Yes. The list defaults to alphabetical order by dog name. Click the Dog, Owner, or Status column headers to change the sort. Click the same header again to reverse the order.
How do I add a new dog? ▼
Click the + Add button in the top right corner.
What does archiving a dog do? ▼
Archiving removes the dog from your active list without deleting their records. Use it when a dog leaves your daycare. Check the box next to one or more dogs and use the bulk archive option at the bottom of the screen.
Why does a dog show "Missing" instead of "Overdue"? ▼
Missing means no record has ever been entered for that requirement. Overdue means a record exists but it has expired.
How do I print reminder slips? ▼
Click Print slips in the top right corner. This takes you to the slip report for all due and overdue dogs.
Common tasks
Check today's compliance at a glance
- Open the Dashboard
- Look at the filter counts next to Overdue, Missing, and Due Soon
- Click any filter to see just those dogs
Find a dog quickly
- Click the search box
- Type the dog's name or the owner's last name
- Click View → to open that dog's detail page
Sort by status to see dogs needing attention first
- Click the Status column header
- Overdue dogs will group together at the top
Archive a dog that has left
- Check the box next to the dog's name
- A bulk action bar will appear at the bottom
- Click Archive selected
Troubleshooting
A dog I just added isn't showing up.
Give the page a moment and try reloading. If the dog still doesn't appear, check that you completed the add form and saved successfully.
The status looks wrong for a dog.
Open the dog's detail page and review their compliance records. Status is calculated from the expiry dates on file — if a date was entered incorrectly, the status may not reflect reality.
The filter counts don't match what I see in the list.
Check whether a search query is still active in the search box. Clearing the search field and reapplying the filter usually resolves this.
I can't find a dog I know should be there.
They may have been archived. Archived dogs don't appear on the main dashboard. Check with your account owner about restoring an archived dog if needed.
Dog detail
▼
Shows everything on file for one dog — profile info, owner contact details, and a full compliance record for every required vaccination. This is where you update records after an owner brings in paperwork.
FAQ
How do I update a vaccination record? ▼
Find the requirement row (e.g. Bordetella), click Edit, enter the date the vaccination was administered, and save.
What is "Expires" and do I have to fill it in? ▼
For most vaccinations, the expiry date is calculated automatically from the date administered based on your settings. For Heartworm and Flea Prevention, you select the coverage duration (e.g. 3 months, 6 months) and the expiry is calculated from that selection.
What does "Due Soon" mean on a specific row? ▼
That vaccination expires within the next 30 days. It's not overdue yet, but it's worth notifying the owner soon.
Can I add a note about the dog? ▼
Yes. The Medication Notes row at the bottom of the compliance table is a free-text field. Use it for things like "sensitive stomach" or "on daily medication."
What if the owner says the dog got vaccinated but I don't have paperwork yet? ▼
It's best to wait until you have documentation before entering a date. Entering an estimated date can create a compliance record that doesn't reflect the actual vaccination.
Can I edit the dog's name or owner information? ▼
Yes. The profile section at the top of the page allows you to edit the dog's basic information including name, owner details, and breed. Check the edit option on the page for what can be updated.
What does "Clear" do on a compliance row? ▼
Clear removes the vaccination record for that requirement, resetting it to Missing. Use it if a record was entered incorrectly.
Why is a row still showing as Overdue after I updated it? ▼
Make sure you clicked Save after entering the date. If you navigated away without saving, the update may not have been recorded. You can verify by reopening the detail page.
Common tasks
Update a vaccination after receiving paperwork
- Open the dog's detail page
- Find the requirement row (e.g. Rabies)
- Click Edit
- Enter the date administered
- Confirm the expiry date looks correct
- Click Save
Add a medication note
- Scroll to the bottom of the compliance table
- Find the Medication Notes row
- Click Add note
- Type the note and save
Update owner contact information
- Click the edit icon next to the owner's name or phone number
- Make your changes
- Save
Troubleshooting
I saved a date but the status didn't change.
Open the dog detail page again and check that the expiry date in the Expires column looks correct. If the status still doesn't match what you expect, the expiry date on file may need to be corrected.
The Expires field is blank after I entered a date.
