How to manage vaccine records at a dog daycare

Which vaccine records should my dog daycare require?

Use your facility’s written admission policy, with clinical questions resolved by your veterinarian and applicable requirements checked before staff use it.

This guide covers record handling, not vaccine schedules or medical decisions. Give staff a clear list of required evidence, who can resolve an unclear document, and how to document a permitted exception. Keep the policy available where staff review arrivals so a busy shift does not depend on memory.

Tato supports vaccine requirements by service and reads records for rabies, Bordetella, and DHPP. If your policy requires other vaccines, confirm how staff will record and check them before adopting Tato.

Book a demo with a sample record you are allowed to share and your admission policy.

Who should review uploaded vaccine records?

Assign staff responsibility for checking unclear documents and the dates used for admission, even when software helps with entry.

Gingr’s published review workflow has staff download the uploaded file and enter the expiry date in the pet’s immunization record. That describes a documented workflow, not every feature or integration the vendor offers.

In Tato, staff can review the source document, correct a date and see document history. During a demo, ask who notices a name mismatch, how an unreadable upload is handled, and how the next shift can tell whether a date came from evidence or a staff override. A filled date should prompt a check of its source, not end the discussion.

How does AI read a vaccine record?

Tato extracts vaccine dates from uploaded documents and applies rules to calculate the dates used for eligibility checks. Staff can review and correct the result.

1. The pet parent uploads a record. They can use a PDF or a photo (JPG, PNG, or WebP) from the customer portal when they sign up, when they add a dog, or when a booking needs it. Upload starts as soon as they pick the file.

2. Tato reads it. Tato extracts the dates for rabies, Bordetella, and DHPP.

3. Tato applies its date rules. Tato uses an explicit due or valid-until date first. Without one, it adds a clearly stated vaccine duration to the administered date. If neither is available, it uses a twelve-month software fallback after administration. Without either an explicit due date or an administered date, the expiry stays empty. This is a software calculation, not a statement of medical validity or veterinary approval. Staff should check the result against the clinic document and your facility policy, and resolve uncertain dates with the clinic.

4. Tato checks the name. A pet-name mismatch can require confirmation before the record is finalized.

5. Unclear records go to a person. An unreadable record can be held for review or return an error. Staff may need to request a clearer copy.

6. Each vaccine gets its own best record. Tato combines eligible evidence by vaccine rather than relying only on the newest upload. Staff should inspect the source of each in-use date when records disagree.

With vaccine texting configured, pet parents can text a record photo to the facility’s Tato number. Unmatched messages need staff review.

Staff review remains part of the workflow. Document history is available on the pet's profile in the staff portal. Staff can see which record supplies each date, correct a date, or set an override. An override is clearly labeled, so the next person knows a human set it.

Is AI reading better than manual entry?

AI reading helps fill date fields, but staff still need to check the result and handle exceptions. Tato fills in dates from supported records and lets staff review the source document, correct dates, and set labeled overrides.

Test Tato with the records your customers actually submit, including blurry photos, separate certificates, and records without due dates.

Tato’s reader supports rabies, Bordetella, and DHPP. Confirm a staff process for any other vaccines your facility requires.

What should a daycare do when a vaccine record expires?

Resolve an expired required record under your facility’s admission policy before admitting the dog to group play.

A simple process:

1. Hold admission for review. Give staff a clear rule for expired records and a documented process for any permitted exception.

2. Tell the pet parent what is missing. Name the vaccine and the date it expired.

3. Make the upload easy. A link to upload from a phone is better than "bring it next time."

4. Check the new record. Match the record to the dog and check the dates against the document. Ask the clinic about unclear entries.

5. Keep the history. Keep the old record on file. It shows what you had and when.

How Tato handles it:

• When a pet is not eligible, the portal asks the pet parent to upload a new record as part of booking.

• For Play Park visits at the kiosk, an expired required vaccine sends the customer to staff before self-service check-in can finish.

• In the staff portal, your team sees recorded vaccine dates and spots records that need attention.

• Tato excludes future administered dates from normal vaccine coverage calculations. Staff overrides are separate.

Automated vet record requests are not generally available today.

How does this work at a dog park or dog bar?

For Tato Play Park visits, the kiosk checks recorded vaccine eligibility before completing self-service check-in. The check-in flow directs a visit needing review to staff. It does not physically control access to the yard. Read Dog bar software: what a dog park bar actually needs for the gate side.

What should I check before using Tato for vaccine records?

Check supported file types, staff review options, reminder availability, and which records can move from your current software.

Do I still need staff to look at vaccine records?

Yes. Staff should review unclear records and resolve name or date problems. Tato can calculate an expiry when no due date is printed, so a filled-in date alone does not mean the clinic supplied it.

What file types can pet parents upload?

Tato accepts PDF, JPG, PNG, and WebP files up to the documented upload limit. HEIC and HEIF are not accepted; convert them to a supported format before uploading. Ask the demo team to confirm the current size limit for your setup.

Which vaccines does Tato read?

Tato reads rabies, Bordetella, and DHPP records. You choose which vaccines each service requires.

Does Tato send vaccine expiration reminder emails?

No. Automatic vaccine expiration reminder emails are currently disabled. Tato can request an upload during booking and direct Play Park kiosk customers to staff when a required vaccine is expired.

Can I bring my existing vaccine records when I switch?

Tato’s Gingr import tools support vaccine dates, but the scope must be confirmed for your export. Imported date rows may have no viewable original file. Keep copies of your source documents. See switching from Gingr.

How can I test Tato with my daycare’s vaccine records?

Bring sample records you are allowed to share to a demo and ask to see extracted dates, calculated expirations, and staff corrections. See pricing or book a demo.