Pet & Owner Registry

The Pet Registry is the centralised database of all pets and their owners in your clinic. Every pet registered here is saved into the same shared table that Case Management reads — meaning the moment you type a mobile number in any case form, the system instantly recognises the owner and their pets. There is zero duplication of data entry between the two systems.

Think of the Pet Registry as the master contact book for your clinic: you register a pet once, and it becomes available everywhere — in cases, in the Vaccination Tracker, and in the All Pets view.

Four roles have access to the Pet Registry page. What each role can do varies slightly.

When you open the Pet Registry page, you see the following sections:

The search bar runs a live search as you type — no need to press Enter. Results update automatically with a short debounce delay.

The search covers all of the following fields simultaneously:

Click the filter icon button in the controls bar to open the filter popup panel. You can combine multiple filters at the same time — they are applied on top of any text in the search bar.

When any filter is active, the filter icon button gets a highlighted dot to indicate active filters. The ✕ Clear button also appears — click it to remove the search text and all filters at once.

Each registered pet appears as a card in the grid. The card shows a quick summary of the record.

The registry shows 12 pet records per page. When there are more than 12 records, a pagination bar appears below the card grid.

When you click a page number, the page scrolls automatically back up to the grid so you don't have to scroll manually.

Click the + Add Pet button in the top right to open the Add New Pet form popup. The form is divided into two sections — Owner Details and Pet Details.

When you type a mobile number in the Mobile Number field of the Add Pet form, the system automatically searches for existing records under that number after a short delay (the field needs at least 5 characters to trigger the check).

If the owner is already registered

When a match is found, three things happen automatically:

If the phone number is new

A "New owner" label appears in grey below the field. No fields are auto-filled. You proceed to fill in all owner and pet details manually.

The Owner Details section captures information about the pet's owner.

The Pet Details section captures all clinical and identification details about the animal.

The Species field is a dropdown with predefined options. If your pet does not fit into any standard option, you can enter a completely custom species name.

Predefined species options

Dog, Cat, Rabbit, Bird, Turtle, Tortoise — these are always available in the Species dropdown.

Entering a custom species

The Age field is connected to the Birth Date field. When you set a Birth Date, the Age field is automatically calculated and filled in — you do not need to enter it manually.

How the age is calculated

The system calculates age from the birth date to today and formats it automatically:

You can attach a photo to any pet record. The photo shows on the pet card in the grid and inside the view popup.

Both the Owner section and the Pet section of the form support Custom Fields. These are extra fields defined by your clinic to capture any additional information not covered by the default fields. They appear automatically at the bottom of each section when custom fields are configured.

How custom fields appear

Custom fields are loaded automatically when the form opens. They appear below the standard fields in each section. Custom fields can be of three types:

How custom field values are saved

Custom field values are saved automatically after the main pet record is saved. They are linked to the individual pet's record and are specific to your clinic — they are not shared with other clinics.

Custom fields on phone lookup

When an existing owner is found via phone lookup, the owner-section custom field values are also auto-filled from the stored record, just like the standard owner fields.

To see the full details of any pet, click anywhere on its card (not on the Edit or Delete buttons). This opens a View Details popup with all stored information displayed in a read-only layout.

What the View popup shows

Actions inside the View popup

To edit a pet record, click the ✏ Edit button on the pet card or inside the View popup. The same form opens with all existing values pre-filled, ready for you to update.

Editable fields

In edit mode, the following fields can be updated freely:

Owner Name, Mobile Number, Email, Address, Birth Date, Weight, Marking, Chip No, Neutered status, Rabies status, Pet Photo, and all custom fields.

Locked fields in edit mode

Four fields are permanently locked once a pet record has been saved. They show as greyed-out with a lock banner at the top of the Pet Details section:

Pet Name, Species, Breed, and Sex are locked immediately after a pet record is first saved. This locking applies in the Pet Registry, in Case Management, and everywhere else these fields appear in the system.

The lock exists to preserve data integrity — once a pet has records in the system, changing its name, species, or breed would create inconsistencies in historical case data. The Pet ID is also built from the pet's name, so changing the name after saving would break the ID.

Only Clinic Directors and Veterinarians can delete pet records. Para Vets and Receptionists do not see the delete button.

Every pet saved in the registry gets a unique Pet ID generated automatically. You never enter this manually — the system creates it when the record is saved for the first time.

How the Pet ID is built

The Pet ID is a combination of the digits-only phone number and the first 3 characters of the pet name (lowercased):

Collision handling

If two pets of the same owner share the same first 3 letters in their name, the system automatically appends an incrementing number to make the ID unique: bru → bru2 → bru3 and so on.

The ⬇ Export Excel button exports the current list of pets to a formatted .xlsx Excel spreadsheet. This button is only visible to Clinic Directors and Veterinarians.

What gets exported

The export uses whatever filters are currently active — the same pets shown on screen are what get exported (all pages, not just the current page). If you have a Species filter set to "Dog", the export contains only dogs.

Columns in the exported file

The Excel file contains the following columns in this order:

Custom fields (if configured for your clinic) appear as additional columns in the export, placed after the standard fields in their respective section (pet or owner).

Excel file details

The Pet Registry and Case Management share the same underlying pet database. Any pet registered in the Pet Registry is immediately accessible in Case Management, and any pet created via a case automatically appears in the Pet Registry.

How the link works in practice