WhiskerMatch is organized around how shelter work actually happens: daily visibility, animal care, foster coordination, adoption, public profiles, your team, and reporting. Every part shares the same review step and the same rule — a named person decides, not the software.
Status, blocker, owner, due date, source material, and the next review decision — all attached to one animal, all visible at once. What follows is how each domain contributes to it.
Dog · 9 years
Home-fit context needs applicant clarification
Foster mobility notes are not yet reflected in the draft.
Volunteer reviewer reviews before today · 2:00 pm.
Jump to any job, or read straight through. Everything else the organization runs on — command & visibility, team & access, reporting & audit — sits on the same record, one anchor away.
Identity, lifecycle status, care plans, medical events, vaccinations, medications, weight history, and behavior observations stay attached to the record — dated and sourced, not summarized into a guess. Intake carries a required review gate: a named reviewer must clear it before an animal moves forward.
| Field | What it holds | Owner | AI may prepare | Humans decide | Never automated |
|---|---|---|---|---|---|
| Profile | Identity, current status, approved facts, and explicit unknowns. | Record owner | — | Confirm identity, facts, and status. | Infer identity, condition, or placement readiness. |
| Intake source | Finder notes, photos, forms, timing, and source attribution. | Intake coordinator | — | Confirm facts and urgent next steps. | Treat a photo or note as an assessment. |
| Care plan | Goals, recurring tasks, and a revision history. | Care team | — | Set goals, adjust tasks, and track completion. | Generate a diagnosis or treatment plan. |
| Medical / behavior caveats | Attributed source notes, dates, uncertainty, and stop rules. | Authorized staff reviewer | — | Interpret meaning and seek professional review. | Diagnose, prescribe, assess risk, or set treatment. |
| Applicant context | Application stage, documents, open questions, and replies. | Adoption coordinator | — | Review context and decide every outcome. | Rank, approve, reject, or place an applicant. |
| Public profile gate | Proposed public wording tied to reviewed sources, held until cleared. | Profile reviewer | Draft wording strictly from approved source facts. | Approve, hold, or request changes. | Publish or remove uncertainty. |
| Owner / due date | The person responsible for the current action, and when it's expected. | Workflow lead | — | Assign responsibility and set or change timing. | Make staffing, escalation, or contact decisions. |
| Source trail | The material supporting each important field or draft. | Record owner | — | Verify relevance, permission, and accuracy. | Invent a source or turn inference into fact. |
| Audit events | Who changed what, when, why, and from which source. | Organization administrator | — | Review accountability and resolve exceptions. | Rewrite or erase accountable history. |
Intake photos, finder details, foster observations, medical and behavior sources, adopter questions, partner handoffs, and reviewer decisions stay connected — without asking AI to decide what any of it means.
A stray arrives with photos, location notes, finder context, and uncertainty.
WhiskerMatch helps keep the photo, source, known facts, and open questions connected.
People confirm what is known, what remains unknown, and what happens next.
A foster notices a behavior change, comfort cue, medication issue, or environment need.
WhiskerMatch helps turn that update into sourced, reviewer-ready context.
People decide whether it changes care, public wording, or placement questions.
A disabled, senior, or medically complex animal needs a clearer care story.
WhiskerMatch helps organize daily needs, observations, open questions, and next steps.
Veterinary, behavior, foster, and placement judgment stays with people.
An adopter may be a good fit but still needs clarification or education.
WhiskerMatch helps show what is missing and what a reviewer may want to ask.
A human reviewer makes every applicant and placement decision.
Some animals need specialized rescue support beyond the current team's capacity.
WhiskerMatch helps prepare cleaner source notes, care context, and open questions.
People coordinate transfer, acceptance, treatment, and continuing care.
Foster households, a portal fosters sign into directly, placements, and check-ins that generate the next expected check-in automatically. Foster notes carry an urgency flag, so a question doesn't wait behind routine updates.
Illustrative demo record — not customer data.
Illustrative demo record — not customer data.
Applicants track their own status through a secure portal. Every stage change is appended to the application's history — nothing about a decision quietly disappears. Outbound messages go through approval-gated communications: no email sends without a named person approving it first.
Illustrative demo record — not customer data.
Illustrative demo record — not customer data.
A public profile is drafted, reviewed by a person, and versioned before it goes live. AI can prepare a first draft from sources already on the record — labeled, never unmarked. A materially relevant foster check-in re-flags a published profile for re-review. The public adoption directory only ever shows published profiles.
Held public profile and recorded the reason.
Routed the mobility observation to the adoption coordinator.
Marked home-fit context unknown — not guessed.
Blind, deaf, senior, FIV/FeLV-positive, or behaviorally nuanced animals get a Care Story surface — care plan, daily routine, mobility and medication context, and foster observations — with the same human review gate before anything publishes.
Blind senior dog who maps familiar spaces and uses a daily routine.
A person reviews the sources, asks follow-up questions, and decides the next placement step.
Fictional workflow example — not customer, shelter, foster, adopter, or medical data.
FIV-positive cat being considered for a calm, indoor placement.
Veterinary guidance and the shelter's human review determine what education and next step are appropriate.
Fictional workflow example — not customer, shelter, foster, adopter, or medical data.
Command and visibility, team and access, and reporting all read from and write to the one reviewed record. Open any part for the detail.
One view surfaces queues, due and overdue work, and anything that needs attention — across every part of the work, not one lane at a time.
Due, overdue, and needs-attention work gathered in one place, organization-wide.
Permission-aware search across the organization, with a Cmd/Ctrl+K command palette. Never returns another organization's records, even in autocomplete.
An organization-wide task queue with bulk actions, plus scheduling with conflict detection.
Ten roles — from shelter director down to read-only access — each see only what their work requires. Every record is scoped to the signed-in organization on the server, never by anything the client sends. Volunteers get their own opportunities, shift signups, and service-hour records; inventory tracks stock with a real ledger, not a spreadsheet guess.
Priorities, policy, escalation, staffing, and operating judgment.
Questions, responses, applicant review, placement decisions, and exceptions.
Which facts are confirmed, which remain unknown, and what needs assessment.
What needs action, what needs staff review, and how the foster is supported.
Approve, hold, or request changes within the role the shelter assigned.
Reports on the same records every other part of the work writes to — scoped to your organization, not a modeling layer, and not predictive analytics. An append-only audit log records who changed what, when, why, and from which source, across every part above.
Operational reporting scoped to one organization's own records.
Append-only: actor, action, target, and metadata for every material change, across every part above.
Across all seven parts, AI does exactly one thing today: help prepare a first draft of public-profile wording, strictly from source facts already on the record. Every result is labeled “ai” or “template” — and when no AI is connected, the same feature still works from a plain, rule-based template. Nothing above changes an animal’s status, an applicant’s stage, or a publish decision except a human-initiated action.
Bring one workflow, the sources it depends on, and the people who own its decisions. WhiskerMatch can run beside the rest of your tools.
