Admin Training Page
GENERAL

Email Access

To access via a web browser copy/type the following address: https://webmail.everyone.net

Password: x25xjK133m?

To add the email address to Outlook or mobile device

Incoming Server - imap.everyone.net

Outgoing Server - smtp.everyone.net

Go to advanced settings and set Remove Deleted Messages to NEVER

If you open an email and are unable to deal with it, please comment in the relevant chat box so the team are aware it requires attention as it is deemed someone is dealing with the email if it is marked as read. If possible please mark the email as unread.

If you respond to an email copy in alerts@k9searchuk.com so the team can easily track what has been communicated.

Facebook Team Chat Boxes

You will have access to several chat boxes. Lost dogs, found dogs, general chat, links & screenshots.

When you are available to post an alert please post in the relevant chat box so the rest of the team know what’s happening.

Feel free to ask any questions in the relevant chat box.

Facebook Page Access

To post or edit on the K9 pages you will need to change your profile to the relevant K9 page profile (ie Lost or Found). There is an option “see all profiles” and depending on your device can usually be found from your personal profile, menu page or your account.

A drop down box will appear and you click on the one you require.

To go back to your profile do exactly the same.

Facebook Page Messages and Notifications

When it actually works, anyone messaging our pages receives an auto-response. Its pretty straightforward, it tells them what to do if they need our help. You will soon learn that not everyone follows our instructions. If its for a missing/found dog, unless we receive their form, we do NOT offer any advice or assistance.

In a situation where a form has not been received, request it once more and move message to done. Dont worry, if they reply it will come back into the inbox.

Once a form has been received, you can now offer the advice and guidance. All of the information can be found in our Information Centre You can either send the website link which covers everything or you can find the required information and send that.

When in the inbox – you can add labels and notes on members profiles. These are only visible to the page admins. Ideal for identifying vets, wardens, kennel staff etc. You can search the given label using the spy glass icon. In the notes area, this is where you can add lots of info on the profile, this cannot be searched.

Depending on your device and version of facebook it greatly effects the availability of this function and how you access it.

When replying to a message ensure that you sign it off with your first name

When a message has been actioned and responded to, move it to DONE. Only leave messages that require further assistance.
Dont worry, if the person responds again, it will come back into the inbox.

TEXT APP

This is an application for the team to notify owners and finders that their alert has been posted. Owners and finders can respond to our text and their response will come up in the email inbox.

Here is the link for the Text App https://www.textmarketer.co.uk/

Login – K9Alerts

Password - #9K187433#a

You will have to authenticate by clicking the check box “I am not a robot”

The app will then send you a log in verification code to the alerts email address. Enter this code when it arrives.

To Send A Text

From Home page – click send SMS

For a Lost Dog

In TO box – copy and paste in owners and representatives (if applicable) mobile number

In MESSAGE box – click SAVED, then click MESSAGES, from the pop up select the required message by highlighting and clicking ok.

Replace DOGS NAME (in caps) and POSTCODE (with first part of postcode).

For a Found Dog

If the dog is still with the finder and they are a member of public (not dogs home or vets)

In TO box – copy and paste in finders mobile number

In MESSAGE box – click SAVED, then click MESSAGES, from the pop up select the required message by highlighting and clicking ok.

Replace DOG BREED (in caps) and ENTER (with our found reference)

Then

Below the text box, there are 3 orange buttons, click on SEND NOW. Your message has now been sent and will be in the Message Control area from main page.

You can view the message, it tells you the status of the text

Blue – pending delivery
Green – delivered
Red – not delivered

NB. There is no read report

There are other standard messages within the saved messages portal. Please make yourself familiar with these should you need to use them.

LOST/STOLEN DOGS
https://www.facebook.com/k9lostdogalerts

There are two types of reporting forms for Lost / Stolen Dogs

1. Public Report
2. Admin Report (via Jennie)

This information is then transposed into an alert on our Lost Dog page.

Message Lost Dog Chat to confirm you are posting the alert. Add the picture to chat.

ALL photos must be watermarked with www.k9searchuk.com, this can be done by editing the picture and adding a text line or via a watermarking app. Crop out any humans especially children and anything else inappropriate such as hunting guns etc. If you can’t crop then cover with an emoji face. If the dog has it’s genitals on display, give them some dignity by placing the watermark over the area if possible. If no photo available – please use the standard lost dog image.

The following are our standard format for Lost Dogs. You input the information within the brackets following capitalisation where shown and delete the brackets.

