Add records & photos

Records & Photos is where you keep everything for an animal, litter or pup: vaccination certificates, vet checks, microchip records, DNA, pedigree, pet insurance, photos and more. Upload a document and Whelpkeep reads it for you.

Upload a photo or document

1. In the left menu, open Records & Photos.
2. Upload your file. Accepted formats are JPG, PNG, HEIC, WebP and PDF.

Note — HEIC is the format iPhones use, and Whelpkeep handles it automatically. An HEIC file may show as a file icon rather than a thumbnail — that's normal.

Let the document reader fill in the details

When you upload a document, the document reader pulls out the details and offers them to you.

1. Review the details the reader has found.
2. Confirm or edit each one.
3. Accept to record them.

Note — Nothing is recorded as fact until you accept it. The reader only ever suggests; you decide what's saved. See How prefill works.

Microchip records and the pup's chip number

A Microchip record ticks the pup's Microchipped compliance item. But the contract, listing and handover sheet print the chip number from the pup's own Microchip number field — not from the record. Until that field is filled in, they show the chip as pending, and the sale page warns you.

You don't have to type the number twice. When the reader has found a chip number on a Microchip record filed against one pup, the pup's page and its sale show it with a Use this number for [pup] button. Check it matches the certificate, then click it. The number is copied to the pup and appears on the stamp straight away.

Note — The button only appears when it's safe to offer: the record is filed against a single pup, that pup's Microchip number is still blank, every microchip certificate on the pup shows the same number, and the reader hasn't flagged anything on them (such as a different animal name, which usually means the certificate was filed under the wrong pup). Resolve any Check needed first and the button appears. It never replaces a number you've already entered. A whole-litter certificate can't say which number belongs to which pup, so for those, type each number on the pup.

Pet insurance on the contract

Upload a pup's pet-insurance policy or cover note as an Insurance record, filed against that pup:

1. Upload the document and choose the type Insurance.
2. The reader pulls out the insurer, policy number and cover dates. Confirm the policy number (and the insurer) — only confirmed details reach a contract. If the pup has more than one Insurance record, the contract uses the most recent one.
3. Draft the pup's contract. Whelpkeep's standard contract adds a Pet insurance line under The puppy with the insurer and policy number. If you use your own contract wording, put the placeholders {{insurer}} and {{insurance_policy}} where you want them.

Note — The contract picks up the policy at the moment you draft it. If the insurance arrives after the contract is drafted, type the policy number into the contract yourself before you send it. If the reader couldn't find the policy number on the document, you can do the same.

Record a weight

Weights are entered separately from documents and feed the pup's growth chart.

1. Add a weight with its date and the figure in grams.
2. Save.

Each weight you add appears on the growth chart.

Litter-level vs pup-level

Every record links to exactly one thing — a sire/dam, a litter, or a pup — so attach it where it belongs:

• Litter-level — anything that covers the whole group, such as a group photo or a vet visit / worming dose given to all the pups at once.
• Pup-level — anything about one individual pup goes on that pup's page.

Weights work the same way. Shared litter weights are whole-litter weigh-ins, handy before pups are weighed one by one — and each pup also has its own weight chart on its own page.

Share a record with a buyer

When a record's animal, litter or pup has a buyer, a share with buyer toggle appears.

1. Open the record.
2. Switch on share with buyer.

The record then shows on that buyer's puppy page.

Next

To bring in records you already have, see Import your existing data. For every record type and field, see the Records reference.