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(Free) App to manage people, animals, food distributions for pet food pantry programs soon available

  • 1.  (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 10-01-2025 05:28 PM

    I've posted in several discussion threads. The app I am building is close to being finished (well, for version 1) and brave shelters can try it. The only prerequisites are a Windows 10 or 11 PC with the Microsoft Access database program. This is part of Office in Microsoft 365 subscriptions so many of you already have it. If not, Microsoft has a free "runtime only" version you can install. If you want to have multiple people using it at the same time you'd also need a network with a share drive. It can also be configured to use a database in the cloud; Microsoft provides a $2000 annual credit for their service to qualified nonprofits, so that'd be basically free.

    Briefly:

    • Maintains a list of people who use the program. You can upload data from a spreadsheet if you already have a list. Going forward new people are added using a form.
    • Maintains an inventory of animals owned by each person (dogs, cats, cat colonies). During or after each visit you can remove animals they no longer have and add any new ones. A report shows how many animals each person had over time (by month) so you can monitor for possible abusers or puppy mills.
    • Maintains a list of food distributed to each person by species and type. You define the types you want to track e.g. "Dry dog food", "Dog food gallon bag", "Cat food large can", etc. You also define the equivalent number of pounds for each type (e.g., 0.25 lb for large can, 10 lb for gallon bag). A report shows the types of food distributed over time (by month) with equivalent total pounds. During or after each visit you can record what quantities of each type were provided on the specified date.
    • "Raw" data (e.g., list of people, list of all food distributions, list of pets owned with date entered and date removed if applicable), etc. can be exported to Excel spreadsheets if you want to do your own analysis or tracking.
    • You can define a list of sites if you are a multi-site organization, in which case clients are assigned to a site. This allows reporting by site.

    It's kind of a hobby of mine, so any shelter can use it for free. The whole thing runs on your computers so there are no costs for anything like support or infrastructure (unless you want to use Microsoft Azure databases).

    I'll try to post a more comprehensive description. In the meantime if interested comment or PM.

    Thanks!


    #AdoptionsandAdoptionPrograms
    #DataandTechnology
    #PetSupportServices*

    ------------------------------
    Peter Isakson
    Volunteer
    Brandywine Valley SPCA
    PA
    ------------------------------



  • 2.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 11-20-2025 10:03 AM

    Peter

    Thank you for creating & sharing this dashboard!

    I am the secretary for a Pet Food Pantry and we are looking for a new database system to use. We currently use an excel spreadsheet, however we have out grown it and need something more put together & less clustered.  Does your database have a way to keep track of proof of need for each person?



    ------------------------------
    Emily Dorenkamp
    Rescue & Pantry Secretary /Foster
    Jefferson County Pet Food Pantry
    MO
    ------------------------------



  • 3.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 11-20-2025 12:45 PM

    Hi, the app (an Access app) does not now have this feature. I suppose I could add it, but that would depend on what you use as "proof of need". That may be a paper form they fill out? If so, you'd have to scan it to the PC. I am pretty sure Access has a way of attaching files such as a scnned-in PDF to a record in its database, but I have not yet explored this. If the proof-of-need is (say) something in a web based system, a document in a cloud file system like Microsoft OneDrive or Google Docs, etc. it would be possible to add a place (probably part of the "person" record) to save the URL that opens that document.



    ------------------------------
    Peter Isakson
    Volunteer
    Brandywine Valley SPCA
    PA
    ------------------------------

    Original Message


  • 4.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 11-21-2025 07:07 AM

    Very nice, thank you for sharing, Peter!  It's always exciting to see tools being be built for shelters for better data.

    Just a quick note for anyone who's currently using Google Workspace for Nonprofits - our team has been working with the AppSheet platform to build out a program to help us better manage, track, and pull reports for our Care Connection Program, which includes food distribution to both individuals and partner agencies.  We've just started migrating over to it, so there's not much here yet, but we're very excited.  We also have had help in creating reports that should making reporting Community Services for Shelter Animals Count much easier for us.