This can happen with Heartworm or Flea Prevention if a coverage duration wasn't selected. Go back to Edit and make sure you've chosen the number of months covered.
I accidentally cleared a record.
Re-enter the vaccination date. If you're not sure of the original date, ask the owner to check with their vet.
The dog's status on the dashboard still shows Overdue after I updated everything.
Open the dog detail page and verify that every requirement row shows a valid expiry date. If something still looks off, check whether any requirement is set to Missing or has an expiry date in the past.
Import
▼
Bring multiple dogs into VaxTracker at once using an Excel spreadsheet. Most useful when setting up for the first time or adding a large batch. Fill out the template and upload — no need to add dogs one by one.
FAQ
Where do I get the import template? ▼
On the Import page, click Download template. This gives you a pre-formatted Excel file with the correct columns already set up.
What information can I import? ▼
Dog name, breed, owner name, owner email, owner phone, and vaccination dates for each requirement.
What happens if a dog already exists in the system? ▼
VaxTracker tries to match incoming rows to existing dogs using owner email and dog name together, then email alone, then name alone. If a match is found, existing records are not overwritten by blank cells — only populated fields will update.
Can I update existing vaccination dates with the import? ▼
Yes. If you provide a date for a dog that already exists, it will update that record. Leaving a cell blank will leave the existing record untouched.
What if I don't have all the vaccination dates? ▼
Leave those cells blank. You can add them later on the dog's detail page.
How do I know if something looks off before I save? ▼
After you upload your file, VaxTracker shows a preview with any warnings before anything is saved. Review the preview before clicking Commit.
What does "name-only match" mean in the preview? ▼
It means VaxTracker found a dog with the same name but no matching owner email to confirm it's the same dog. This is flagged because different dogs can share the same name. Review these rows before committing.
Can I undo an import after committing? ▼
Not automatically. Once you click Commit the changes are saved, so it's worth taking a careful look at the preview screen first.
Common tasks
Import dogs for the first time
- Go to the Import page
- Click Download template
- Open the file in Excel and fill in your dog roster
- Save the file
- Return to the Import page and click Upload file
- Review the preview — look for any warnings
- Click Commit to save
Add vaccination dates for existing dogs via import
- Download the template
- Fill in the dog name, owner email, and the vaccination dates you want to add
- Upload and review the preview
- Confirm the matched dogs look correct
- Commit
Troubleshooting
My file won't upload.
Make sure you're using the downloaded template saved as an .xlsx file. Heavily reformatted spreadsheets or files saved in other formats may not parse correctly.
Dogs are showing as new instead of matching existing records.
Check that the owner email in your spreadsheet matches exactly what's already in the system, including no extra spaces. Email is the primary way VaxTracker identifies existing dogs.
The preview shows warnings on many rows.
If most matches are name-only, it's likely that the emails in your spreadsheet don't match what's on file. Updating the email column to match and re-uploading usually resolves this.
I committed an import with incorrect dates.
Go to each affected dog's detail page and correct the dates manually using the Edit function on each requirement row.
Reports & print slips
▼
View lists of dogs filtered by compliance status, and generate print-ready reminder slips for owners with something due or overdue. Slips are designed to hand out at the front desk during pickup or drop-off.
FAQ
What reports are available? ▼
- Overdue — dogs with at least one expired vaccination
- Due Soon — dogs with a vaccination expiring within 30 days
- Missing — dogs with no record on file for a required vaccination
- All — the full roster with compliance details
What are print slips? ▼
Pre-formatted notices — 6 per printed page — showing each dog's name, owner name, what's due or overdue, and your daycare's contact information. Meant to hand to owners at pickup or drop-off.
How do I print slips? ▼
Go to Print Slips, review the list of dogs shown, and click Print slips. Your browser's print dialog will open.
Only some dogs appear on the slip report — is that right? ▼
Yes. The slip report only includes dogs who have something due or overdue. Dogs who are fully current won't appear.
My daycare's contact info isn't showing on the slips. ▼
Go to Settings and fill in your contact email and phone number under Contact Information. Once saved, it should appear on printed slips.
Can I print a slip for just one dog? ▼
Not currently. The slip report generates for all dogs with something due or overdue at once.
