Getting started

Here you will find guides for the basic operation of Reptile Scan. It is recommended to follow the guides in order.

Add your first reptile

Navigate to the New reptile page by clicking on the add button which can be found on the Reptiles page (Select submenu "Active").

The input fields are explained below. All but the name are optional.

Name (#ID)
The identifier or name of the reptile.
Reptile category Pro feature
Choose a category for this reptile. A category can be used for filtering, and it can define a default value for due date. Categories are defined in the settings menu.
Sex
The sex of the animal - Male, Female, or Unknown.
Species name
The species of reptile, e.g. Pythonidae or Agamidae.
Scientific name
The scientific name of the reptile, e.g. Python regius or Morelia spilota spilota.
Common name
The common name for the reptile, for the above examples that would be Ball python or Diamond python.
Born
The date the reptile was born or hatched.
Morph
The morphology of reptile. This could be morphs such as pastel, piebald or localities as biak or wamena.
Venomous
Mark if the reptile is venomous.
Weight
The weight of the reptile. The weight is registered as a numerical number without units. This means you can enter values in whichever unit you prefer (pound, stone, kilogram, gram, etc.) as long as you always use the same unit when registering the weight of a reptile.
Weight progress
​This allows you to set the reptile as either losing weight (Minus weight) or gaining weight (Plus weight).
Origin
​Country/area of origin for the species.
Food
Details of the feeding habits of the reptile can be detailed here. This does not limit your options when tracking a feed on the app or website.
Feeding type
Pick a preferred feeding type from the dropdown menu, or type it in the food option above.
Adult size
This is the estimated length of an adult reptile of the species.
Habitat
Type in the natural habitat of the reptile, such as desert or rainforest.
Breeder
Name of breeder of the reptile.
Breeder email
The breeder's email, for later reference.
WC/CB
Tick either WC (wild caught) or CB (captive bred).
CITES
Fill in which CITES appendix the reptile belong to.
Clutch ID
Your own or the breeder's ID for the clutch.
Price
The sales price of the reptile. This only registers numerical values.
Nicknames
Fill in any nicknames you may have for the reptile.
License number
The reptile license number.
Chip number
If your reptile is chipped, fill in the chip number here.
Species number
​If you have a number system applied for your species, fill it in here.
Father
The dropdown menu contains your reptiles, choose the father from the list, or manually fill in the field below the dropdown.
Father photo
Upload a photo of the father.
Mother
The dropdown menu contains your reptiles, choose the mother from the list, or manually fill in the field below the dropdown.
Mother photo
Upload a photo of the mother.
Rack
If you have created the rack or cage in the Racks/cage menu, you can choose it in this dropdown menu.
Feeding interval
​How often the reptile should be fed. If the interval is exceeded, the reptile will appear on the "Needs Feed" list on the app and the sorted reptile list.
Due date period
​Fill in the expected period (in days) from the reptile lays a clutch until it should hatch. Users with the Professional plan can leave this blank if they have set a Clutch Due Date Period through the clutches section of the settings menu or by selecting a category for the reptile as explained above.
Brumation period Pro feature
Number of days the reptile is in brumation (when adding a brumation event, the reptile will not be marked as hungry for this period).
Tube/Box No
If you have a numbered rack system, fill in the number of the box here.
Note
Type in any note you have about the reptile.
Sales card comment
This is for typing any information you want on the sales card, such as "Aggressive" or "Bad shedder".
Images
Upload images of the reptile. Mark the star on the image you wish to use as the primary profile image of the reptile. If none have been marked, the first image will be used.
Reserved
Mark a reptile as reserved and add information regarding the potential buyer when editing the reptile.
For sale
Marking a reptile for sale will add a "$" to the name in the reptile list, to indicate it is for sale.
Show on market
This will cause the reptile to show on the Reptile Scan market.
Sold
​Remove the reptile from the active reptile list. Setting this option does not remove the reptile from the market, one of the two above options must be set to No.
Dead
​This has the same effect as the Sold option, except it is a different search and sorting category on the reptile list.