In FaceBook, switch your profile to K9 Lost Dogs and post as follows (tip – copy and paste the last alert):

MISSING from (road name, area, first part of postcode) on (date 01.01.01)

(DOGS NAME), breed, gender, age (if oldie), colour, coat type

MICROCHIPPED - (YES, NO OR UNSURE) (any additional info – see notes below)
COLLAR - (YES OR NO) wearing (colour) collar, (but no tag or tagged with full owner details)

(Any additional information here)
CONTACT K9 SEARCH UK via email to alerts@k9searchuk.com or via page messenger

If the dog is classed as nervous we add the following to the top of the alert and leave a clear line after.

IMPORTANT INFORMATION - NERVOUS DOG - Do NOT chase or call, if sighted note the date/time, road name/landmark, direction heading. You can also use What3Words app to get an accurate location. Then TEXT 07988 433187 with the info. Thank you!

STOLEN DOGS

STOLEN (road name, area, first part of postcode) on (date 01.01.01)

(DOGS NAME, breed, gender, age (if oldie), colour, coat type)

MICROCHIPPED - (YES, NO OR UNSURE) (any additional info – see notes below)
COLLAR - (YES OR NO) wearing (colour) collar, (but no tag or tagged with full owner details)

CRIME REFERENCE - (insert ref) STATION DEALING - (insert details)
CONTACT K9 SEARCH UK via email to alerts@k9searchuk.com or via page messenger

Do NOT post a stolen alert unless accompanied by an actual photo.

Until a crime reference number is received, the alert should be posted as missing. Once crime ref has been given, then edit post and change MISSING to STOLEN and add the reference and station dealing.

Notes for Microchip field

If a dog is chipped and contact information is in date – YES (nothing else is needed)
If a dog is chipped but contact information is out of date – YES but contact info out of date
If a dog is chipped but contact information is unregistered – YES unregistered
If an owner is unsure if dog is chipped or not – UNSURE (nothing else)
If a dog is not chipped – NO (nothing else)

Next steps

Alert needs to be shared to the K9 Owner Contact Group https://www.facebook.com/groups/574311532601264

To share the post to the above group you will need to switch back to your personal profile. Go back to the page as a visitor, find the alert and click share. Select Share to a Group, a list will open, find/select K9 Missing Dog - Owner Contact Details. Copy and paste, dogs name, owners and reps name & contact details and any important information. Then click Share Now button. It is always wise to go back to the group and check it has shared to the right place correctly.

Check the form to see if they require dog warden details. If so, this can be found in the Information Centre on our website. It is easier to facebook message this across (if the owner has started a message with us) or email. If none of these options are available use the text app.

Now send TEXT to owner using our text application (see TEXT APP INFORMATION)

Finally, file the form to the email folder: Lost Dog Forms Only

Reunited Lost Dog Edit Instructions

Only edit a post to reunited if the information has come from the owner

Comment in the Lost Dog Chat that reunited

Switch your profile to K9 Lost Dog and go to the Lost Dog page

Find the alert, then click on the three dots to the top right of the alert
Then click on Edit Post
At the very top of the alert, type the following K9 UPDATE on (date 01.01.01) – REUNITED thank you for sharing!
Copy the line of reunited text.
Leave one line space after this

Delete the road name from the post
Then click SAVE

Go into the comments of the alert and paste the text and add the K9 reunited image.
Then click enter

Go into the Owners Contact Group - find the relevant alert and delete.

Rainbow Bridge Lost Dog Edit Instructions

Only update the post if the information has come directly from the owner

Comment in the Lost Dog Chat that dog gone to rainbow bridge

ONLY UPDATE IF YOU ARE CONFIDENT TO DO SO

Switch your profile to K9 Lost Dog and go to the Lost Dog page

Find the alert, then click on the three dots to the top right of the alert
Then click on Edit Post
At the very top of the alert, type the following K9 UPDATE on (date 01.01.01) – RAINBOW BRIDGE, sad news that we report that (name) has not made (his/her) final run home.
Copy the line of rainbow bridge text.
Leave one line space after this

Delete the road name from the post
Then click SAVE

Go into the comments of the alert and paste the text and add the rainbow bridge image.
Then click enter

FOUND DOGS

https://www.facebook.com/k9founddogalerts

There are several forms at the moment but this may increase

1. Public report
2. Admin report
3. Organisational report - kennels, RSPCA,

The information from these forms is then transposed into an alert on our Found Dog page.