    It's been helpful for us since it connects directly to our existing Google Sheets and Forms.


    ------------------------------
    Samantha Burnett
    Sr. Director, Special Projects
    Nexus Animals
    OK
    ------------------------------



  • 5.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-02-2026 07:53 AM

    Samantha - just saw this. I recently built an app on AppSheet that can be used to manage what dog is in what kennel, and display the status on a large monitor (think, like a flight status TV at an airport). It allows for moving dogs between kennels, intake of a dog first coming in, when each dog was walked, and dog attributes. I have been thinking of trying to convert the Access app I created for pantry food distribution to AppSheet. That app has so much code built in to trigger checks that I think it may be beyond the kinds of things AppSheet can handle. I would love to see more about your app.



    ------------------------------
    Peter Isakson
    Volunteer
    Brandywine Valley SPCA
    PA
    ------------------------------

    Original Message


  • 6.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 02-01-2026 01:49 PM

    Hi Peter, sure thing.  Would you please email me directly? samantha@nexusanimals.org

    Thanks!



    ------------------------------
    Samantha Burnett
    Sr. Director, Special Projects
    Nexus Animals
    OK
    ------------------------------

    Original Message


  • 7.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-28-2026 06:12 AM

    Hi Samantha, I'd be interested in hearing more about your platform for reporting on food transferred to partners agencies. Thanks!



    ------------------------------
    Erin Mader
    Volunteer - Lead Supplies Coordinator
    Happily Ever After Animal Sanctuary
    WI
    ------------------------------

    Original Message


  • 8.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 12-31-2025 11:05 AM

    Thank you for creating this application & sharing it, great to know!  



    ------------------------------
    Amy LeBlanc
    Co-founder Dog Coordinator
    meowWOOF Animal Collective & Cafe
    LA
    ------------------------------



  • 9.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-01-2026 11:04 AM

    Is this something that could be used to track amount of food we use in our organization? We don't have a pet food pantry but we want to track food usage for ourselves. 



    ------------------------------
    Jessie Collins
    Founder
    Jeepin For Paws
    VA
    ------------------------------



  • 10.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-02-2026 07:46 AM

    You could, but it is designed to track food given to individuals so you can see how much of what type was given to each recipient. Whether it could be adapted for your usage would depend on how you want to track what you use. For example, you could create a single "fake" person and then assign all "outgoing" food dispensed to that "person". It does allow for each shelter to specify the types of food you suppy/use, and also what you consider the equivalent weight for non-bulk food - that allows for statistics that show total weight of food dispensed, regardless of its form (bulk, cans, etc.). If you want, send me a message and I can see what you want to do.



    ------------------------------
    Peter Isakson
    Volunteer
    Brandywine Valley SPCA
    PA
    ------------------------------

    Original Message


  • 11.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-02-2026 11:56 AM

    Interested in link please! 



    ------------------------------
    Marilyn T Perez
    Prince Georges County Animal Services and Adoptions Center
    ------------------------------



  • 12.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-03-2026 02:36 PM

    Marilyn, if you are referring to my original post, this is not a web app so there is no link. It is an application you install on your PC. If you want further info PM me or let me know how to contact you.



    ------------------------------
    Peter Isakson
    Volunteer
    Brandywine Valley SPCA
    PA
    ------------------------------

    Original Message


  • 13.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-21-2026 09:17 AM

    I would be interested in setting up a zoom call for more information.



    ------------------------------
    Renee Russell
    Tulsa SPCA
    ------------------------------



  • 14.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-21-2026 01:07 PM

    Renee, let me know when you are free. I'm OK tomorrow (Thur) except from about 11:30 to 12, and I'm busy at an offsite adoption even all day Friday. Next week is mostly open. I'm in the Eastern time zone.

    I only have access to the free Zoom, which limits the time in a meeting. If your org has a subscription (or to any online meeting service) we should use that.

