Welcome to The Open Sanctuary Project’s Animal Database! Keeping thorough, up-to-date records of your residents’ health and life events is a critical aspect of sanctuary care, and we want to make the record-keeping process as simple and efficient as possible. That’s why we’re sharing this free database you can copy and begin using today! This resource is designed to walk you through every feature of the database—from copying the base into your own Airtable account to entering data using forms. Whether you’re a volunteer or staff member at your sanctuary, this guide is here to help you get started quickly and confidently.
1. Getting Started: What Is The Animal Database?
The Open Sanctuary Project’s Animal Database is built on Airtable—a flexible, spreadsheet-database hybrid that lets you manage information about your residents in an easy-to-use format. The system is pre-populated with sample (“dummy”) data and a complete set of features so you can begin using it immediately. Over time, you can customize it to fit your specific needs.
To take a peek at this database and learn more about its features and functionality, check out this video from Kyle Behrend, the creator behind this incredible tool.
Key Benefits:
- Centralized Data: All animal records are stored in the Animals tab and linked to related information (like locations, health checks, and treatments) in other tabs.
- Multiple Views: Switch between grid views, gallery views, or even a custom interface for a more app-like experience.
- Easy Data Entry: Use forms to allow staff and volunteers to add information without needing full backend access.
- Flexible Customization: Advanced users can modify field types, re-order fields, create new views, and much more.
Pricing:
The database is built on Airtable’s free plan, which supports up to 1,000 records per base. As your sanctuary grows and you accumulate more data, you might need to upgrade to a team plan that supports up to 50,000 records per base. Currently, the cost of the team plan is about $20/month, but Airtable offers a 50% discount for nonprofitsNon-governmental organizations whose primary purpose is something other than selling goods or services., helping you manage costs as you scale.
2. Copying The Base To Your Own Airtable Account
Before you begin managing your residents’ records, you need to copy the provided base to your own Airtable account. This process gives you complete control over your data and allows you to customize the database.
For a video tutorial of this process, check out the following video or follow the instructions below.
How To Copy The Base:
- Open The Animal Database: Use this link to open the database.
- Locate the “Copy Base” Button: On the top left of the database page, click the “Copy Base” button.
- Sign In or Create an Account:
- If you already have an Airtable account, simply sign in.
- If not, create a free account by entering your name and a password.
- Wait for the Base to Copy: Airtable will automatically copy the entire base (including all tabs and forms) into your account.
- Explore Your New Base: Once copied, you’ll see the complete database. A walkthrough might appear (which you can skip), and you’ll have full access to experiment and customize.
Tip: If you accidentally make changes or want to start fresh, simply copy the base again to create a new instance.
3. Detailed Walkthrough Of The Database
To better understand the structure and features of the database, you can check out the video walkthrough and/or review the outline below.
To recap, here’s an outline of the structure and different features of the database:
A. The Animals Tab (Central Repository)
- Primary Field – Name: Every animal record is identified by the resident’s name (a simple single-line text field).
- Image Field: Upload one or more photos of the resident. You can include images showing the individual as a baby, adult, or in different contexts.
- Status Field: A drop-down (single select) with options such as Current, Passed Away, or Rehomed. You can easily modify these options to suit your sanctuary.
- ID Tag Field: A text field for recording the resident’s unique ID or tag.
- Arrival Date Field: A date field that displays a calendar for accurate input. Choose the date format (US, European, etc.) that works best for you.
- Species and Breed Fields:
- Species: A single select field pre-populated with options like Pig, Sheep, CowWhile "cow" can be defined to refer exclusively to female cattle, at The Open Sanctuary Project we refer to domesticated cattle of all ages and sexes as "cows.", Goat, Chicken, DuckUnless explicitly mentioned, we are referring to domesticated duck breeds, not wild ducks, who may have unique needs not covered by this resource., Horse, TurkeyUnless explicitly mentioned, we are referring to domesticated turkey breeds, not wild turkeys, who may have unique needs not covered by this resource., Llama, Donkey, Peafowl, Alpaca, RabbitUnless explicitly mentioned, we are referring to domesticated rabbit breeds, not wild rabbits, who may have unique needs not covered by this resource., and GeeseUnless explicitly mentioned, we are referring to domesticated goose breeds, not wild geese, who may have unique needs not covered by this resource.. You can add and delete species to meet your sanctuary’s needs.
