One connected workspace for shelter operations.
Manage animals, people, reservations, events, transactions, locations, and reporting through one connected operational record.
- General population38
- Medical examination4
- In treatment6
- Medical quarantine3
- Foster family9
- New intake assigned to a location
- Reservation added to the calendar
- Sale recorded — receipt linked to record
- Adoption finalized — animal microchipped
Illustrative preview with fictional demo data. Real records, statuses and operational information are never shown publicly. Access depends on role and authorization.
Every shelter operation, connected.
Dashboard & daily activity
Authorized teams monitor operational activity, animal status, adoptions, treatment, transfers and other shelter-defined classifications from a centralized view.
Calendar & events
Organize scheduled activities and the calendar within the same operational environment as the rest of the shelter.
Animals
Animal information stays connected to the relevant activity, adoptions, treatment, people, financial records and reporting.
Users
Connect relevant people to shelter activity, including approved operational relationships.
Sales & financial activity
Keep purchases and transactions connected to the relevant shelter activity, people, animals, reservations, rentals or services, where applicable. Authorized teams can review who purchased what, when the transaction occurred, and which payment method was used.
Reports
Authorized teams review shelter activity and operational and financial information through structured reporting.
Access depends on role and authorization. Sensitive animal, owner, staff or transaction data is never exposed publicly.
Track each animal from intake through medical care, foster placement, adoption or transfer.
One record follows the animal end to end. What staff enter at intake is what the medical team, the foster coordinator, the adoption desk and the reports all read.
- 01IntakeThe record opens the moment the animal arrives: date, reason, origin, identification and photos.
- 02Assessment and careStatus moves to medical examination, in treatment or medical quarantine, and care is recorded on the same file.
- 03LocationThe animal is assigned to a building, a room and a kennel, so staff know where it is.
- 04Foster placementA foster placement keeps the record open, with the placement dates and the contact person on file.
- 05Adoption or transferThe animal leaves as an adoption or as a transfer to another location — registered and microchipped.
- 06Outcome and reportingThe outcome closes the record and feeds the population, intake, adoption and financial reports.
Animal intake: opening the record
Shelter staff create the animal record at intake and manage it from there. Everything entered stays attached to the same animal.
What an intake record can hold
- Animal profile — name, species, breed, sex, age, description
- Intake date and intake reason
- Origin — found, owner surrender, transfer, seizure
- Operational status and location inside the shelter
- Owner information, where applicable
- Identification — microchip, tag, licence number
- Photos and staff notes
The exact field layout is configured with your team during implementation. Access depends on role and authorization.
- Intake date
- 14 August 2026
- Intake reason
- Found at large
- Origin
- Resident report
- Location
- Main shelter · Room A · Kennel 04
- Microchip
- 982 000 411 235 774
- Owner
- Search in progress
Illustrative preview with fictional demo data. Real records, statuses and operational information are never shown publicly.
Care is recorded on the animal’s file, not in a separate binder.
Emili tracks the animal through medical examination, in treatment and medical quarantine — shelter operating statuses — and keeps the care history attached to the same record as intake, placement and adoption.
What the team can record
The shelter decides what is tracked. The operating statuses — medical examination, in treatment, medical quarantine — are part of the shelter dashboard. The care detail recorded on each animal’s file is configured with your team:
- Vaccinations and boosters
- Veterinary examinations
- Treatments and medication
- Procedures, sterilization and deworming
- Weight history
- Medical notes and attached documents
We do not claim every item above exists as a dedicated field in all configurations. A demo walks through, point by point, what your shelter can record today.
Adoption: from available to going home
- 01AvailableThe animal is ready for adoption and visible to the team.
- 02ApplicationThe adopter’s contact details and answers are recorded.
- 03AppointmentThe meeting is added to the shelter calendar.
- 04ApprovedThe shelter confirms the match and prepares the departure.
- 05AdoptedFee collected, record closed, animal registered and microchipped.
