Getting Started
Everything you need to know to use TailTrackerAI — no tech experience required.
First Things First
1
You need a username and password
Your manager or an admin will give you a username and a temporary password.
Go to tailtrackers.org and type them in on the login screen.
If you forget your password later, click "Forgot password?" on the login screen — a reset link will be emailed to the address on your account.
If you forget your password later, click "Forgot password?" on the login screen — a reset link will be emailed to the address on your account.
Tip: On your phone, go to tailtrackers.org in your browser, then tap the share button and choose "Add to Home Screen." It'll look and act like a real app — no App Store needed.
2
Understand your role
TailTrackerAI is built around roles. The home screen shows only the tools your role has access to.
| Your role | What you do in the app |
|---|---|
| Kennel Staff | Log care for city shelter animals, check the morning briefing, flag issues |
| Ranch Hands | Log care for large animals and livestock at the ranch |
| Vet & Medical | Manage vet requests, medical holds, appointments, vaccines, controlled substances |
| Social Media | Generate AI-assisted adoption posts for Facebook, Instagram, X, and TikTok |
| HR | Volunteer management, incident logs, shifts, community service tracking, certifications |
| Adoption | Process adoptions, foster placements, owner reclaims, and inter-shelter transfers |
| Legal | Audit log, staff certifications, compliance records — requires sudo re-auth for sensitive views |
| Purchasing | Supplier directory, purchase requests and orders, receiving log |
| Development | Donor records, donations, fundraising campaigns, grant tracking |
| Outreach | Media contacts, press coverage, community partners, content calendar |
| Management | All hubs in read/manage mode — reports, HR, inventory, full dashboard |
| Admin / Shelter Admin | Everything, plus user management, settings, data imports, zone management |
3
The Home screen is your launchpad
After you log in, you land on the home screen. Kennel and ranch staff see an AI briefing, animals that need attention, and a zone grid.
Management sees shelter-wide stats, the briefing, and a full list of quick-access links to every hub.
The header has a back arrow to return home from any page, and an account menu (top-right) for sign-out and biometric login setup.
Your Core Daily Workflow (Kennel & Ranch)
4
Start your shift with the Morning Briefing
Every shift should start here. The briefing shows:
• Stale animals — no care logged in 12+ hours. Red = over 24 hours.
• Animals on hold — medical or behavioral holds needing special handling.
• Open vet requests — animals that need vet staff.
• Open flags — issues reported by other staff.
• Low supplies — inventory running low.
Read it, note anything urgent, then head to the dashboard to start your rounds.
• Stale animals — no care logged in 12+ hours. Red = over 24 hours.
• Animals on hold — medical or behavioral holds needing special handling.
• Open vet requests — animals that need vet staff.
• Open flags — issues reported by other staff.
• Low supplies — inventory running low.
Read it, note anything urgent, then head to the dashboard to start your rounds.
5
Log care after each animal
The fastest way: scan the QR code sticker on the kennel or stall with your phone camera. Tap the link.
Tap what you did (Fed, Watered, Walked, Cleaned, etc.). Add a note if something's unusual. Tap Save.
Or find the animal on the dashboard and tap their name.
Or find the animal on the dashboard and tap their name.
Important: Log care while you're with the animal — not at the end of your shift. If something happens and you forget, the animal could show as stale and worry the next shift.
6
Submit a request if something needs follow-up
If an animal needs vet attention, maintenance is needed, or anything else requires action from another team — tap Request on their care log form.
This creates a ticket that shows up on the Flags & Requests page for management to see and act on.
Messaging & Communication
7
Use the Flags & Requests page to communicate needs
Any staff member can submit a request — medical, maintenance, behavioral, or general — from an animal's care log form.
These show up on the Requests page for management to see and act on.
An internal messaging hub (channel chat + DMs) is coming in a future update.
Tips for Every Role
8
Quick Reference is always there
The Help link in the footer (bottom of every page) takes you to the FAQ and Quick Reference page — emergency numbers, HSNT programs, clinic pricing, and the leadership directory.
Bookmark tailtrackers.org/reference.php directly on your phone for fastest access.
9
The FAQ has answers to everything
If you're unsure how something works, check the FAQ.
It covers every hub and feature in plain English — adoptions, messaging, grants, purchasing, legal, and more.
10
Your animal profile page is shareable with staff
Every animal has a detailed profile at /profile.php?petpoint_id=XXXX — care history, medical records, behavioral assessment, photos, and weight trend.
You can share this link with other staff members (login required to view).
For public-facing adoption info, use the public adopt page at /adopt.php — no login needed.