How To

Welcome to our "How to" page. A handy guide to help you operate OVForm quickly and effectively.

CERTIFICATE REFERENCE NUMBERS

Add Certificate Reference Numbers

  1. Click on your Team and Branch.
  2. Select the “Certificate Numbers” tab (far right)
  3. Click “Add” and type in the number – exactly as it appears on the PDF you received from APHA.
  4. Continue doing this for all certificate numbers that have been allocated to you.
    • Uploading certificate numbers here will not use OVForm credits.
  5. Click “Save”
If someone uses a Certificate reference number from your APHA form directly without using OVForm you can mark this certificate number as 'Used Externally". This will prevent anyone from accidentally using it in OVForm.

Upload a PETS10 form

When you request certificate numbers from the APHA they will send you an email containing a PETS10 PDF form with 50 Unique Certificate Reference Numbers (UCNs).
You can upload that form (the original form emailed by the APHA, not a scan) directly to OVForm to automatically import the 50 UCNs

  1. Click on your Team and Branch
  2. Select the “Certificate Numbers” tab (far right)
  3. Click the 'Upload PETS10' button (top right)
  4. Select the PETS10 PDF file sent to you by the APHA
    • All 50 UCNs should appear in the table below.
    • Any existing numbers that were manually added will be preserved, including any certificate associated with the number.
  5. Mark any numbers that have already been used outside of OVForm as "Used externally".
    • This will prevent them being accidentally used again in OVForm. You must not use a UCN twice.
  6. Click “Save”

TEAMS

Change a team name

  1. Select the team name in the toolbar at the top of your screen.
  2. Click on “Team settings” in the drop-down menu.
  3. Edit/type in the new team name, and click “Save”

Add a new team member (user)

  1. Log in to your account.
  2. Select the relevant team that you want to add someone to.
  3. Click on the team name in the bar at the top of the screen to open a drop-down menu
    • Select “Team Settings"
  4. Scroll down to “Add team member"
    • Enter their email address and select Administrator or Editor.
  5. When you click “Add” an email will be sent to that person
    • They must open it and follow the instructions.
Note: when adding a new team member on a shared device (e.g. if you’re both using the computer at reception) you must log out of any other user accounts on that device before they try to follow the email link, or they won’t be able to log in.

Remove a team member

  1. As above, click on the relevant team, and select “Team settings” from the drop-down menu.
  2. Scroll down to the list of team members
  3. Click “remove” next to the name you want to remove from the team.
    • Deleting team members will not delete records they have entered or AHCs they have created.

Change team member roles

  1. Once again, select the relevant team, and click on “Team settings”
  2. Scroll down to the list of team members, and click on Administrator or Editor next to the name.
  3. Select the new role, and save.

BRANCHES

Add a branch

  1. Go to the dashboard home page (click on “Dashboard” at the top of the screen)
  2. Make sure you have the correct Team selected.
  3. Click on “Add a branch”
  4. Fill in the relevant details, then click “Create”

Change a branch name

  1. From the dashboard, click on “View” next to the branch name.
  2. Select the “Details” tab.
  3. Edit the branch name and/or details
    • Once you have entered the branch name you can look up the address and telephone number by clicking “Look up branch details” (link is below the branch name on this page.)
  4. Don’t forget to click “Update” to save your changes!

CERTIFICATES

Add or select a client

  1. Select the relevant team and branch.
  2. Click on “Create New AHC”
  3. Click on the “Select a client” field
    • A list of clients will drop down.
  4. Check if the client is already on that list – then you can simply select the client and click “Save and continue"
  5. If the client is not on the system, select “Create a new client” from the top of the client list.
    • Enter their details in the panel on the right, and click save.
  6. Make sure the new client is selected, then click “Save and continue” – this will take you to the next step, “Select a vet”
You can also create a new client on the Clients tab on the Branch view.
  1. Select the Branch you want to add a client to
  2. Go to the Clients tab
  3. Click the "Create" button
    • This will open a new page, fill in the clients details here.
  4. Then click "Create"

Add or select a vet

The way this works is similar to the Client field – you can add a vet, or select one from your list.

    • Please note, only Official Veterinarians can stamp and sign an AHC, and you must include their full name, qualification, and SP number.

Upload supporting documents

You will need to upload a rabies certificate for every pet to every AHC, and possibly other relevant documents.

  1. If you are scanning a copy of the rabies certificate, please scan as a PDF if you can, this is the preferred format. Otherwise you can also upload JPG or PNG files. No other file types are currently supported.
  2. When you get to the “Supporting documents” step in the process, you’ll se an option to upload documents.
    • This will allow you to choose files from your device.
    • After uploading each document, it’s a good idea to open it and check that it is the correct file, for the correct pet and owner.

PAYMENTS

Make a payment

  1. Click on your team name at the top of the screen, and select “Team Settings”
  2. Scroll down to Credits
  3. Fill in your business name, business address and VAT number
    • You will only need to do this the first time.
  4. Select the number of credits you need, then click “Purchase”
  5. Enter your card details on our secure payment portal.
  6. The credits will automatically be added to your account.
  7. You will be emailed a VAT invoice, and can view invoices for payments in the Payments section.