- Breed: A text field where you can enter details.
- Sex and Desexed:
- Sex: A single select field (options include Male, Female, or Unknown).
- Desexed: A simple checkbox to indicate if the resident is neutered/spayed.
- Additional Fields:
- Birthday and Estimated Age: Use these fields to note the individual’s birthday (as a date) and estimated age (as text).
- Age Grouping: A drop-down with options such as Baby, Adult, or Senior.
- Health Status: A rating field (e.g., 1 to 5 stars) to visually represent the resident’s health.
- Chronic Health Conditions: A multi-select field (e.g., Laminitis, Arthritis, Blind, Deaf) to mark any ongoing issues. As with other fields, you can add additional conditions as needed.
- Alert, Visual Description, Personality Description, Story: Text fields for special notes or background information.
B. Linked Fields And Related Tabs
The power of this database lies in its ability to link related records between tabs.
- Locations:
- Resident living spaceThe indoor or outdoor area where an animal resident lives, eats, and rests. locations are stored in a separate Locations tab.
- The linked field shows the resident’s location (e.g., Cluck Cottage, Hen Haven). This is bidirectional—updating a resident’s location results in changes in both tabs.
- Weights:
- Use the Weights tab to keep a history of an individual’s weight over time.
- Each weight record includes the weight value, date, any notes, and who recorded the weight (linked to the Humans tab).
- Vaccines & Treatments:
- Vaccinations and treatments are logged in their respective tabs.
- Vaccine records include the date, attachments (like a vet’s PDF or image), and administration details.
- Treatment records show the start and end dates, notes, attachments, and the responsible person.
- Observations and Hoof Trims:
- These tabs store details of observations and hoof trimming, including dates, notes, attachments, and the performer.
- Health Checks:
- A comprehensive Health CheckThe Open Sanctuary Project uses the term "health check" to describe health evaluations performed by caregivers who are not licensed veterinarians. While regular health checks are an important part of animal care, they are not meant to be a replacement for a physical exam performed by a licensed veterinarian. tab records regular checks, with details such as body condition, head/neck, eyes, ears, etc.
- Conditional fields in the health check form adjust based on species (e.g., bill/beak only appears for avian residents).
- Other Tabs:
- Vet Visits, Labs, Dental, Enrichment, Incident Log, Transportation, End-of-Life Analysis, and Adoptions: Each of these tabs links to the corresponding animal record.
- The Adoptions tab even connects to an Adoptees table to record who has adopted an animal, with the ability to link multiple animals to a single adoptee.
C. Editing And Customizing Fields
- Editing Fields:
- To rename a field or modify dropdown options, click the field header and select the appropriate option.
- Drag and drop fields to reorder them as needed.
- Advanced Customizations:
- Advanced users can create formulas, use conditional fields (especially in forms), and change field types as needed. The structure works out of the box but is fully customizable for evolving needs.
4. Using Views: Filtering, Grouping, And Sorting
Airtable offers powerful ways to view and interact with your data.
A. Default And Custom Views
- Default Grid View: Shows all records in a table.
- Gallery View: Presents records as visual cards—ideal for a quick, friendly overview of each resident.
- Kanban, Calendar, and Timeline Views: (Available with a paid plan) These additional views offer more ways to manage your data.
B. Filtering And Grouping
- Filters:
- Set filters to display specific records (e.g., residents with a status of “Current”).
- Combine filters (e.g., show only current residents of a specific species).
- Grouping:
- Group animals by fields such as Species or Status to get an organized view (e.g., all current pigs in one group).
