Recent Emails
(05/23/22) Newsletter: May 2022
(04/28/22) Newsletter: April 2022
(03/25/22) Newsletter: March 2022
(03/21/22) New Website!
(03/11/22) Q1-4, 2019-2021 Report
(03/04/22) Custom Data Dashboards
(02/21/22) Newsletter: February 2022
(02/03/22) Q1-Q3, 2019-2021 Report
(01/24/22) Newsletter: January 2022
Welcome to Shelter Animals Count’s Contributor Corner! Here you will find all the details to get started with data entry, pulling reports, learn how to manage coalitions, and so much more!
The Contributor Corner will be updated in real-time with new updates and details regarding your account. We will share announcements and post video trainings to provide you with the most detailed information possible.
Shelter Animals Count "How To" Videos
NEW! Pop Up Grants
Shelter Animals Count announces a new Pop Up Grant program to distribute grants and prizes throughout the year to our data contributors!
When enter your complete, year-to-date data by the deadline each month, you’ll automatically qualify.
When will the grants/prizes be given away?
We may draw grant winners once a month, twice a month, or maybe not at all in a month’s time, it’s totally at random! We won’t announce when a Pop-Up Grant is taking place, we’ll simply announce the winner(s) based on those who met the qualifications at the time.
How does my organization qualify?
1) Submit your organization’s complete, year-to-date data by the 6th of each month to qualify for the upcoming grant. For example, to qualify for a grant in April, you must have complete data for January, February and March entered by April 6. Tip: add this calendar reminder to ensure your data is entered by the deadline to keep your organization in the running!
2) Make sure your “Organization Status” in your profile is “Confirmed”. If it is not confirmed, we will need to send a confirmation email to the authorized user on your account. Email info@shelteranimalscount.org if you need to change the authorized user or if you need additional assistance.
Can I win multiple times?
Yes! As long as your intake/outcome data is complete and entered by the deadline, you could win again throughout the year.
Technology Updates
Organization Updates
September 2022 – Community Services Data
Community services data can now be viewed on your organization home page by species and category. Users can also now easily see if the data is complete using the new CSD Data Records Widget. (Picture below).
August 2022 – Data Export
Organization’s can now export multiple months and multiple years of intake/outcome data as a CSV or PDF.
Community services data can now be imported using a CSV file. We are currently working with software companies to create this CSV file for easy export.
Community services data can now be exported to a CSV file. You can now export a month or year of community services data into a CSV file for your record keeping.
Additional enhancements to the community services data portal are coming soon!
July 2022 – Data Entry
Manual Data entry for intakes and outcomes has been improved per feedback from organizations.
– Enter all data for a single species at once and only click 1 Edit button
– Upon saving, incomplete fields will highlight as red (click edit again to correct those fields)
– After all species data is saved, click submit to see your data status update to Complete
– This animal counts section now is automatically calculating beginning counts (by pulling ending counts from a previous month) and ending counts (except ending in foster). Reminder, Total In Care is the total animals in your care not animals in shelter (see our definitions for more information)
Organizations can now update their Authorized User in their Organization Details page
March 2022 – Custom Dashboards
Your organization can now embed SAC-powered data dashboards on your website! We have two dashboard options available. Full details >
Check out these organizations to see how they’re using the dashboards:
February 2022 – Manual Data Entry
If you utilize the manual entry option for data entry, you are no longer required to enter a “0” in each field for your data to be ‘complete’. The zeros are now pre-populated! Be sure to check all fields are complete before submitting to ensure every animal is counted.
February 2022 – Overviews/Dashboards on Home Screen of Data Portal
The overviews have been expanded to allow you to filter by year, previously, these were only showing year-to-date data. Now you can quickly get your totals from past years. Tip: Take screenshots of these data charts/tables as a visual for sharing with staff, leadership, etc.
January 2022 – Data Dashboards
Our public-facing dashboard is now available! This dashboard will be updated around the 15th of each month and will include data from organizations that submitted their data by the 6th of each month. See the dashboards >
Coalition Updates
June 2022 – Portal Improvements
Coalition portal has been improved based on feedback from coalition managers!
– See snapshots of your coalitions data in the charts on your new home page
– Resend invitations for organizations to join your coalition
– See all pending organization invitations and requests to join in your Pending Contributors tab
– Additional filtering has been added to export functionality
March 2022 – Visible Organizations
With the new database launch, you were no longer seeing any organizations who had not yet logged into the new database. This has been corrected, and you now can see them in the Data Status Table and access their data.
March 2022 – Data Exports
Filters have been added for the CSV Exports. You can now export organizations by state, county, and by month or year. NOTE: If you want to export all of Alabama, select “Alabama” from state drop down, and do not select any option from the county dropdown. We will be adding more filters to these reports in addition to be able to select multiple states and multiple counties.
January 2022 – Filters
Additional filter options have been added to your dashboard to sort by region type, state, and organization type.