View your newly created reptile

After having created your first reptile, you will automatically be redirected to the "Reptile details" page for the reptile.

This page will consist of following sections:

  1. General information about the reptile
  2. Actions
  3. Trackings/Events
  4. Clutches
  5. Images
  6. Growth charts Pro feature

General information about the reptile

General information about the reptile we supplied while creating the reptile.

Actions

The Actions section contains several features to manage your reptiles. The features are detailed below:

Edit
Opens the edit reptile page, similar to when creating the reptile.
Clone
This opens the add reptile menu, with all information cloned from the selected reptile. This does not include trackings and pictures.
Download as PDF
Creates a PDF file for download with all information and trackings on the reptile.
Export
This creates a file, containing all information and trackings, which can be imported by another user, through the Import/Export menu. This means you can send a buyer all information regarding the reptile quick and easy.
QR code (Normal)
​Creates a PDF file with a normal sized QR code (55x20mm) and general information for the reptile.
QR code (Large)
​Creates a PDF file with a large sized QR code (85x55mm) and general information for the reptile.
Expo label
Creates a PDF file containing an EXPO label, with general information and sales relevant information, such as CITES appendix, for the reptile.
Sales card
​Creates a PDF file containing a sales card, with general information regarding the reptile, and your contact information. This should follow the reptile when sold.

Trackings/Events

The tracking field sorts all your trackings in several expandable rows. For each row you have the option to expand, and show all trackings of its kind, or register a new action. The registration page varies depending on the type of action, but the form is generally the same.

The form consist of following:

Date
This prompts the interactive calendar - pick the appropriate date of the action.
Name
Pick the action from the dropdown menu.

​Then follows a variety of additional fields depending on the action.

Clutches

The clutches field shows any clutches the reptile has either laid or sired.

Clicking the infoinfo of the clutch will open the clutch detail page.

You can edit or delete the clutches through the Clutches menu

Images

​The image field lets you switch between profile images or delete images of the reptile. The profile image is displayed on sales cards, as well as reptile lists and detail pages in the web console and the app.

You can upload images of the reptile through the edit reptile menu or add/take images in the app.

Growth charts Pro feature

The statistics field provides charts outlining the growth of the reptile using your trackings.

There are 3 charts; weight, length and feedings.

Add your first clutch

Navigate to the New clutch page by clicking on the add button which can be found on the Clutches page (Select submenu "Before hatch date").

The input fields are explained below:

#ID
The identifier or name of the clutch.
Clutch type
The type of clutch. Eggs or slugs for egg-laying reptiles, live or still born for reptiles giving birth to live young.
Laid date
​The date the eggs were laid. Clicking will prompt an interactive calendar.
Due date
The date the eggs are expected to hatch. If left blank it will automatically be filled using the period of days defined in the "Clutches"-section of the settings menu.
Hatch date
The date the eggs hatched. Clicking will prompt an interactive calendar.
Birth date
The date of birth, if the mother carries live young.
Count
The sum of either eggs or live offspring.
Good egg count
The number of healthy eggs.
Bad egg count
The number of dead or unfertilized eggs.
Mother name
A dropdown for selecting the mother.
Mother name
​Type in the name of the mother manually, if she is not in the database.
Father name 1
A dropdown for selecting the father.
Father name 2-4
​This is for filling in additional fathers, should there be doubt.
Father name
​Type in the name of the father manually, if he is not in the database.
Note
A note field for typing in any information you find relevant.

View your newly created clutch

After having created your first clutch, you will automatically be navigated to the detail page for the clutch.

This page will consist of following sections:

  1. General information about the clutch
  2. Actions

General information about the clutch

General information about the clutch supplied while creating the clutch.

