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Review vaccination certificates uploaded by parents

Check a certificate a parent uploaded from their link, approve it into a verified vaccination record or reject it, and upload one yourself.

Updated 2026-10-03

Parents can upload a photo or PDF of a vaccination certificate from their link. It waits on the pet's profile until someone on your team checks it.

Who can do this: roles with "Create / edit customers & pets". By default that's Owner, Admin, Manager, Veterinarian, Groomer, Caretaker and Front desk. Roles that can only view pets can see the certificates but not approve them.

Find certificates that need a review

  • A notification, "Vaccination certificate uploaded", takes you straight to the pet.
  • Or open the pet's profile and click the Vaccinations tab. The tab shows a number when certificates are waiting.

The Certificates waiting for review section is at the top of the tab. Each one shows who uploaded it, when, and any note the parent added.

Check the file

  • Photos are shown on the page. Click the photo or Open full size to read it properly.
  • PDFs open with Open the file.

Check the pet's name, the vaccine, the date it was given and the date the next one is due.

Approve

  1. 1Click Approve.
  2. 2In Attach to, leave A new vaccination record selected, or choose an existing vaccination to attach the certificate to it.
  3. 3For a new record, type the Vaccine name, for example Rabies.
  4. 4Fill in Given on and Due on from the certificate.
  5. 5Click Approve certificate.

The vaccination now shows a Verified badge and a View certificate link. The parent sees Verified on their link too. The Due on date drives the vaccine reminders.

When you attach to an existing vaccination, its dates are filled in for you. Change them only if the certificate says something different.

Reject

Click Reject when the certificate is unreadable, belongs to another pet or is out of date, then confirm. The certificate leaves the list and no vaccination is created.

The parent isn't told automatically. Message them to say what was wrong, so they can upload a new one.

Upload a certificate yourself

When a parent hands you a paper certificate or sends it by WhatsApp:

  1. 1On the Vaccinations tab, click Upload certificate.
  2. 2Choose a JPG, PNG, WebP or HEIC photo, or a PDF, up to 8 MB.
  3. 3The file joins Certificates waiting for review. Click Approve and fill in the details as above.

Good to know

  • Certificates are private. They are never shown on the pet's Photos tab.
  • A parent can have up to 10 certificates waiting per pet. Review them so they can upload more.
  • Editing a vaccination later with the pencil button keeps its certificate and its Verified badge.
  • See Pet profiles, vaccinations and care logs for the rest of the pet profile.