- Duplicate and tweak views to create custom groups like “Current Chickens” or “Rehomed Animals.”
- Sorting:
- Sort records by Arrival Date, Name, or any other field to display data in your preferred order.
To see these in action, check out the video below!
5. Using And Sharing Forms
Forms are designed to simplify data entry while keeping your database secure. Note that when you click on the Forms tab, you’re taken to a view that lets you edit the form fields and settings. Volunteers or staff can only fill in the actual form once it’s shared via a link or QR code.
To learn more about using and sharing forms, check out the following video:
A. Configuring A Form
- Access the Forms View:
- Click on the “Forms” tab. Here, you can see and edit the settings and fields for each form (such as New Resident, Weight, Health Check, Observation, Movement, etc.).
- Customize Fields and Settings:
- Modify which fields appear, mark required fields (indicated by a red asterisk), and adjust the layout as needed.
- Save Your Settings:
- Once you’re happy with the configuration, save the form settings.
B. Sharing The Form For Data Entry
- Share the Form:
- Click the “Share Form” button. This will generate a URL (or create a QR code to link to the URL) that opens the fillable version of the form.
- Distribute the Link:
- Share the URL or QR code with volunteers or staff. They will access a user-friendly, fillable form—without seeing the backend settings.
- Data Submission:
- When the fillable form is used, the entered data is automatically added to the appropriate table in your database.
Tip: Using forms not only streamlines data entry but also helps keep the main database secure by limiting access to full editing features.
6. Automations: Streamlining Record Updates
Automations in Airtable allow you to streamline record updates when moving animals between locations, managing group movements, and recording vaccinations. While most elements of the database copy over when duplicating the base, automations must be set up manually. The following video walks you through configuring three key automations to enhance efficiency and accuracy in data management. This is the most complicated part of the process, but if you follow the instructions in the video, you’ll be all set! We’ll also provide written instructions for you to reference.
Setting Up Automations in Airtable
To access and configure automations, click on the Automations tab in Airtable. Each automation consists of a trigger and an action—the trigger initiates the process, and the action updates records accordingly.
All three automations described below use the same trigger: When a form is submitted.
1. Individual Animal Movement Automation
This automation updates a resident’s profile when they are moved from one location to another.
Steps to Configure:
- Select a Trigger:
- Click Create Automation and name it Individual Animal Movement.
- Set the trigger to When a form is submitted.
- Link it to the Movement History table.
- Select the Individual Animal Movement form as the trigger.
- Choose a test record—one that moves a single animal.
- Set Up the Action:
- Click Add Action and select Update Record.
- Choose the Animals table.
- Link the record by selecting Name from Animals and then Linked Record ID.
- Update the Location field by selecting Current Location from the form submission.
- Test and Activate:
- Click Generate Preview to ensure correct functionality.
- Rename the automation, turn it on, and test by submitting a form.
2. Group Animal Movement Automation
This automation updates the location of multiple animals when they are moved as a group.
Steps to Configure:
- Select a Trigger:
- Click Create Automation and name it Group Animal Movement.
- Set the trigger to When a form is submitted.
- Link it to the Movement History table.
- Select the Group Animal Movement form.
- Choose a test record where a group is moved.
- Set Up the Action:
- Click Add Action and select Repeating Group to ensure changes apply to every animal in the group.
- Choose Animals in Group as the input list.
- Click Test Input to verify the correct detection of group members.
- Click Add Action and select Update Record.
- Choose the Animals table and link records using Linked Record ID.
- Update the Location field with the Current Location value from the form.
- Test and Activate:
- Click Generate Preview to check the updates.
- Rename the automation, turn it on, and test by submitting a form.
3. Group Animal Vaccination Automation
This automation logs vaccinations for multiple animals by creating individual vaccine records for each resident in the group.
Steps to Configure:
- Select a Trigger:
- Click Create Automation and name it Group Animal Vaccination.
- Set the trigger to When a form is submitted.