The due date is calculated using the due date period set for the reptile through the "Edit reptile"-menu, or if blank here, through the settings menu. Alternatively you can set it manually through the "Edit clutch"-menu.

Actions

The "Actions"-section contains several features to manage your clutch. The features are detailed below:

Edit
Opens the edit clutch page.
Label
This creates a PDF file containing a label with a QR code and general information for the clutch. The information fields on the label can be edited in Settings.

Racks/Cages

Through the Racks/Cages-page you can add your cages and racks to your database. Afterwards you can add your reptiles to the racks or cages, enabling bulk registrations, meaning you can register actions for all reptiles in the cage or rack in one action.

  1. Labels
  2. Adding rack or cage
  3. Managing your racks

Labels

This feature creates a PDF file containing labels for your racks. The PDF file is in an A4 format. The PDF files contain labels for all your racks. Each label has a QR code and general information about the rack. The information can be edited as explained in Managing your racks.

The QR codes are used for simple registration of actions for all reptiles in the rack. Scan a rack QR code using the app to simultaneously create registrations for all (or some) of the reptiles in the rack.

Adding rack or cage

To begin adding a rack to your database click the add button.

The input fields are explained below:

Brand
This dropdown menu contains racks and cages typically used by our users.
#ID
Type in a descriptive name for the rack. A unique ID is not required, but recommended.
Type
The type of rack or cage is typed in here, such as Herptek or LP Racks "LP3"
Size
The size of the rack or cage, for example HTB060 or V35​ or just the dimensions of the rack or cage.
Tub/Box count
The number of tubs or boxes in the rack.

Managing your racks

Your racks are listed on the Racks/Cages page. There are options to show, edit and delete for each individual rack or cage.

Manage your account

The account options can be found in the top right corner of the web console by clicking on the profile image.

There are the following options for account:

  1. 1. Edit account
  2. 2. Settings
  3. 3. Teams Pro feature
  4. 4. Logout

1. Edit account

The Edit account page is used to edit your account information, including email, password and time zone. Here you can see your current subscription plan, and change to a different plan.

2. Settings

The Settings page is used to set a variety of settings, such as date format, information on the Reptile list, automatically generated IDs, available actions when registering activities, and much more.

2.1 Date and currency format

Used for switching between typically used currency and date formats. The currency format is used on the Reptile Scan Market, while the date format is applied to all dates on the websites and the app.

Currency format
There are a wide array of currencies to choose from. Choose your preferred currency, and click update.
​Date format

There are 2 date formats to choose from:

  • dd-mm-yy (Day, month and year)
  • mm/dd/yy (Month, day and year)

2.2 Actions

​Using the actions menu, you can limit or add to the options you have when registering actions, both on the website and in the app.

2.2.1 Add new actions Pro feature

Create your own actions:

Action name
Name of the action
​Category
Where the action should be stored

​When you have select the Category press "Add Action" and your new Action has been created. It can now be found in the list of Actions - and next time you open the app you will also find it there.

2.2.2 Feeding weights

The feeding weights are used in feeding reports. Feeding reports keep track of your food usage, in number and weight. To get correct weight data for the reports, you need to define the weight relevant to the size of the food, chosen when registering a feed.

You have 10 sizes at your disposal; S, M, L, XL, Pinkie, Crawler, Fuzzy, Weaned, Pup and Jumbo.

You can use whichever weight unit you prefer; such as kilograms, grams, ounces and pounds. As long as you are consistent in use of the unit.

Simply fill in an appropriate weight for each size and click update at the bottom of the page.

2.2.3 Actions

Reptile Scan comes with a variety of registration actions. Naturally not all these actions fit your needs, therefore you can deactive and reactivate actions to suit your needs.

The actions are divided into categories, which relate to the menus in the app.

You simply untick the unwanted actions, and click update. The action will no longer appear when registering an action, in the app or the web console.

You will also find a delete next to the actions and categories. This feature will delete all registrations, for all reptiles, related to this action or category. This can not be undone!

