A new client intake checklist for kennels
The first conversation with a new client decides how smooth every stay after it will be. Information that is not asked for at intake usually turns up later, at a busy moment, when the owner cannot be reached.
Here is what to ask, and why each answer matters to the people who will care for the dog.
Contacts and an emergency contact
Take the owner's phone number and a second person to call if the owner cannot be reached, especially when the owner is travelling. Ask which number to use for WhatsApp and which language the owner prefers for messages.
Feeding and medication
Write down what the dog eats, how much and how often, and whether the owner is bringing the food. For any medication, record the name, the dose, the times and how many days it runs. Clear notes mean any member of staff can give the right dose without guessing.
Handling, health and the vet
Ask how the dog behaves with people and other dogs, whether it has ever bitten, and anything it is afraid of. Note allergies and health conditions. Take the name and number of the dog's own vet, and ask for its vaccination records.
Belongings
List what arrives with the dog, such as a bed, a lead, toys or food, and take a photo of each item. It avoids questions at pick-up about what came in and what condition it was in. In Kennelio, these notes and photos sit on the dog's own record, and new clients can enter their own details through a sign-up link that staff review before anything is added.
Questions, answered
Why ask for a second emergency contact?
Owners are often travelling while their dog boards. A second contact means you can still reach someone who can make decisions.
Should I photograph belongings?
Yes. A dated photo settles questions about what arrived and its condition at pick-up.
Can clients fill in this information themselves?
With a sign-up form they can enter their details, dogs and dates before the first visit, and you review it when they arrive.