- Link it to the Vaccinations table.
- Select the Group Vaccinations form.
- Choose a test record with multiple animals.
- Set Up the Action:
- Click Add Action and select Repeating Group.
- Choose Residents from Group as the input list.
- Click Test Input to verify the correct group members.
- Click Add Action and select Create Record.
- Choose the Vaccinations table and map the fields:
- Vaccine → Select from the form.
- Notes → Select from the form.
- Animal’s ID → Link via Linked Record ID.
- Date → Set as Dynamic and link from form.
- Next Vaccination Date → Set as Dynamic.
- How Administered → Select from the form.
- Administered By → Link using Linked Record ID.
- Attachment → Select from the form.
- Test and Activate:
- Click Generate Preview to ensure correct functionality.
- Rename the automation, turn it on, and test by submitting a form.
Summary of Automations
Each automation follows a structured process:
- Trigger: When a form is submitted.
- Action for Individual Movement: Updates the Location field in the Animals table.
- Action for Group Movement: Uses a Repeating Group to update multiple animals’ locations.
- Action for Group Vaccinations: Creates new vaccine records for each resident in the group.
By implementing these automations, sanctuary teams can significantly reduce manual data entry and ensure consistent, accurate record-keeping for their residents. Once enabled, these automations will run seamlessly in the background, updating records as forms are submitted.
7. Exploring Airtable Interfaces
Airtable Interfaces provide a polished, app-like experience for interacting with your data.
What Are Interfaces?
- Customized Front-End Views:
- Interfaces let you create custom pages where you can view, edit, and add data without navigating the full Airtable backend.
- Easy Navigation:
- They can include gallery views, lists of locations with animal counts, and other features that give you a clear overview of your sanctuary’s status.
- Customization:
- While the default interface is ready to use, advanced users can edit pages and further tailor the interface to match your sanctuary’s branding and workflow.
To learn more, check out the video below!
8. Deleting Sample Data And Starting Fresh
When you first copy the base (as described above), it comes with sample data to demonstrate functionality. This allows you to play around with the database and see for yourself what it can do. When you’re ready to start entering in your own information, you can delete this sample data to start fresh. This was demonstrated in the video about copying the base, so be sure to revisit that video if you need visual instructions on the process.
How to Delete Sample Data:
- Select All Records:
- In any tab (e.g., the Animals tab), click the checkbox at the top to select all records.
- Delete the Records:
- Right-click on the selected records and choose “Delete all selected records.”
- Repeat in Each Tab:
- Go to each tab (Locations, Weights, Treatments, etc.) and repeat the process until all sample data is removed.
Be sure you want to start fresh before deleting, as this action removes all pre-populated records.
9. Airtable Account And Pricing Considerations
While the database is built on Airtable’s free plan, here are some important points to keep in mind:
- Free Plan Limit:
- Up to 1,000 records per base.
- Team Plan Upgrade:
- If you expect to exceed this limit or need advanced features, consider upgrading to a team plan (up to 50,000 records per base).
- NonprofitA non-governmental organization whose primary purpose is something other than selling goods or services. Discount:
- Airtable offers a 50% discount for nonprofits.
- User Access:
- Not every team member needs full database access. Sharing forms allows multiple people to add data without incurring extra costs for additional paid users.
10. Final Tips And Troubleshooting
- Explore and Experiment:
- Don’t hesitate to click around and try different features. This guide is designed to get you comfortable with the basics.
- Further Customizations:
- For more detailed customizations, check out Airtable tutorials on YouTube or use Google to find specific troubleshooting tips.
- Stay Flexible:
- Your sanctuary’s needs may evolve over time. The database is a living tool—feel free to adjust field settings, create new views, and enhance forms as needed.
We hope this comprehensive guide helps you master the Open Sanctuary Project’s Animal Database. With clear instructions and easy-to-follow steps, you’re now ready to track your residents, update records, and make the most of this powerful tool. Happy tracking!