2.3 Reptiles

This feature can automatically generate IDs for reptile when adding them to the database through the website.

To activate this feature, tick the Assign ID# automatically box and type in an ID# prefix.

From then on, any reptile you add without filling in the "ID"-field will automatically be given an ID corresponding to the prefix you entered, along with a running number starting at 1 and increasing for each subsequent reptile.

2.4 Lists

​To make the Reptile list more manageable, it is divided into several pages when you exceed a set number of reptiles. You can set the max number of reptiles you want per page to either 25, 50, 100 or 200.

Here you can also choose what columns are shown in the reptile table. Pro feature

You can also control what column will be used for sorting the list by default. This column will always be used for sorting in the app, but can be changed on-demand in the Reptile list by clicking the column you wish to sort by.

2.5 Logo

​You can upload your personal logo through this menu. The logo will be shown in the upper right corner of your Sales cards, as well as the upper right corner of the web console.

2.6 Sales Card

​Besides the logo above, you can also add your contact details to your Sales cards, the fields available are listed below. Type in your contact details and click the update button, and your details will now automatically be filled in on your Sales cards.

  • First name
  • Last name
  • Company
  • Phone
  • Address
  • Note

The email address that automatically appears on the sales cards is your account email address.

2.7 QR codes Pro feature

Select fields to be printed on reptile labels and adjust font sizes.

Clutches Pro feature

Select fields to be printed on clutch labels.

Here you can also set a default due date period for your new clutches.

Categories Pro feature

Create reptile categories like Boas or Ball Pythons, and define default due date periods for them. You can then assign a category to a reptile on the reptile edit page.

2.8 Market

Simultaneously publish or unpublish all "for sale" reptiles on Reptile Scan Market.

This is also where you define your seller information for the market.

2.9 Sorting groups Pro feature

If you need to sort your reptiles in a way that does not match any of the columns, sorting groups are the way to customize sorting. Create whatever sorting groups you wish and include the sorting groups column in the reptile list. Then you can select reptiles in the reptiles list and add them to the relevant sorting group using the action dropdown.

3. Teams Pro feature

Manage your team settings (see the Teams section in this guide).

4. Logout

​Clicking this logs you out of your account and returns you to the Log in page.

General use

Open the Import/Export page in the console and select the type you want to batch create. Download the template file and open it in Excel or a similar spreadsheet application. For each registration you want, fill in a row with data in the columns you need.

Save the file and upload it using the form on the Import/Export page. If you have trouble getting the system to accept the file, please make sure that the .csv file is exported using semicolon as the separator.

Reptile id

The "Reptile id" column decides which reptile an activity is linked to.

"Reptile id" can be found on the information page for a reptile.

Dates

The date will default to the current date if left empty.

To fill out a specific date please use the following date format.

yyyy-mm-dd hh:mm (e.g. 2021-05-25 09:27)

The hours and minutes (hh:mm) can be omitted if you only need the date.

Events cover multiple types of activities. These include feeding, cleaning, breeding cycle, defication, medication, shed, and ultrasound.

To specify the type of event to register, please fill in the Category and Type columns.

Categories and types are defined in the actions tab in settings. Lines in bold are categories, and the regular lines under these, are the types associated with the category. Both columns are required.

Note is used as a comment on a certain activity.

Size is only relevant for the Feedings and Ultrasound categories. For feedings it is used to describe the size of food. For ultrasound the size will refer to follicle size.
The only acceptable inputs for a feeding size are: Pinkie, Crawler, Fuzzie, Weaned, Pup, Jumbo, S, M, L, XL or leaving it empty.

Count is only relevant for the Feedings and Ultrasound categories. When filling in Count, please use only numbers - no text.

This row will create an event activity for the reptile with id 281646. The reptile was fed three pieces of extra large brained pinky on May 4th, 2021 at 10 am.

