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Vaccinations Setup

4 min. readlast update: 06.23.2026

Keeping vaccination records up to date helps ensure pets meet your facility's requirements and allows KC Cloud to automatically identify missing or expired vaccinations. Proper vaccine setup also enables expiration tracking, appointment warnings, schedule indicators, reporting, and Client Portal visibility.

Setting 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.

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 documents that require periodic renewal.

Clients will be able to see all items and dates in 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:

  1. Open the pet profile.
  2. Navigate to the Vaccinations section.
  3. Select the vaccination.
  4. 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. You do not need to enter a date for both.

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

When viewing or modifying an appointment, vaccination status is displayed at the top of the appointment screen.

This provides a quick way to determine whether the pet has missing or expired vaccination requirements before check-in or service completion.

 

Display Vaccination Status on the Schedule

KC Cloud can display a Vaccination column directly on the schedule.

To enable it:

  1. Click the Gear icon on the schedule.
  2. Enable Vacc.
  3. Optionally use the up and down arrows to position the column where desired.
  4. Save your changes.
 
 

When the Vacc column is checked, the pet has one or more missing or expired vaccinations.

💡 Quick Tip: Many facilities place the Vacc column near the client or pet name columns so staff can quickly identify vaccination issues 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 article.

 

Common Uses

  • Tracking required vaccines for boarding, daycare, grooming, training, and special services.
  • 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.
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