WhelpkeepHow the document reader works
Upload a certificate or pedigree and Whelpkeep reads it, offering the details pre-filled and unconfirmed for you to confirm or edit before anything is recorded.
When you upload a document, Whelpkeep reads it for you and offers the details, so you don't have to re-type them. Nothing it reads becomes a recorded fact until you say so. Think of it as a fast, careful typist who hands you a draft to check — never as something that fills your records behind your back.
What it does
Upload a document — a vaccination certificate, a pedigree, a vet record — and Whelpkeep reads it and pre-fills the details for you. Those details arrive marked unconfirmed, sitting ready for you to confirm or edit.
The key rule: nothing becomes a recorded fact until you accept it. You're always the one who decides what's true. If a date or a number isn't quite right, edit it before you confirm.
Note — Pre-filled details are a suggestion, not a record. Until you confirm them, they don't count as anything in Whelpkeep.
It flags conflicts instead of overwriting
If the reader spots something that clashes with what you've already recorded — say, a microchip number that doesn't match the one on file — it flags the conflict rather than quietly overwriting your existing record. You decide which is correct. Your confirmed records are never changed without you.
What the labels mean
As you use the reader you'll see a few short labels:
- Auto-filled — the reader pulled these details from your document and they're waiting for you to confirm or edit. On an open record each field shows Auto-filled, unconfirmed until you confirm it, then Confirmed.
- Check needed — the reader found something that clashes with what's already on file (like a mismatched microchip number). Open the record and choose which value to keep — nothing changes until you do.
- Wrong type? — the document looks like a different record type than the one you chose; you can switch it so the right details are read.
- Reading… — the reader is still working; details appear a moment later.
- No label at all — nothing needs you: it's a plain photo/note, or you've already confirmed everything, or there was nothing to read.
These same labels appear as small badges on each record in the Records & Photos list, so you can see at a glance which records still want a look.
What it can read
The reader handles both PDFs and photos, so you can snap a certificate on your phone or upload a scan. iPhone HEIC photos are converted to a usable format where needed, so an iPhone photo works just like any other.
Why you always confirm
The reader can misread — a smudged number, an odd layout, a low-quality scan. That's exactly why Whelpkeep always asks you to confirm. A quick glance from you catches anything it gets wrong, and keeps your records trustworthy.
Tip — Upload records as you get them. The reader does the typing, your checklist stays current, and you only ever have to confirm a few details at a time.
A note on wording and costs
This is the document reader — please don't think of it as anything more mysterious than that. It reads documents and offers details; you stay in charge. Any processing costs are handled behind the scenes and never shown to you — you just upload, check and confirm.
Next step
See it in action under Records & photos, or read the Records reference.
Related pages
- Add records & photosUpload photos and documents to Whelpkeep, let the document reader pull out the details, record weights for the growth chart, and share records with a buyer.
- Records & Photos referenceEvery field when adding a record in Whelpkeep — the ten record types, what it's about, date, title, file rules, sharing with a buyer, and weights.