    Peter



    ------------------------------
    Peter Isakson
    Volunteer
    Brandywine Valley SPCA
    PA
    ------------------------------

    Original Message


  • 15.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-23-2026 08:50 AM

    Can we schedule something towards the end of next week?  My email is rrussell@tulsaspca.org



    ------------------------------
    Renee Russell
    Tulsa SPCA
    ------------------------------

    Original Message


  • 16.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-28-2026 04:38 AM
    Hello, 

    I can set us a teams call if that would work? Can we set it up for next week?  One of my employees has been stuck in New York trying to get back..  I'd like to have her on the call as well.

    Renee Russell | COO
    Our mission is to improve the lives of dogs and cats, and their human companions.
    Mailing Address | P.O. Box 581898 | Tulsa, OK 74158
    Adoptions & Clinic | 2910 Mohawk Blvd. | Tulsa, OK  74110
    (918) 428-7722 ext. 1022 | tulsaspca.org
      






    Original Message


  • 17.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-29-2026 07:59 AM

    Hi Renee, I am meeting with Peter on Feb 4 at 12:00 ET. If that time works for you, I am happy to add you to the Zoom call and we can all look at it together. 



    ------------------------------
    Candice Hinkle
    Assistant Director
    Program for Pet Health Equity
    Knoxville, TN
    ------------------------------

    Original Message


  • 18.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 02-02-2026 02:47 PM

    Yes please.  My email is rrussell@tulsaspca.org   I'd love to join the zoom call.



    ------------------------------
    Renee Russell
    Tulsa SPCA
    ------------------------------

    Original Message


  • 19.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-27-2026 04:34 PM

    I'd love to hop on a call to hear more about this - this is incredible!



    ------------------------------
    Cate Bishop
    Shelter Relationship Manager
    Animal Rescue League of Iowa
    IA
    ------------------------------



  • 20.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-28-2026 11:09 AM

    Hi Cate. I am meeting with Peter on Wednesday, Feb 4 at 2pm ET. I am happy to add you to the zoom invite if you would like to join us. 



    ------------------------------
    Candice Hinkle
    Assistant Director
    Program for Pet Health Equity
    Knoxville, TN
    ------------------------------

    Original Message


  • 21.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 02-02-2026 04:30 PM

    My team is interested in hopping on this call is well - AliyahM@hsslc.org :)



    ------------------------------
    Aliyah Moore
    Digital Media Specialist
    Humane Society of St. Lucie County
    FL
    ------------------------------

    Original Message


  • 22.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 02-03-2026 02:15 PM

    Hi Candice, One of my coworkers is also interested in being included on the Zoom.  She runs our Pet Food Pantry.  If she can also be added to the Zoom, her name and email are Judy Hall - judy@petslifeline.org.  Thanks!



    ------------------------------
    Jody Purdom
    Development Director
    Pets Lifeline
    CA
    ------------------------------

    Original Message


  • 23.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-28-2026 04:24 AM

    I am curious what the reason is in tracking how much food any individual is given in the course of a year?  We have always felt that preserving the users' anonymity made them more likely to take advantage of our program, and getting the food into the community is our goal.  I do understand quantifying the food that is given out, but please explain about tracking the people.  Thanks.



    ------------------------------
    Johanna Humbert
    Michiana Humane Society
    Michigan City IN
    ------------------------------



  • 24.  RE: (Free) App to manage people, animals, food distributions for pet food pantry programs soon available

    Posted 01-28-2026 07:27 AM

    It is not so much tracking total per year, but month by month. We have limited supplies and sometimes don't have enough to give everyone what they want. The community engagement team decided to limit how much each recpient can get based on number and size of dogs, and number of cats, with an abolute maximum/month (I think it is now something like 60 lbs for dog food). The app helps to alert people who give out the food what the maximum allowed is, and if they come in too often. It is possible to look at amount given per person by month if someone wants to check retrospectively in case volunteers may be getting "too generous", though I have not yet create that report.



    ------------------------------
    Peter Isakson
    Volunteer
    Brandywine Valley SPCA
    PA
    ------------------------------

    Original Message


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