CLINIC HQ

16.3. Shelterluv


What does it do?

This integration between Shelterluv and Clinic HQ is currently one-directional, meaning data flows from Shelterluv into Clinic HQ. When an intake is completed in Shelterluv, the relevant animal information is automatically pulled into HQ. This eliminates the need for your clinic staff to enter the same data twice, significantly reducing time spent on manual entry and improving overall efficiency.

In the future, Shelterluv may choose to enable a two-way integration that allows data to be pulled from HQ back into Shelterluv. However, this functionality would be managed solely by Shelterluv, and we do not have control over if or when this will happen.

Even as a one-way integration, this system offers major time-saving benefits by streamlining your intake process and minimizing administrative workload. The first month to test the integration is free, then $99 per month.

How does it work?

  1. Your team completes the intake in Shelterluv, which then auto-populates on the Shelterluv Import screen in HQ.
  2. For most animals, you’ll be able to import them into HQ quickly and easily using the bulk import option.
  3. If an animal has a foster associated or already exists in your HQ database, you’ll need to link them to the existing pet or VCO. It’s still just one click—HQ will search for the foster (VCO) and/or animal, and you’ll simply select the match.
  4. HQ will automatically create and check out an appointment labeled “Shelterluv Intake.” No further action is needed on your end for this step.
  5. The animal will automatically be assigned to your shelter.
  6. When you’re ready to provide a medical service, just pull up the animal in HQ—their full info will be there—and proceed with the appointment as usual.

The data that comes over is the following:

  • Animal Name
  • Shelterluv ID
  • Species
  • Sex
  • Weight
  • Age
  • Colors
  • Breed
  • Volume Client Owner (foster) name
  • VCO phone
  • VCO email
  • VCO address
  • Attributes from SL (will be inserted as an animal note)
  • Intake Date
  • Microchip number
  • Vaccines entered into Shelterluv

Turning on the integration

Before you begin

  1. First step is to request an API key from Shelterluv. Here’s how to do that.
  2. Next, ensure your shelter is setup as a Volume Client (This will be the volume client (shelter) your clinic’s appointments will be made under)
    1. To do so, go to Clients > Client Management > Create Volume Client

To begin the integration process, go to Settings > Integrations > Shelterluv Add On

  1. Copy and paste your API key into the Shelterluv API Key field
  2. Select your Shelter from the drop down list
    1. Note: If the correct shelter is not displayed, do not proceed forward. Stop and open a help ticket.
  3. Click Turn on Integration button

Accessing the tool

You’ll notice a new link in your navigation panel.

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Importing data for pets with no foster

You can import Shelterluv animals into HQ by doing the following:

  1. Input a “From Intake Date” and click Search.
  2. Click the box next to the animal(s) and click the Import Selected button.
  3. When you import, it makes an appointment in HQ for the animal on the date they were entered into SL. It assigns the service “Shelterluv Intake.” HQ automatically checks out the appointment. This is the maneuver that gets them in the HQ database.
  4. When you’re ready to do medical services, simply make a new appointment for the pre-existing animal. All the data should be in there.

Import data for pets that have a foster

  1. For animals that have a foster, in HQ this is considered a Volume Client Owner (VCO) with animal type “Foster.”
  • You will click Import Selected, but then you will need to type a few characters of the owner/foster’s name and see if that person is pre-existing in your HQ database.
  • If so, select the person, and the animal will be attached to them. If they are not in the database, click Create New Owner to create a VCO for this animal.
  1. When you import, it makes an appointment in HQ for the animal on the date they were entered into SL. It assigns the service “Shelterluv Intake.” HQ automatically checks out the appointment. This is the maneuver that gets them in the HQ database.
  2. When you’re ready to do medical services, simply make a new appointment for the pre-existing animal. All the data should be in there.