The slip report says "No contact info set." What does that mean? ▼
Your daycare's phone and email haven't been added in Settings yet. Slips will still print, but the footer will be blank. Adding your contact info in Settings will populate it going forward.
Can I export report data to Excel? ▼
Use the Export button on the Dashboard to download a CSV of your full dog roster with status information.
Common tasks
Print reminder slips for all due and overdue dogs
- Click Print slips from the dashboard or navigate to the Slip Report page
- Review the list and confirm the dogs and items look correct
- Click the Print slips button
- Confirm your printer settings in the print dialog
- Print and hand to owners at pickup
View a list of overdue dogs
- Go to Reports
- Click the Overdue tab
- The list shows every dog with an expired vaccination and the specific items overdue
Add your contact info to slips
- Go to Settings
- Enter your daycare phone number and email under Contact Information
- Save — slips will show this info in the footer going forward
Troubleshooting
The slip report is empty.
No dogs currently have anything due or overdue within 30 days — which is a good sign. If you expect to see someone, open their detail page and check their expiry dates.
My contact info isn't showing on slips after saving.
Go back to Settings and confirm the fields are filled in and saved. Then reload the slip report page.
A dog I expect to see on the slip report isn't there.
Open that dog's detail page and check their compliance records. If all their expiry dates are more than 30 days out, they won't appear on the slip report until they get closer.
The printed slips cut off or look crowded.
In the browser print dialog, try setting margins to "None" or "Minimum" and confirm you're printing at 100% scale, not "Fit to page."
Settings
▼
Configure how VaxTracker works for your daycare. Manage your required vaccinations, adjust how long each is valid, and add your contact information so it appears on printed slips.
FAQ
What can I change in Settings? ▼
You can edit your compliance requirements — the vaccinations you require, how they're tracked, and how long they're valid. You can also set your daycare's contact email and phone number.
What are compliance requirements? ▼
The vaccinations or health items you require every dog to have on file. By default, VaxTracker includes DHLPPC, Bordetella, Rabies, Heartworm, Flea Prevention, and Medication Notes.
What is "entry mode"? ▼
Entry mode controls how a requirement is recorded:
- Date only — enter the date administered; expiry is calculated automatically based on the frequency you've set
- Date + duration — enter the date and select how many months of coverage; expiry is calculated from that selection, not a fixed frequency (used for Heartworm and Flea Prevention)
- Text only — a free-text note field with no dates (used for Medication Notes)
What is "frequency"? ▼
How many days a vaccination is considered valid after the administered date. For example, Bordetella is typically set to 180 days, Rabies to 365. This only applies to Date only requirements — Date + duration requirements calculate expiry from the coverage period selected at entry time.
If I change a frequency, does it affect existing records? ▼
Existing records keep the expiry date that was calculated when they were entered. New records entered after the change will use the updated frequency. If you notice a dog's status change unexpectedly after editing a requirement, check their detail page to confirm their expiry dates look correct.
Can I add a new requirement? ▼
Yes. Use the Add requirement option to create a new item. You'll set the name, entry type, and how frequently it needs to be renewed if applicable.
Can I delete a requirement? ▼
Deleting a requirement removes it from compliance tracking going forward. It's worth double-checking before you delete anything — if you're unsure, leaving an unused requirement in place is the safer option.
Common tasks
Add your daycare contact info for print slips
- Go to Settings
- Find the Contact Information section
- Enter your daycare's phone number and email address
- Click Save
- Your info will appear on printed reminder slips going forward
Change how long a vaccination is valid
- Go to Settings
- Find the requirement you want to update (e.g. Bordetella)
- Click Edit
- Update the frequency in days (180 for 6 months, 365 for 1 year)
- Save — new records entered after this change will use the updated frequency
Add a new vaccination requirement
- Go to Settings
- Click Add requirement
- Enter the name, choose the entry mode, and set the frequency if applicable
- Save — the new requirement will appear on all dog detail pages going forward
Troubleshooting
I saved my contact info but it's not showing on slips.
Go back to Settings and confirm the fields are filled in correctly, then reload the slip report page.