January 2022 – Data Status Table: Years
When viewing your Data Status table, you may now select data from years 2011-2022.
FAQS: Organization Account Management
- – Login to your account
- – In the top right corner, click your organization name and in the drop down and select “organization”. You will see three tabs: Details, Locations, Members – click on “Members”.
- – Here you’ll see everyone on your account.
- – Edit/Remove a Member: Click the 3 dots on the right of each line and you can edit/remove a member.
- – Add a new member: Click “Invite Member.” Complete the fields and click “Invite”. IMPORTANT: Adding a member or editing a member’s email will not automatically send them a notification email to join the account (we are currently working through this with our development team). Once you add/edit an email you need to go to this link, enter the user’s email and then an email will be sent to them to set their password.
If it’s not accepting your website URL, be sure you’ve included “https://www” or “http://www.” in front of your domain name. For example, instead of myhumanesociety.org, it should be https://www.myhumanesociety.org. One of the easiest ways to grab the correct URL is to go to your website, then copy the link from the browser.
If your account status is showing “registered” it means that your account has been created but the authorized user on your account needs to agree to the SAC Participant Agreement. Contact us at info@shelteranimalscount.org and we will send an email to the authorized user on your account. You can find this user on your account’s profile page near the bottom. If the authorized user needs to be updated please contact us with those details (name, title, email) and we will update it for you and then send the email to confirm your account.
In March 2021, SAC migrated to a new database and your account and data was brought over to the new database. If this is your first time logging into your account since then, you will need to set a new password before you can login.
If you can’t remember your password, you can also use this link to reset it.
- – Login to your account
- – In the top right corner you’ll see your organization name, click the drop down and select “organization”.
- – You should have landed on the “Details” tab, now select “Edit Organization.”
- – From here you can select or de-select the species you want to enter data for (or no longer enter data for), and click “update.”, this populates the data sections in the manual entry.
- – Logout and then login again, and these additional species will now appear in the manual entry option.
We have found that certain email servers have additional layers of security (primarily government emails), so it’s possible that the email is trapped in the spam filter for 24-48 hours, at which point the password reset link has expired. Another option is to add a new email address to your account, we will have to add this for you, email us at info@shelteranimalscount.org.
Do you have any filtering software on your email server, like Spamcop? Have you checked your junk/spam folder? Make sure admin@shelteranimalscount.org is whitelisted/on your approved senders list.
The link in the password reset email expires after 6 hours. If you need a new reset email, you can resend it to yourself by entering your email here. If it still doesn’t work, try opening the link in a new browser. You can also try clearing your browser cache, and/or restarting your computer. Especially if you’ve tried clicking it a few times, your browser may have old versions of the page cached, so clearing it may help.
If none of those options worked, email us at info@shelteranimalscount.org.
- – Login to your account
- – Go up to the top right corner where you see your name. Click on the drop down arrow there.
- – Click on “organization.” Click on the blue button that says “edit organization.”
- – Edit the fields. Important: ALL fields (including start date, complete URL with http:// at the front, animals in care and annual budget) need to be entered in order for the page to save.
- – Click “Update” when you’re finished.
FAQS: Organization Data Entry & Reporting
There are 2 ways to enter your data, manual entry and CSV Upload, the steps for both are below:
Manual Entry
– Login to your account
– Click blue button that says “Enter Intake/Outcome Data Now” or select “Data” in the menu on the left.
– Select “Manually”, then select the year/month for the data you want to input
You’ll be taken to the data entry page, at the top it says “Details” here is where you can change the animal types that you enter data for. Click “Edit” in the top right of this box to add/remove species. If you only have dogs, then you want only “canines” to be selected.
– Click the teal species tab you would like to enter data for. It should turn yellow. Click Edit and all fields will open to editing. When data is complete, click Save.-Incomplete fields will be highlighted with a red box. Click Edit again to re-open the form to editing.
-Repeat for all other species
-When all species data is entered, click the species tab, returning it to Teal (all species tabs should be teal). Click Submit for your data to be saved to your data portal.
- How to enter data in Shelter Animals Count >
CSV Upload – Download Template (Excel)
If you are using a shelter software you can export a report (see next FAQ for instructions) specifically to upload to the SAC database. The CSV option allows you to enter multiple years, months and species data at a time. All fields must have a numeric value, even if you don’t have data for a field, it still needs a “0”. In your account, navigate to “Data” then “CSV Upload” to import your data.
Follow these steps to upload your file:
- – Login to your account
Click blue button that says “Enter Animal Data Now” or select “Data” in the menu on the left.
– Select “Upload CSV” and click on the “choose file” button.
– Browse to where your file is on your computer, and select it. – Click “Submit.”
– Your data will be automatically entered.
Once your data is entered (either manually or CSV Upload) you can view the “Animal Data Record” box on your homepage to make sure your data is complete. This should give you an indication of complete or incomplete data. If the months are blue and show a “View” button, then the month is complete. If the months are yellow and show an “Update” button, then there is some data missing.
