LeashTime has a facility for uploading documents to be associated with a client. These files become available for later review by your office. To be made viewable by clients and sitters, documents can be associated with Custom Client Fields and Custom Pet Fields. Alternatively, a document can be withheld from clients and sitters by not associating it with a custom field.
Uploading and Reviewing Client Documents
To review a client’s documents, click on the Documents icon in the Communication tab of the client’s profile:
This opens the Documents list:
Click Browse… to select a file and the file will be uploaded immediately:
With an uploaded file, you can:
- Delete the document
- Download the document to your computer
- Click the document name link to open the document:
Allowed File types
For the sake of security, only files of certain types can be uploaded. These types include:
- Adobe Acrobat files (.pdf)
- Microsoft Word Documents (.doc, .docx)
- Rich Text Documents (.rtf)
- Microsoft Excel Spreadsheets (.xls, .xlsx)
- Text spreadsheet files (.csv)
- JPEG images
- PNG images
- GIF images
- Apple Numbers spreadsheets
Documents in Custom Fields
A client document may be associated with one or more custom fields for that client or that client’s pets. To do so, you must first create a Custom Field (pet or client) in your system:
Like any other custom field, a document (File) field may or may not be made visible to the client.
(Watch “How to Use Custom Fields” https://leashtime.com/info/how-to-use-custom-fields-in-leashtime/ to learn more about Custom Fields in LeashTime).
To associate a document with a client or pet’s custom field, go to the client’s profile and then click the “Custom” tab (if you want to associate the file with the client) or the “Pets” tab for Custom Pet fields:
Your document custom field (we named our custom pet field example “Rabies Certificate”) will not be displayed if no document has been chosen for it, but we can make it appear by clicking “Show All Custom Pet Fields”:
You can associate a file with the Rabies Certificate field by clicking the pen icon next to it to open a file chooser:
Clicking on the document name associates the file with our Rabies Certificate custom pet field:
As with all custom fields, you need to click the Save Changes button at the bottom of the page to confirm the change.
The Rabies Certificate document will now be accessible as a link in the quick client viewer, where it can be clicked to review the document:
Back in the client’s Documents list, you will now see what custom fields the document is associated with:
Frequently Asked Questions
Q: Can I upload more than one document for a client?
Q: Can I associate one document with more than one client?
A: Clients cannot share a document, but you can upload the same document for each client you wish to connect it with.
Q: Can I associate one document with more than one Custom Field?
Q: Can I upload several versions of a document for the same client?
A: Yes, but you must name the documents differently. If you upload a file called “MyDocument.doc” for Client X and then upload another document called “MyDocument.doc” for Client X, the second “MyDocument.doc” will overwrite the first document.
Q: I want to upload a file of type “X”, but it is not one of the permitted types. How can I upload it?
A: You can submit a request to LeashTime Support to add type “X” to the list of allowed types. If Support cannot comply with your request, you might consider converting your file to one of the allowed types before uploading it.
Q: LeashTime is telling me the file is too large to upload. What can I do?
A: For image files, you might consider reducing the size of the image to bring down the file size. For other file types, you might consider reformatting the document in some way (e.g., simplifying a document’s style or saving a document as plain text).
Q: Can sitters see Client Documents? What about in the Mobile Sitter Apps?
A: If a client document is associated with custom client field or custom pet field that is marked for “Visit Lists”, then the sitter can view the document in any of the Mobile Sitter Apps when the client’s profile is viewed. The sitter can view ANY client document associated with any custom client field when logged in to LeashTime from a computer.