Adoptions

Open the Adoptions hub

Click Adoptions in the left nav. The hub organizes everything across six tabs: Adoption pipeline (active applications), Follow-ups, Trial adoptions, Archive (closed and declined applications), Events, and Foster Matchmaker. Contracts aren't a separate tab -- they're managed inline within each application.

How applications arrive

Applications come in two ways:

• Public adopter gallery -- people browsing your public-facing animal listings click "Apply to adopt" on an individual animal. The application is pre-linked to that animal.
• General application -- applicants submit a general interest form without specifying an animal. You match them to animals later.

New applications appear with an Under review status badge and send an email notification to coordinators and admins.

Reviewing an application

1. 1
   From the Adoption pipeline tab, click an application card to open it.
2. 2
   Review the applicant's answers -- household info, experience with animals, living situation, references.
3. 3
   Use the Notes field to log your impressions. Notes are internal and not visible to the applicant.
4. 4
   If your rescue requires them, log a Home visit or Trial checkpoint. These are optional steps tracked within Under review, not separate stages -- the application's status stays Under review while you work through them.
5. 5
   If you need more information, click Message applicant to send them a direct email from within Fosterling.

Matching an applicant to an animal

For general applications (not pre-linked to an animal):

1. 1
   Open the application and click Match to animal.
2. 2
   A panel shows animals currently available for adoption. Filter by species, size, or age to find a good fit.
3. 3
   Click Select next to the animal you want to propose. The application is now linked to that animal.

Approving an applicant

1. 1
   When you're ready to approve, open the application and click Approve.
2. 2
   The application's status updates to Approved and the applicant receives an email letting them know.
3. 3
   Schedule a meet-and-greet or home visit if your rescue requires one. You can log the outcome directly on the application.

Collecting the adoption fee

Once an applicant is approved, collect the adoption fee before or alongside the contract -- whichever order fits your process:

• Send a checkout link -- Fosterling emails the adopter a Stripe checkout link for the fee. Card payments only, today.
• Mark paid -- if you collected cash or an offline payment, click Mark paid on the application and attach proof of payment.

Sending and signing the adoption contract

Contracts are available to every plan -- there's no plan gate on e-contracts.

1. 1
   From the approved application, click Send contract. If you have a custom contract template, it populates automatically.
2. 2
   The adopter receives an email with a link to sign. You can see the signing status (Sent, Viewed, Signed) right on the application.
3. 3
   Once signed, the contract is stored on the application and you receive a copy via email.

Closing an adoption

1. 1
   With the contract signed and the adoption complete, click Mark as adopted on the application (or from the animal's record Outcome tab).
2. 2
   The animal's status updates to Adopted and it is removed from the public gallery.
3. 3
   On the closed application, click Add success story to add a photo and caption -- post it to your Outreach page from the same modal.

Declining an application

To decline, open the application and click Decline. You can include an optional note to the applicant. Declined applications are archived and no longer appear in the active queue.

Can I have multiple applicants for the same animal?

Yes. Multiple people can apply for the same animal, and you can review them in parallel. Once you approve one and close the adoption, the others are automatically notified that the animal has been placed.

How do applicants know their application status?

Fosterling sends automated email updates when status changes: under review, approved, adopted, and declined. You can also message them directly from the application.

Can I customize the adoption application form?

Yes -- go to Settings > Intake & programs > Adoption form to add, remove, or reorder questions.

Where do I find old (closed) adoptions?

The Archive tab in the Adoptions hub shows all historical and declined applications. You can search by adopter name, animal name, or date range.

What if the adopter wants to return the animal?

Open the animal's record (search by name), go to the Outcome tab, and log a returned-to-owner outcome. If the animal is going back into your adoptable pool, drag its card back to Available on the tracking board. The return is logged with a date for your records.