Chelsea McWreath
Problem:
There needs to be a way to turn off portal-based self-updates to vaccine records. Allowing clients to edit vaccines directly has created compliance risks and constant rework.
Current Pain Points:
  1. Prior records get overwritten/erased — historical vaccine documentation must be retained for state kennel requirements.
  2. Over 85% of client self-updates contain incorrect expiration dates (unchanged or wrong), making pets appear compliant when they are not (and vice versa). This forces time-consuming audits and maintenance of side spreadsheets.
  3. No notifications are triggered when clients self-update, so inaccurate data lingers. This can result in:
  • Wrong reminders being sent
  • Pets being accidentally admitted when non-compliant
Requested Solution (Minimum Viable Change)
Add a simple admin toggle:
  • Setting name: “Allow client portal self-updates to vaccine records”
  • Options: On / Off
  • Scope: Account-wide (ideal)
  • Default: Respect current behavior on rollout; toggle can be set Off
When Off:
  1. Clients cannot edit vaccine fields in the portal (read-only).
  2. Clients can still upload documents via the existing “Update Vaccines” form link we send. Those files attach to the pet record for staff review.
  3. Only staff can edit vaccine fields (dates).
Why this matters (Compliance & Efficiency)
  1. Ensures compliance with state kennel documentation rules.
  2. Eliminates false ‘up-to-date’ statuses caused by client errors.
  3. Saves hours of manual auditing and spreadsheet maintenance.
  4. Creates a reliable approval flow: clients upload → staff/admin validates → system updates.
Current Workaround (not sustainable)
Clients are instructed to only use update-form links to upload documents, which are then manually reviewed and entered. However, without the toggle, clients still self-edit through the portal, causing the problems outlined above.