What the adoption leaves on the record
- Adopter information
- Animal status and adoption date
- Appointments linked to the record
- Fee collected and payment method
- Notes and attached documents
The animal leaves identified
An adoption can close with a registered microchip and a permanent QR identification tag issued at pickup — the same program tag municipalities use. Where the shelter works with a municipality, the record joins the municipal registry instead of being retyped into it.
Foster care and transfers
An animal that leaves the building does not leave the record. Foster family and in transit are shelter operating statuses: the team knows, at any moment, who has the animal and until when.
Foster placement
A placement links the animal to a foster family, with the dates and the contact person. The record stays open, medical updates are added to it, and the move from foster care to adoption happens on the same record.
- Foster family
- C. household (volunteer)
- Contact
- On file — not shown
- Placement date
- 9 August 2026
- Expected return
- 6 September 2026
Transfers between locations
Animals are tracked across locations. Each transfer records the originating location, the receiving location, the date, the reason and the status — animals do not fall off the register because they moved buildings.
| Animal | From | To | Date | Status |
|---|---|---|---|---|
| Bella · #A-2481 | Main shelter | Partner clinic | 20 Aug | In transit |
| Milo · #A-2503 | North service point | Main shelter | 15 Aug | Received |
| Nala · #A-2510 | Main shelter | Foster family | 9 Aug | Placed |
Illustrative preview with fictional demo data.
Locations and kennels
Building, room, kennel. Staff see what is occupied, what is free and which animal is where — without walking the building.
Illustrative preview. Real names and statuses are visible only to authorized staff.
What the locations view covers
- Building, room and kennel
- Availability and capacity per room
- The animal currently assigned to each kennel
- Kennel status — free, in use, reserved for medical use
- Movement from one location to another
Organizations running more than one site manage each location in the same workspace, and transfers between sites stay on the animal’s record.
Calendar, appointments and sales
What lands on the calendar
Adoption appointments, veterinary appointments, animal pickup, foster meetings, follow-ups, reservations and staff tasks — in the same environment as the records.
- Adoption appointmentBella · #A-2481
- Veterinary appointmentMilo · general examination
- Foster meetingNala · expected return
- Owner pickupFound animal · licence verified
- Follow-upPost-adoption call
Payments and sales
Adoption fees, product sales, reservations and payments stay linked to the animal, the person and the activity involved. Authorized teams can review who purchased what, when, and by which payment method.
| Transaction | Linked to | Method | Amount |
|---|---|---|---|
| Adoption fee | Bella · #A-2481 | Card | — |
| Identification tag | Bella · #A-2481 | Card | — |
| Reservation | Adoption appointment | Online | — |
Illustrative preview. Amounts follow your organization’s own fee schedule and are not set by Emili.
A found animal rarely arrives with paperwork. It arrives with a chip or a tag.
Scan
Staff scan the microchip or the QR tag at intake. Reading a tag requires no app.
Trace the record
The number leads to the matching record: the animal, its owner and, where applicable, its municipal licence.
Reach and close
The owner is reached, the municipality and the shelter see the same record, and the outcome feeds reporting.
This is the advantage a standalone shelter database cannot offer: in Emili, shelter records, municipal licences, microchip registration and identification tags belong to the same platform. An animal reported lost by its owner and an animal admitted to the shelter can be the same record.
Reports: view shelter population, intake, adoption, financial and operational activity from one place.
- Current populationHow many animals are in the shelter, by status and by location.
- IntakeIntake volume by period, by reason and by origin.
- Outcomes and adoptionsAdoptions, returns to owner, transfers and other outcomes.
- Medical activityAnimals in examination, in treatment or in medical quarantine over a period.
- Financial activityAdoption fees, sales, reservations and recorded payments.
- Operational activityWhat teams did, when, and on which records.
Reports are structured and exportable, and access depends on role and authorization. A demo walks through the reports available for your type of organization.
The same organizational program tag municipalities use — branded for your organization, ready to issue at intake or adoption.
Our dedicated page explains the category and how Emili keeps shelter records connected to the wider animal-services ecosystem.