A step-by-step guide from starting an intake through the initial care handoff.
Updated October 12, 2026 · 9 steps
Bring the animal into custody with a clear, complete record
This guide follows a direct stray intake for Harbor, a fictional dog, in the ShelterPact demo. You will create or link the animal record, document the intake, verify the saved custody episode, and review the next steps for housing and care.
Before you begin Use an account with intake access. Search for an existing animal and person record. Gather known identity details, pickup information, received items, and any incident or case references. Follow your agency’s arrival and handling procedures.
Example screenshots: This guide uses fictional records from the ShelterPact demo. Your organization’s options and permissions may differ.
STEP 01
Open Intake & Custody
From the left navigation, expand Shelter and choose Intake. The Intake & Custody page lists custody episodes for your organization.
Select Shelter → Intake (callout 1).
Choose New Intake (callout 2).
The Intake & Custody register and New Intake button.
Tip Search for the animal before creating another permanent record. A returning animal may already have a record.
STEP 02
Choose the animal record
In New Intake, choose Existing Animal when the animal already has a ShelterPact record. Otherwise, select Create New Animal.
Use Existing Animal to select the matching animal, or Create New Animal to enter its identity (callout 1).
For a new animal, enter a name or use Random. Confirm Species, Primary Breed, Sex, Altered Status, Primary Color, and Microchip when known.
Select the appropriate Animal Status (callout 2). This example uses Pending Evaluation. Add Animal Notes if needed.
Harbor is a fictional dog created during intake. The permanent animal record will be linked automatically.
Warning Review the default Animal Status and Primary Color before saving. Select values that match the animal and your agency’s intake stage. Do not guess unknown information.
STEP 03
Classify the intake
Scroll down within the New Intake window to record why and how the animal entered custody.
Choose Intake Type and Intake Reason (callout 1). In this example: Stray and Stray / Unknown Owner.
If applicable, select the Source Incident and Related Case (callout 2). For a direct intake, leave these as None.
The same form records the intake classification and links to field or case records.
Tip Intake Type describes the custody pathway. Intake Reason provides more detail. Available reasons are managed in Settings → Configuration → Intake Reasons.
STEP 04
Record the location and people
Record where the animal was found, picked up, surrendered, or seized, and who was involved.
Choose Enter Address or Use Existing Address (callout 1). Enter the relevant address details.
Under People (callout 2), select the Owner when known. Use Unknown / none when ownership is not established.
Choose Source Person Role, then select Source Person. In this example, Taylor Hayes is the Finder. Use New beside a person field to create a person without leaving intake.
Add Pickup / Location Details and Jurisdiction where applicable.
The address is fictional; the finder is an existing fictional demo person.
Warning A finder is not automatically the owner. Confirm the role before linking someone to the intake.
STEP 05
Document arrival and save
Complete the arrival notes, then review the form before submitting it.
Record Initial Condition and Property / Items Received (callout 1).
Add Legal / Custody Notes and Additional Notes where applicable.
Choose Create Animal & Intake for a new animal (callout 2). With an existing animal, the button is Create Intake.
The button creates both the permanent animal record and the linked intake in this example.
Tip Use clear observations and list received items, such as a collar or carrier. Keep Animal Notes distinct from the notes for this particular custody episode.
STEP 06
Verify the saved intake
After Create Animal & Intake, ShelterPact opens the new animal record. Confirm that the animal is in agency custody.
Check the animal identity and Operational Status. The custody panel should show In agency custody and an intake number (callout 1).
Open Custody, then View intake details to review the saved episode. You can also use the intake number in the custody panel.
Review the saved type, reason, location, people, condition, and notes. The example created animal A26-000001 and intake I26-000001.
The saved animal record shows agency custody. Callouts 2 and 3 identify housing and care follow-up actions.
Warning Saving the intake does not finish housing or care setup. Harbor still shows Needs housing assignment; the record shows no active restrictions.
STEP 07
Assign housing
From the animal record, choose Assign Housing. This opens Current Housing and the movement controls.
Choose an appropriate available location in Move to (callout 1).
Enter a Movement reason when useful, then choose Assign Location (callout 2).
Confirm that Current location and the housing summary show the assigned location.
Current Housing shows the location selector, movement reason, and Assign Location button. Harbor has not yet been assigned a location.
Warning Locations marked FULL cannot be selected. If no suitable location is available, contact your supervisor and follow your agency’s placement procedure. The example shows Harbor awaiting a housing assignment.
STEP 08
Review holds and quarantine
From the animal record, choose Add Hold, or use Manage in the intake’s Holds & Quarantine section. On the Holds & Quarantine page, choose New Hold.
Select the correct Animal (callout 1). Confirm the selection even when opening Holds & Quarantine from an animal record.
Choose Hold Type. Check Review Date/Time, Expiration Date/Time, Issuing Authority, Assigned Staff, and any linked incident or case (callout 2).
Enter the required Reason and optional Notes. When the details are correct, choose Create Hold (callout 3), then verify the saved restriction.
Create Hold / Quarantine with Harbor selected. Verify the animal, dates, and reason before choosing Create Hold.
Warning Use your agency’s configured rules and approved deadlines. The date shown in the example is not a recommended holding period. Blocking release restrictions are controlled by Hold Types & Rules and prevent custody closure until released.
STEP 09
Finish the intake handoff
Before handing the animal to the next staff member or team, confirm the intake record and complete the remaining care and paperwork steps.
Review Intake Details and the linked People (callouts 1 and 2). Confirm custody, location, source person, and notes.
On the animal record, use Add Medical or the Medical section to record or arrange your agency’s intake assessment and care.
Use Documents for supporting paperwork. Complete any required surrender or custody documents through your agency’s document workflow.
Use Edit Record to add or correct identity details, and Add primary photo for visual identification.
Confirm housing, applicable restrictions, and any outstanding care or paperwork tasks before the handoff.
The saved intake detail page shows the custody episode, pickup address, and finder.
Tip An intake number confirms the episode was saved. Housing, restrictions, medical entries, and documents require their own review. Do not assume they were created automatically.
Before you call the intake complete
The correct animal record is linked to a saved custody episode.
Type, reason, source people, location, and arrival notes are accurate.
Housing is assigned, or the unresolved placement is handed to a supervisor.
Applicable restrictions and deadlines are reviewed and recorded.
Medical care, identification photos, and required paperwork are completed or clearly assigned.
If something does not look right
Wrong animal? Stop and check identifiers before submitting. Missing breed or reason? Ask an administrator to review Configuration. No housing options? Check capacity with a supervisor. Hold form shows Select animal? Select the animal explicitly. Custody did not save? Review the form’s validation messages, then verify the intake list before trying again.
