What boarding software tracks vaccine records, and how?
The short answer
Good boarding software stores each pet’s vaccines against your facility’s requirements, lets owners upload proof, and warns staff when something is missing or expired before check-in.
In Vivetra Boarding & Grooming, owner uploads don’t count until staff accept them. Check-in warns, and staff can only override with a recorded reason. You can also block online bookings until records are current. Vivetra is new, at $200/mo flat with unlimited staff.
What to look for
- Your requirements, written down in the system. Which vaccines you require, per species, so every check works from the same list.
- Owner uploads that aren’t trusted blindly. A photo of a certificate shouldn’t satisfy the rule until someone has looked at it.
- Warnings at the moment that matters. At check-in and at booking, not in a report nobody opens.
- An audit trail for exceptions. If a pet comes in anyway, you want to know who allowed it and why.
- Reminders to owners before vaccines expire, so the problem gets fixed before drop-off.
How Vivetra Boarding & Grooming handles it
- Requirements policy. Set which vaccines your facility requires.
- Owner uploads, staff-verified. Owners upload vaccine proof in the portal. An upload counts for nothing until staff accept it.
- Check-in warnings with a reasoned override. Staff see a warning at check-in if records are missing or expired. They can verify on the spot or override, but an override requires a reason, which is kept.
- Optional online-booking block. A facility can require current vaccines before a client books online, with a grace period. It’s off by default, and staff bookings are never hard-blocked.
- Expiry courtesy notices to owners.
- The rest of the stay in one place. Reservations and the occupancy board, daycare, grooming, feeding and medication check-offs, daily report cards, deposits and saved cards in the owner portal.
Ways facilities track vaccines
| Method | Owner proof | Staff verification | Check-in warning | Exception record |
|---|---|---|---|---|
| Paper or PDF in a folder | Emailed or handed in | Manual | None | None |
| Spreadsheet of expiry dates | Typed in by staff | Manual | Only if someone looks | None |
| Vivetra Boarding & Grooming | Portal upload | Required before an upload counts | Yes | Override reason recorded |
Limits
- The online-booking block is off by default. Turn it on if you want it.
- Staff can always override at check-in, with a reason. There’s no hard block on staff.
- No VAT on boarding invoices yet (matters for UK and Irish facilities).
- We’re new, with no comparable track record.
Questions people ask
How do dog boarding facilities verify vaccination records?
Most collect proof from the owner and have staff check it against the facility’s requirements before the stay. In Vivetra, owners upload proof in the portal, and it doesn’t count until staff accept it.
Can boarding software stop bookings if vaccines are expired?
In Vivetra, yes for online bookings, if the facility turns that on, with a grace period. Staff bookings and check-ins warn instead of blocking, and every override needs a reason.
Does the software remind owners when vaccines expire?
Vivetra sends owners a courtesy notice about vaccine expiry.
Can owners upload vaccine certificates themselves?
Yes, through the owner portal. Staff then accept or reject each upload.
How much does Vivetra Boarding & Grooming cost?
$200/mo flat for the first service with unlimited staff, plus $50/mo for each extra service.