What You Need to Know
Color is required to save a new patient record.
The Save button stays grayed out until Color is entered — even if all other fields look complete. Enter your best description if you don't have it on hand and update it later.
Quick creation from the schedule collects fewer fields.
Not all fields are available when creating a patient from the schedule. Plan to complete the full profile after the visit.
Check for inactive patients before creating a new one.
Use the Include Inactive/Deceased toggle to check for existing records before adding a new one — duplicates split medical history and require cleanup.
Video Walkthrough
Add a Patient from the Client Profile
To add a new patient directly to a client's profile:
Open the client's profile.
In the Patients section on the right-hand side, click the + icon.
Fill in the patient information.
Click Save.
Patient Information Fields
Photo — Upload a file or drag and drop
Patient Name (Required)
Status (Required) — Active, Inactive, or Deceased
Species (Required) — Selectable via dropdown (managed by Shepherd)
Breed (Required) — Dependent on Species being selected; selectable via dropdown (managed by Shepherd)
Sex (Required) — M, F, MN, FS, U
Color (Required)
Date of Birth (Required) — Enter a date, or use the Years / Months / Weeks / Days fields to enter the patient's age instead
Microchip Number — Searchable from the Clients/Patients screen
Rabies Tag — Searchable from the Clients/Patients screen
CPR Status — Dropdown; defaults to None
Referral Source — Selectable via dropdown
Preferred Provider — Sets the default provider for this patient's visits
Patient Discount — Selectable via dropdown; defaults to None
Alert — Example: "Needs a muzzle for blood draw." Alert icons appear next to the patient's name on the schedule; hover to view the full alert.
Additional Information — Any other relevant details about the patient
Once you've added all the information select Save.
Add a Patient from the Schedule
If you're creating a new patient while booking an appointment, click + New Patient from the appointment scheduling box.
This quick-create form collects only the basics:
Patient Name
Species
Breed
Sex
Date of Birth / Age
After the visit, open the patient's full profile and complete any remaining fields — including Color and other details that aren't available in the quick-create form.
Frequently Asked Questions
Why is my Save button grayed out?
To save a new patient record in Shepherd, the Save button remains inactive until all required fields are filled in. The most common cause is a missing Color value. Check that Color has been entered — the field may not display a required-field asterisk, but it is still required. If the button is still grayed out after adding Color, try refreshing the page and re-entering the information.
What if the Patients section isn't visible on the client profile?
The Patients section appears in the right-hand panel of the client profile. If it's not visible, try scrolling down on the profile page or refreshing your browser. If the section is still missing or the + icon isn't responding, contact Shepherd support.
What if a patient already exists but is marked Inactive?
Don't create a new record. Toggle on Include Inactive/Deceased in the Patients section to find the existing record and reactivate it. Creating a new record instead splits the patient's visit history and vaccine records, and requires manual cleanup to resolve.