The inspection letter arrives
Your animal boarding licence is up for renewal and the inspection is booked for three weeks' time. You know the kennels is well run. The problem is proving it on paper. The owner spends evenings pulling together a year of records: the booking diary, a box file of vaccination checks, medication charts from the kitchen, cleaning logs from the clipboard, staff training certificates from a drawer, and incident notes from a book that someone moved.
Some records are neat. Some are missing for weeks when the regular person was off. Some are in a format that made sense to one member of staff. It all gets there, but it is stressful and it depends on the owner doing it.
Records kept for the day, not for the year
Kennels create records constantly. They are just created for the job in hand rather than to be looked at later.
- Daily checks are on clipboards, filed or thrown away monthly.
- Vaccination checks are ticks in a diary.
- Medication is on paper charts that go with the pet's belongings or into a folder.
- Cleaning and disinfection routines are initialled on a sheet by the door.
- Staff training and induction are recorded as certificates, not as a register.
- Incidents are written in a notebook or remembered.
None of that is wrong. It just means finding evidence for a specific week means going through all of it by hand.
What the scramble costs
Every inspection costs the owner days of admin at a time when the business still has to run. Gaps that could have been spotted months earlier are found only when it is too late to fill them. And if the person who knows where everything is leaves, the next inspection starts from scratch.
Your licence conditions and the inspection outcome are matters for your licensing authority. What you can control is how easily you can show the work you are already doing.
Records created as you work, gathered on demand
What we build turns the daily paperwork into structured records, then gathers them for any period in one place.
- Daily checks, cleaning routines and round notes are recorded on a tablet with a simple checklist, time-stamped and named, instead of on a clipboard.
- Vaccination checks, medication doses, feeding and incidents are recorded against each stay as part of normal work.
- Staff training and inductions go into a register with dates and renewal reminders.
- A monthly summary shows gaps, such as a missing day of checks, while there is still time to understand why.
- For an inspection, you choose a date range and the system produces an organised folder: bookings, occupancy, checks, medication, cleaning, incidents and staff records, with the underlying detail available if asked.
| Record | Where it lives now | Where it lives after |
|---|---|---|
| Daily checks | Clipboard, filed monthly | Time-stamped entries, searchable |
| Vaccination checks | Ticks in the diary | Dates stored per pet, per stay |
| Medication | Paper charts | Signed doses per stay |
| Staff training | Certificates in a drawer | Register with renewal dates |
We build the checklists and records to match your own procedures and the conditions you work to. We do not interpret licensing rules or promise any inspection outcome. Your licensing authority and your own adviser are the right people for that.
Inspection week, calmly
The letter arrives. The owner opens the records screen, picks the last twelve months and produces the folder. The monthly summaries show two short gaps last winter, which have notes explaining them. The evenings that used to go on box files are free, and the inspection conversation is about how the kennels runs rather than where a sheet is.
Is your paperwork ready for a visit?
- Preparing for an inspection takes days of gathering paperwork.
- Daily records are on clipboards or in notebooks.
- Gaps in records are discovered only when you look back.
- Only one person knows where everything is kept.
- Staff training records are certificates rather than a register.