Found Dog Photos

For identification purposes we only post the dogs head so you will need to crop the picture down. So please crop the photo to a head shot where possible. We also edit out any collars and gender identifying areas, for the same reason. If you struggle with any of this, shout up on the chat group, some editing is awkward!

ALL photos must be watermarked with www.k9searchuk.com, this can be done by editing the picture and adding a text line or via a watermarking app.

Crop out any humans especially children and anything else inappropriate such as hunting guns etc. If you can’t crop then cover with an emoji face. .

No photo available – please use standard found dog alert image. DO NOT post photos from dog wardens or kennels, use the standard found dog alert image. If a vet sends a photo, check with them if we can use it.

Found Dog Alert Format

Message Found Dog Chat to confirm you are posting the alert and add the cropped & original photo in the chat group.

You input the information within the brackets following capitalisation where shown and delete the brackets.

In FaceBook, switch your profile to K9 Found Dogs and post as follows (tip – copy and paste the last alert):

Go to the found dog page, allocate the next reference number.

(Ref Number)
FOUND in (Area & First part of postcode – do not include road name) on (date 01.01.01)
(BREED), gender withheld, (colours – do not include any further or too descriptive info)
SCANNED – (YES/NO) – (see notes below)
COLLAR – (YES/NO – do not include any further info)
CONTACT K9 SEARCH UK via email to alerts@k9searchuk.com or message us via page messenger

Scanned Details

SCANNED – YES no chip found
SCANNED – YES microchip found but contact info out of date
SCANNED – YES microchip found but unregistered
SCANNED – YES microchip found pending owner contact
SCANNED – YES microchip found owner notified
SCANNED – NO public report
SCANNED – NO unable to scan at present

Next steps:

Alert needs to be shared to the K9 Finders Group – https://www.facebook.com/groups/519370072357179

PUBLIC ALERT where finder still has the dog - add reference, gender, collar info and contact info of the finder

PUBLIC ALERT where dog has been handed to vet / dogs home - add reference, gender/collar and holding vet/centre
OTHER ALERTS - add reference, gender, collar, holding centre, any ref number and any other important information

Then click Share Now button. It is always wise to go back to the group and check it has shared to the right place correctly.

For the public reports who have kept hold of the dog only, use the TEXT APP to send finder the standard found dog text message, edit the message to state BREED and our REFERENCE NUMBER (see TEXT APP INFORMATION)

CHECK the form to see if finder has requested dog warden info. Email the requested information to the finder.

Finally, file the form to the email folder: Found Dog Forms Only

Reunited Found Dog Edit Instructions

If anyone messages to say they are the owner of a found dog ask them for a contact number. They must provide evidence of ownership, usually in the form of their own photos (not ones published by finder!) You need to check that the finder gave permission to pass on their number, if they kept hold of the dog. We try to contact them before exchanging any numbers. If the dog is with a vet or kennels, pass on their details once happy you have the owner. If in doubt, jump on group chat.

People do comment on alerts saying the dog is reunited. Only accept and update once confirmed by the owner or the finder.

Switch your profile to K9 Found Dogs and go to the Found Dogs page

Then click SAVE

Go into the comments of the alert and paste the text and add the K9 reunited image.
Then click enter

Comment in the found dog chat that reunited

Sighting Alerts

Sighting alerts are posted on our found page using the next reference number. We do not ask for a form for a sighting but we do not post on second hand information.

The following is our standard format for a Sighting Alert. You input the information within the brackets following capitalisation where shown and delete the brackets.

In FaceBook, switch your profile to K9 Found Dogs and post as follows:

Go to the found dog page, allocate the next reference number.

(Ref Number)
SIGHTING INFORMATION ONLY
(Area & first part of postcode) on (date 01.01.01) at approx. (time)
BREED, colours
Unable to contain
NO FURTHER INFORMATION

If we receive a photo, watermark as usual otherwise, use the standard K9 Sighting image.

No need to share into K9 Finders Group
No need to send text

DECEASED DOGS

Dog in canal or on tow path - direct finder to British Waterways - 0303 040 4040

Dog on tracks - direct finder to Network Rail - 0845 7114141

Dog on road - Inner city side roads - direct finder to local authority.
Motorways or Major A road - direct finder to Highways Agency - 0300 1235000

Standard Images

K9 Search UK

07988 433187

Admin Training Page GENERAL

Admin Training Page
GENERAL