I changed a requirement's frequency but existing dogs show the old expiry.
This is expected — existing records keep their original expiry dates. The new frequency applies to records entered after the change.
A requirement I added isn't showing on dog detail pages.
Try reloading the dog detail page. New requirements appear going forward — existing dogs will show the new item as Missing until a record is entered.
I accidentally deleted a requirement.
You'll need to re-add it manually in Settings, then re-enter records for any dogs that had data for it. If you're not sure what was there before, check with whoever manages your account.
Import behavior — detailed rules
▼
Exactly what happens for every edge case during import. Reference this if you're not sure why a row was flagged or skipped.
Guiding principles
- Bad imported data never silently damages good existing data. If something looks wrong, it's skipped or flagged.
- Blank imported values never erase existing records. A blank cell means "no change."
- When in doubt, it shows in preview. Anything unusual appears before you commit.
- Commit only processes rows that passed preview. Error rows are skipped. Warning rows commit with the warning behavior applied.
Case-by-case rules
Invalid vaccine date
Field-level skip
Dates that can't be read (text values, impossible dates, wrong format) are rejected. The rest of the row imports normally.
⚠ Coco — DHLPPC: Date value could not be read. This field will be skipped. Existing record (if any) is unchanged.
Dates must be entered as MM/DD/YYYY or a standard Excel date format.
Prevention start date present, months missing
Field-level skip + warning
A start date without a coverage duration can't produce a valid expiry. Neither value is saved.
⚠ Luna — Heartworm: Start date was provided but coverage duration is missing. This record will be skipped.
For Heartworm and Flea Prevention, both the start date and number of months covered are required.
Prevention months present, start date missing
Field-level skip + warning
Duration without a start date is unresolvable. Neither value is saved.
⚠ Luna — Flea Prevention: Coverage duration was provided but start date is missing. This record will be skipped.
Ambiguous dog match (name only)
Row warning
Dog name matched but owner email didn't match or wasn't provided. Row is flagged for review. Import proceeds with warning applied.
⚠ "Buddy" matched by name only — owner email did not match or was not provided. Review before committing.
Owner email is the most reliable way to confirm a match. Adding email to your spreadsheet reduces these warnings.
Duplicate dog names in the same import file
Row warning (both rows)
Both rows are flagged. If committed without resolving, the last matching row in file order takes effect.
⚠ "Max" appears more than once in this file without a unique owner email. Both rows are shown. Review before committing.
Adding owner email to each row is the safest way to distinguish dogs with the same name.
Blank field when existing record already exists
Silent skip
A blank cell means "no change." Existing records are completely untouched. This is always the behavior — no exceptions.
Blank cells don't appear as warnings in preview. They're simply invisible to the import.
Malformed email
Field-level skip + warning
Email field is not saved. Dog matching falls back to name-only with the corresponding warning.
⚠ Row 14 — "Tony Alvarez": Email address appears malformed. This row will be matched by name only.
You can fix the email in the spreadsheet and re-upload, or correct it on the dog's detail page after importing.
Unknown or extra columns
Silent skip
Unrecognized columns are discarded. Everything else processes normally.
ℹ This file contains columns that weren't recognized: "Vet Name", "Notes". These columns were ignored.
Text too long
Field-level warning
Text is trimmed to the field limit and flagged. The row is not rejected.
⚠ Row 7 — Medication Notes: Text was too long and has been trimmed. Review after import.
You can edit the full text on the dog's detail page after importing.
Summary
| Case | Classification | Damages existing data? | Commit behavior |
|---|---|---|---|
| Invalid date | Field-level skip | No | Field ignored, row continues |
| Prevention date without months | Field-level skip + warning | No | Both fields ignored |
| Prevention months without date | Field-level skip + warning | No | Both fields ignored |
| Ambiguous name-only match | Row warning | No | Imports with warning applied |
| Duplicate names in file | Row warning (both rows) | No | Last row wins, noted in preview |
| Blank field, existing record | Silent skip | No | Existing record untouched |
| Malformed email | Field-level skip + warning | No | Falls back to name-only match |
| Unknown columns | Silent skip | No | Column discarded |
| Text too long | Field-level warning | No | Truncated and flagged |