Locate your shelter software below and follow the steps to export your data. Then login to your account and go to “Data” then “Import CSV”.
Animals First Animal Management Software: Click here to sign into your account and select “Reports” then “Shelter Animal Count Report”. Select a date range to view and download past reports. To download a CSV of the report click the Download icon.
Animal Shelter Manager: Click here to sign into your account, the you must first install the new SAC report to your account before you can actually use it to export your data. The new report can be installed in ASM under Settings > Reports > Browse sheltermanager.com.
Chameleon: Chameleon now has a Shelter Animals Count custom-formatted crystal report available for use with Chameleon data. The report will allow you to export your Shelter Animals Count data directly from a Crystal Report, in CSV format. Contact Chameleon Support to drastically speed up and simplify your Shelter Animals Count Report reporting.
PetPoint: From any PetPoint screen, select the Report menu and click Report Website. Click to expand the Asilomar/Shelter Animals Count section then click to select the Shelter Animals Count: Data Export report. Select the dates you wish to run the report for and click Submit to download the CSV file. More information can be found by logging in to PetPoint and visiting Support > Pethealth Community. Use the search term “Shelter Animals Count reports” to read setup instructions.
Petstablished: Click here to sign into your account, then navigate to Reports section, click “Create New Report,” then select “Shelter Animals Count” from the Report Type drop down. For further instructions, Petstablished users can go to the Tutorials and FAQ section of their account and search for “Shelter Animals Count.”
ShelterTrack: Click here to sign in, then navigate to Animals > General Reports and select “Maddie’s Fund Reporting.
Shelter Boss: Sign in to Shelter Boss, then navigate to Animals > Reports: General and select “SHELTER ANIMALS COUNT” reports.
ShelterBuddy: Click here for an easy to follow guide on how to run the data matrix report, including a detailed version of the report which details the animals that are included in the report for each section.
Shelterluv: Click here to sign into your account, then navigate to Reports section, then “External Reports” and then select “Shelter Animals Count.”
Sparkie: Sign into your account, go to the Animals section, click the ‘Reports’ button and choose the Shelter Animals Count report. It will automatically download almost instantly!
We ask that your organization’s data is entered by the 6th of each month. We update our data dashboards by the 15th of each month, so in order for your data to be reflected in our dashboards, it needs to be entered by the 6th. If it is entered after the 6th, it will be updated in the following month. For example, If you enter March data on April 5, it will be reflected in the dashboards on April 15. If you enter March data on April 8, it will be reflected in the dashboards on May 15.
Click here to add this date to your calendar!
Participation in Shelter Animals Count is 100% voluntary in all aspects! However, if you’re entering data for grants, the grantor may have certain requirements that you need to follow (contact the grantor for details).
We do request that you contribute as much data as you’re able. We recently expanded our species beyond canine and feline, so if you are able to enter data for rabbits, farm animals, etc. that’s great also!
Legacy data are fields we collected in our former system and have either removed or expanded on in our new database. This would be data you entered before March 2021 when the new database was launched.
For example, the former database used to have 3 Transfer In fields:
- Transfer In, Adult
- Transfer In, Youth
- Transfer In, Age Unknown
and the new database has expanded to 9 transfer in fields to expand on transfer locations:
- Transfer In – In state, Adult
- Transfer In – Out of state, Adult
- Transfer In – International, Adult
- Transfer In – In state, Up to 5 months
- Transfer In – Out of state, Up to 5 months
- Transfer In – International, Up to 5 months
- Transfer In – In state, Age unknown
- Transfer In – Out of state, Age unknown
- Transfer In – International, Age unknown
Previously you might have just had “20” “transfers in”, for example. Now you would have 10 in-state transfers, 5 out of state transfers and 5 international transfers. So for a couple of categories we’ve expanded the data to be more detailed.
Having Legacy columns for data means we can still keep old data. We won’t erase the data for transfers that happened in the past–but still have room for new, expanded data–and a place for all of it in our new database.
If you would like to download your data by year or month as a CSV file, follow these steps:
- – Click on “Data” in the left side menu.
- – Under Data, click on “Export Data.”
- – Choose the location you want to export data for.
- -Select your preferred years/months.
- -Select “Generate CSV” then “Download CSV”.
Log in to your organization’s portal. On the lefthand menu of the main screen, click on “Data.” Next, click on “Export Data.” The Data Export screen will appear. From the drop-down menus, select All Locations, Primary, or Secondary. Then choose either a month or a full year of data. After this, click generate PDF and then download.
When you log into your account portal, you will see an area titled “Animal Records Box”, and this box indicates the status of your data.
- – Teal, “View”: This means your data is COMPLETE.
- – Blue, “Enter”: This means there is currently no data in this month, data is INCOMPLETE
- – Yellow, “Update”: This means some data has been entered but the system has found data fields with no data, therefore marking it INCOMPLETE.
All fields need to have a numeric value, so if you don’t have data for a field, it still needs a “0”.
