Vaccination tracking and policies

Vaccination compliance is one of the few hard gates in Wagday: a pet whose records aren't current can be stopped from booking, depending on the policy you choose. This article covers what's tracked, how the gate works, and where problems surface.

The required vaccinesCopy Anchor Link

You choose which vaccinations each animal needs at Settings → Policies → Required vaccinations. Only Admins can change them. Until you save your own choice, Wagday uses the recommended set for each animal:

• Dogs — the C5: Distemper, Hepatitis, Parvovirus and Kennel Cough.
• Cats — the F3: Feline Enteritis, Feline Calicivirus and Feline Rhinotracheitis.
• Rabbits — Rabbit Calicivirus (RHDV).
• Birds and other animals — none.

Untick a vaccination to stop requiring it, or untick them all for an animal to require none. Use recommended puts the recommended set back. An animal with no required vaccinations is never blocked or held by the vaccination gate.

Recording vaccinationsCopy Anchor Link

Vaccination records live on the pet's profile:

1. Open the pet and go to the Health tab.
2. Under Vaccinations, add a record with the vaccine type, vaccine name (for example, "C5 Vaccine"), date administered, valid-until date, and optionally the veterinarian and notes. The vaccine types offered are the ones for the pet's animal, plus Other. You can attach the certificate as well.
3. Make sure the record is verified. Only verified certificates count toward the booking gate — an uploaded-but-unverified record won't clear a pet to book, and won't stop alerts.

A combination vaccine is one record of type Other: a dog's C3, C5 or C7, or a cat's F3, F4 or F5. Tick Also counts as for the vaccinations it covers. Wagday ticks them from the vaccine name when it recognises it, and records added before cat vaccinations were checked are read the same way.

If a combination is recorded under one of its diseases instead, for example an F3 recorded as Feline Enteritis, Wagday still counts it for the rest of the combination from its name.

Customers can upload certificates from the customer portal and the app. They choose from their pet's own vaccines, plus Other for a combination. Their uploads wait for you to verify them. When you select Verify, check the certificate and choose what to Record as: the type the customer picked, another of the pet's vaccines, or Other. For Other, tick what it Also counts as, such as all four for a dog's C5 or all three for a cat's F3. Wagday ticks what the vaccine name shows; a brand name such as Vanguard Plus 5 needs you to tick the boxes.

Each record's Valid Until date drives everything: Wagday treats a vaccine expiring within 30 days as "expiring soon", and a lapsed record as expired.

How Wagday reads a pet's statusCopy Anchor Link

For each required vaccine, Wagday takes the most recent record and rolls them up into one status:

• Compliant — every required vaccine current.
• Expiring — everything's current, but at least one required vaccine expires within 30 days.
• Expired — at least one required record is on file but out of date. This shows even if other vaccines are missing entirely, so an expired set is never hidden.
• Missing — no record on file for at least one required vaccine (and nothing expired).

Choosing your enforcement policyCopy Anchor Link

The booking gate has three settings, configured per organisation at Settings → Policies. Only Admins can change it:

• Advisory — bookings always go through, but staff see a warning listing the vaccinations that aren't current.
• Acknowledge & Override — the booking is blocked unless staff acknowledge the warning and provide a reason to proceed anyway.
• Hard Block — the booking is refused outright when vaccinations aren't current, with no override.

Whatever you choose, the rule is the same: it applies to new bookings for every animal with required vaccinations, and it's based on verified records only.

It applies to the booking wizard, Quick Create on the Scheduler, the customer portal, recurring bookings, reschedules and bookings sent through the public API. Under Acknowledge & Override, Quick Create asks for the override reason before it books, and the reason is recorded with the booking. Under the same policy, a booking sent through the public API for a pet whose vaccinations aren't current arrives as a pending request held for a vaccination check: it waits for staff to confirm it, even once it is paid. Under Advisory, Quick Create books and tells you which vaccinations aren't current.

A new customer's request through the booking widget on your website is never turned away for vaccinations, because their dog is new to you and has no verified records yet. Under Hard Block or Acknowledge & Override, when you require at least one vaccination for dogs, it arrives as a pending request held for a vaccination check, even if the widget normally confirms bookings straight away, and it waits for staff to confirm it, even once it is paid. Under Advisory, or when you require no vaccinations for dogs, the widget books as it is set up to. Existing customers who sign in from the widget book through the customer portal, where your policy applies as usual.

Where alerts surfaceCopy Anchor Link

You don't have to open every profile to find lapses — they come to you:

• The dashboard — a Vaccination Alerts card lists pets with expired, missing or expiring vaccinations. This card is only shown to Admins.
• The Issues page — expired vaccinations appear as critical issues; expiring and missing ones as warnings. Each issue names the dog, the vaccines affected and the owner, and links straight to the pet's vaccination records.
• The pet profile — a ribbon across the top reads "Vaccinations expired or missing" or "Vaccinations expiring soon", and if the dog has an upcoming booking it adds the date ("— booked in 12 Aug"). The Health tab carries a matching red or amber badge with the count, and the ribbon links directly there.
• Reports → Vaccination Compliance — a report of pets with expired or expiring vaccinations requiring action, with owner contact details for chasing certificates.

RelatedCopy Anchor Link

• Behaviour assessments — the other gate that can hold up a new dog's first daycare booking.
• Temperament flags (traffic light system) — keep handling notes visible once the dog's through the door.