01
Before your first visit
Five things worth doing first — everything else in Settings can wait until you actually need it.
Add your org name and logo
Shows in the top nav and on printed client cards, and on the "from" name of every email your org sends. PNG, JPEG, or WebP, up to 2MB.
Settings → OverviewSet your timezone
Visit timestamps are calculated from this. It defaults to Central time — if you're not there, change it now, before anyone logs a visit.
Settings → OverviewSet a reply-to email
Emails to clients show as from your org's name. Put the address where a client's reply should go here. If you don't set one, any client responses are routed to the first admin's email address on file.
Settings → OverviewWrite your follow-up email content
Your thank-you and resource emails are created blank by default — clients won't receive anything until you write real content in here. Nothing broken, just needs a few words from you.
Settings → EmailsAdd your team
Create a login for each staff member and volunteer, and set their role (Admin, Staff, or Volunteer — volunteers see a simplified visit-logging screen with no notes field).
Settings → Users02
Key toggles, explained
Ten on/off switches spread across three Settings pages — Clients, Visits, and Feeding. Everything defaults to off — turn on only what actually applies to your org. None of these are permanent; flip them anytime.
Track client documentation
Adds a "Documentation confirmed" checklist to a client's profile for whatever documentation types you require (configured separately, see the tour below).
Settings → ClientsTrack community cat caretaker status
Adds a yes/no flag and an estimated colony size field to a client's profile, for anyone feeding outdoor cat colonies.
Settings → ClientsTrack spay/neuter status
Adds a "Pets spayed/neutered" checkbox to a client's profile.
Settings → ClientsTrack client demographics
Adds standardized race/ethnicity, income level, and age bracket fields (each toggled separately) to a client's profile — useful for county/grant funding reporting.
Settings → ClientsRequire a liability disclaimer
Shows your own disclaimer text on a client's profile with a checkbox for staff to confirm the client read it.
Settings → ClientsTrack ShelterLuv ID
Adds an open-text ShelterLuv ID field to a client's profile — free text for now, until the full ShelterLuv integration (see the tour below) is finished.
Settings → ClientsTrack litter given out
Adds a litter field to visit logging. Always tracked in plain pounds — no bag-size setup needed.
Settings → VisitsTrack inventory received
Log donations and bulk deliveries as they come in, not just what goes out — enables stock-on-hand totals and low-stock alerts.
Settings → FeedingTrack wet dog food
Adds a wet food field to visit logging, with a default weight-per-can estimate seeded automatically (0.75 lbs) so reporting works right away — adjust it under Bag Weights if your cans differ.
Settings → FeedingTrack wet cat food
Same as above for cats, defaulting to 0.25 lbs per can.
Settings → Feeding03
The rest of Settings, briefly
Settings is organized into a handful of categories in the sidebar. Everything below is optional and safe to skip until you need it.
Clients
Visits
Feeding
Locations
People & access
Communication
Data & billing
04
Importing your existing data
Have a spreadsheet already? You don't have to re-key everyone by hand. Both importers live at Settings → Import Data and download a ready-made template with the exact column headers.
Import ClientsPRO
One row per client. Only name and phone are required — leave any other column blank and fill it in later.
| Column | Required? | Notes |
|---|---|---|
| name | Required | Full name. |
| phone | Required | Any format — digits are what matter. |
| Optional | ||
| phone_2 | Optional | A second phone number, if they have one. |
| email_2 | Optional | A second email address, if they have one. |
| preferred_contact_method | Optional | phone, text, email, or other |
| street_number | Optional | |
| street_name | Optional | |
| unit_number | Optional | Apartment/unit, if any. |
| city | Optional | |
| zip_code | Optional | |
| county | Optional | |
| household_size_people | Optional | Whole number. |
| dog_count | Optional | Whole number, defaults to 0. |
| cat_count | Optional | Whole number, defaults to 0. |
| dietary_restrictions | Optional | Free text. |
| tags | Optional | Separate multiple with ; or , — e.g. TNR interested;senior |
| shelterluv_id | Optional | Saves either way — turn on Track ShelterLuv ID in Settings → Clients to also edit it from a client's profile. |
| notes | Optional | Free text. |
- • Any tag that doesn't already exist in your Client Tags list gets created automatically.
- • Rows missing a name or phone are skipped and listed after the import so you can fix and re-upload just those.
Import VisitsPRO
One row per visit. Only client_phone is required. Good for backlogged paper logs or a one-off event.
| Column | Required? | Notes |
|---|---|---|
| client_phone | Required | Matched against your existing clients by phone number. |
| client_name | Optional | Used to create a new client if the phone doesn't match anyone yet. |
| date | Optional | e.g. 2026-06-15. Defaults to right now if left blank. |
| visit_type | Optional | in_person, mobile, or delivery |
| dog_food_lbs | Optional | Pounds, as a number. |
| dog_misc_items | Optional | Toys, Treats, Misc, or any custom item you've added — separate multiple with ; or , |
| cat_food_lbs | Optional | Pounds, as a number. |
| cat_misc_items | Optional | Toys, Treats, Litter, Misc, or any custom item |
| other_description | Optional | Free text label for anything else given out. |
| other_lbs | Optional | Pounds, as a number. |
| notes | Optional | Free text. |
- • No matching client? One gets created automatically from client_name + client_phone — round out their profile later.
- • Follow-up emails are not sent for imported visits, so backlogging old data won't surprise anyone with a "thank you for today's visit" email about something from months ago.
- • Doing a delivery route instead of a one-time backlog? Log it live from the app — see "Logging a delivery route" below.
05
Day to day
The stuff you'll actually touch most days.
Logging a visit
Search for the client (or add them new), then Log Visit. Sections are grouped by species/category so it's quick to scan.
Logging a delivery route
Heading out on a route with several known stops? Log a Delivery Route lets you pick multiple clients and enter dog/cat lbs per stop in one batch, instead of one visit at a time.
Finding a client
The search bar matches on name, phone, street, city, or zip — no need to know the exact spelling. Or click Clients in the top nav to browse your full list.
QR client cards
Print or email a client a scannable card — scanning it opens their profile directly. Pro plan.
Protect your login with two-factor authentication
Optional, but worth it for anyone with access to client records. Each person turns it on for their own login. You'll need an authenticator app on your phone (Google Authenticator, Microsoft Authenticator, or Authy).
- Click Change password in the top-right corner to open your Account page. On a phone, go to /account on your org's Pantry address instead.
- Under Two-factor authentication, click Set up two-factor authentication.
- Scan the QR code with your authenticator app (or type in the code shown below it).
- Enter the 6-digit code from the app and click Verify and enable.
From then on, signing in asks for your password and then a code from the app. Your phone becomes the key: if you lose it, email info@lutrapets.com and we'll reset it for you. Turning on your authenticator app's cloud backup helps avoid that.
Questions or something broken?
Click the help icon in the top nav any time — it goes straight to us, screenshot and all.
That's genuinely it
Everything else in the app is meant to make sense as you click around. If something doesn't, the help button is the fastest way to reach us.
Sign in at pantry.lutrapets.com