The journey, stage by stage
A case opens once, at collection or delivery, and moves forward only when the stage before it is complete and signed.
Intake & chain of custody
Tab: Pet details
Driver on the road, office at the desk
- · Owner, pet, breed, age, weight, microchip, cause of death
- · Biological implications flagged, with a note and a handling rule
- · Collection from vet or home, or owner delivery - with the address used
- · Arrival, cold-storage entry and bay, ABP commercial document reference
- · Cold storage cannot be stamped before arrival, and arrival cannot be before collection.
- · A label reference is generated on save, so no case exists without one.
- · A biological-implications case cannot proceed without a handling note.
Farewell & preparation
Tab: Transfer of pet
Office books it, operator performs it
- · Farewell viewing appointment, with the room and who attended
- · Out of and back into cold storage, timed to the minute
- · Fur clipping and paw print, each as a task with an owner
- · Total time out of cold storage is calculated, never typed.
- · Exceed the agreed threshold and the case is flagged for the manager.
- · A booked paw print stays on the board until it is physically made.
Cremation & cremulation
Tab: Cremation_Cremulation
Operator, on a tablet at the cremator
- · Two-point label verification - chamber empty, label read back
- · Cycle start, temperature readings through the cycle, peak and average
- · Total burn time, cooling, cremulation, ashes weight
- · The cycle cannot be signed off unless the chamber-cleared check is ticked by a named person.
- · A cycle whose readings drop below 850 °C is flagged as a compliance exception, not quietly filed.
- · One case in the chamber at a time - the system will not open a second cycle on the same cremator.
Return of ashes & keepsakes
Tab: Transfer of ashes_Keepsakes
Office, and the driver on delivery
- · Ashes into which keepsake, engraving text, and outstanding items
- · Collection or delivery, who handed over, who received
- · Invoice, payment method, receipt acknowledgement
- · Review request, follow-up, and whether a review was left
- · A case cannot be closed with an unfulfilled keepsake or an unpaid invoice - it stays open and visible.
- · The review request is scheduled automatically a set number of days after return.
- · Handover requires a name; ashes are never recorded as returned to nobody.
The same record, four different jobs
Nobody should have to read 51 columns to do their part. Each role opens the system on the work in front of them.
Office / client care
Sees today's arrivals, farewell bookings, ashes ready to go home, unpaid invoices and review follow-ups. Takes the calls with the whole case on one screen.
Crematorium operator
Sees only the queue: what is verified and ready to go in, what is cooling, what needs cremulating. Records the cycle without touching a spreadsheet.
Collections driver
Sees today's collection runs with addresses, contact numbers and the pet's weight, and stamps collection at the door from a phone.
Owner / manager
Sees the compliance dashboard, exceptions, turnaround times, keepsake margin and referral volume by practice.
What replaces what
| Today | In the system |
|---|---|
| Find the reference on four tabs | One case page with all four stages on it |
| Typed total time out of cold storage | Calculated from the two stamps, and flagged if long |
| One temperature reading, entered later | Readings through the cycle, with a pass/fail against 850 °C |
| 'Any outstanding keepsakes: No' | A task list that will not let the case close |
| 'Invoice paid: (blank)' | An overdue invoice on the dashboard from day one |
| Owner details in a shared file | Owner records with consent and a retention rule |
| Vet phones to chase a collection | The practice raises and tracks it in the portal |
| No idea who typed a cell | Every entry stamped with a name, time and role |
See it with your own cases in it
The demo is loaded with the six records from your workbook - including Lulu and Nickel - plus a realistic August workload so the dashboards and queues behave the way they would in practice.