Help CenterSetting Up Vaccinations
Before adding vaccinations to a pet profile, you must first create your vaccination list.
Navigate to:
Setup > Lists > Vaccinations
Click Add New to create a vaccine.
⚠️ Multi-Location Databases: Vaccination lists are configured separately for each location. If multiple locations use the same vaccination requirements, the vaccines must still be created for each location individually.
Vaccine Settings
Required
Check Required if the vaccine is mandatory for your facility.
When a required vaccine is missing or expired, KC Cloud will display warnings throughout the system.
Feline
Check Feline if the vaccine only applies to cats.
If a dog has an expired feline vaccine on its profile, KC Cloud will ignore that vaccine and will not generate a warning.
Expiration Period
Enter how long the vaccine remains valid, such as:
- 6 Months
- 1 Year
- 3 Years
When a vaccination date is entered, KC Cloud will automatically calculate the expiration date based on the expiration period configured here.
Vaccine Type
Select the appropriate type:
- Rabies 1 Year
- Rabies 3 Year
- Other
All non-rabies vaccines should be set to Other.
Click Save when finished.
💡 Quick Tip: Vaccinations can also be used to track non-medical requirements such as yearly waiver renewals, temperament tests, evaluations, or other items that require periodic renewal.
Non-Required Vaccinations
You can create vaccinations that are not marked as Required.
These items can still have dates entered and tracked on the pet profile, but KC Cloud will not generate warnings when they are missing or expired.
Clients can view both required and non-required vaccination items through the Client Portal.
Adding Vaccinations to a Pet Profile
Required vaccinations appear in PURPLE on the pet profile indicating the vaccine is missing/date never entered. Vaccine dates will appear in RED when expired.
To record a vaccination:
- Open the pet profile.
- Navigate to the Vaccinations section.
- Select the vaccination.
- Enter the vaccination date.
KC Cloud will automatically calculate the expiration date when applicable.
Exempting Vaccinations
There may be situations where a pet should be exempt from a specific vaccination requirement.
For example:
- Distemper 1 Year
- Distemper 3 Year
If the pet has a valid date entered for the 1-year version, you can mark the 3-year version as Exempt.
KC Cloud will no longer generate warnings for the exempted vaccine.
‼️ Rabies Vaccine Handling
Rabies vaccines are handled differently from other vaccine types.
When configured correctly:
- Rabies 1 Year is set to Rabies 1 Year
- Rabies 3 Year is set to Rabies 3 Year
- Both are marked as Required
KC Cloud automatically treats either valid Rabies vaccine as satisfying the Rabies requirement.
If a pet has a valid Rabies 1 Year vaccination, KC Cloud will ignore the Rabies 3 Year requirement and vice versa.
⚠️ Important: Do not exempt pets from Rabies unless they are medically unable to receive the vaccine. An exempt Rabies vaccine is considered valid and may prevent vaccination warnings from appearing.
Cat Vaccines
Cat vaccinations must be created separately from dog vaccinations.
When creating feline vaccines:
- Check Feline
- Check Required if applicable
- Set the vaccine Type to Other
Feline Rabies Exception
If you track both 1-year and 3-year Rabies vaccines for cats, they must be handled differently than dogs.
Because feline Rabies vaccines are configured as Type = Other, KC Cloud cannot automatically determine which Rabies requirement is satisfied.
If a cat has a valid Rabies 1 Year vaccine:
- Enter the Rabies 1 Year date
- Mark Rabies 3 Year as Exempt
The same logic applies in reverse if the cat has a Rabies 3 Year vaccine.
Vaccination Status on Appointments
Vaccination status is displayed at the top of the appointment screen, making it easy to identify pets with missing or expired vaccinations before check-in or service completion.
Display Vaccination Status on the Schedule
You can display a Vaccination status column directly on the schedule.
To enable it:
- Click the Gear icon on the schedule.
- Enable Vacc.
- Use the up and down arrows to position the column if desired.
- Save your changes.
When the Vacc column is checked, the pet has one or more missing or expired vaccinations.
💡 Quick Tip: Position the Vacc column near the pet or client name columns for quick visibility while scheduling appointments.
Vaccination Reports
KC Cloud includes reporting tools that allow you to identify pets with expired or expiring vaccinations.
Reports can be generated for:
- All pets in the database
- Pets with upcoming appointments
You can also send vaccination reminder emails directly to clients from these reports.
For additional information, see the Expired Vaccinations Report article.
Common Uses
- Tracking required vaccines across multiple locations.
- Monitoring expiration dates automatically.
- Tracking non-medical requirements such as waivers, evaluations, and temperament tests.
- Alerting staff to missing vaccinations before appointments.
- Sending vaccination reminders to clients.
- Reviewing upcoming appointments that require updated vaccination records.