Category is the type of note you're making. The only acceptable categories at the moment are Medical, Standard and Follow up. It can also be left blank if no category is needed.

Content is the note itself.

Note example:

This row will create a note activity for the reptile with id 281646. At the time of importing, a medical note was made regarding a regular checkup of the reptile.

Lengths is the measured length. Please fill in the length using only numbers, without specifying the unit.

Length example:

This row will create a length activity for the reptile with id 281646. On May 4th 2021, the reptile was measured to be 240 (preferred units) long.

Weight is the measured Weight. Please fill in the weight using only numbers, without specifying the unit.

Weight example:

This row will create a weight activity for the reptile with id 281646. On February 16th, 2020 the reptile was measured to weigh 340 (preferred units).

Start- and enddate are the beginning and end of a brumation. Please fill in the dates as shown above in the Dates section

Brumation example:

This row will create a brumation activity for the reptile with id 281646. The reptile went into brumation from October 30th, 2012 to February 25th, 2013.

General use

Batch creation for reptiles works differently compared to other registrations. Please read through this guide carefully before trying to batch create reptiles.

Download the template file and open it in Excel or a similar program. For each reptile you want to create, fill in a row with data in the columns you need. All columns are optional.

Please only import files based on the templates provided. It is very important that you do not convert the provided template to and from different filetypes.

Most of the columns can be filled out as you see fit. There are however a few fields which need to follow a specific syntax.

For a description of each column please see the Columns section. Please keep in mind that these columns are only a subset of the available fields for a reptile. Much more can be filled in by creating a new reptile.

Checkbox columns

Some columns corrospond to checkbox fields that can either be checked or not. Please use the value true if the checkbox should be set, and false otherwise. For example, filling in true in the venomous column will mark the reptile as venomous.

Dates

To fill out a specific date please use the following date format.

yyyy-mm-dd hh:mm (e.g. 2021-05-25 09:27)

The hours and minutes (hh:mm) can be omitted if you only need the date.

Numerical columns

For all numerical columns, please only insert numbers without the unit, so if a reptile is weighs 1200 grams, don't write "1200 g". Just write "1200".

Columns (all are optional)

born
The date the reptile was "born".
breeder
The name of the breeder.
breeder_email
The email of the breeder.
cbwc
Determines whether a reptile is wild caught or captive bred. Please enter either "WC" or "CB".
chip_number
The chip number of the reptile.
common_name
Common name of the type of reptile.
dead
Is the reptile dead? true/false answer.
father_text
Name of the father. Can be specified further through the edit page.
feeding_interval
The interval between feedings in days.
food
The food the reptile is being fed.
for_sale
Should the reptile be for sale? true/false answer.
habitat
The usual habitat for the reptile.
license_number
The license number for the reptile.
morph
The morph of the reptile
mother_text
The name of the reptile's mother. Can be specified further through the edit page.
name
The identifier or name of the reptile.
nickname
The nickname of the reptile.
note
A note connected to the reptile.
origin
The origin of the reptile.
price
The price of the reptile. The currency of this value is set in your settings.
reserved
Is the reptile reserved? true/false answer.
scientific_name
The scientific name of the reptile.
sex
The sex of the reptile. Valid values are Male, Female or Unknown.
size
The length of the reptile.
sold
Has the reptile been sold? true/false answer.
species_name
The name of the species.
species_number
The species number.
tub
The tub number.
venomous
Is the reptile venomous? true/false answer.
weight
The weight of the reptile.

Example

Part one:

Part two:

Teams

Through the Teams page you can create teams and invite other Reptile Scan Pro users.

When in a team you receive full access (update, remove, etc.) to all reptiles of all users in the team.

Create a new team

Click the add button, type in the team name and click "Create".

Invite team member

Open the detail view of a team and click the add button. Type the email address of the user you wish to invite. Please note that it must be the email address that is registered in Reptile Scan, and the user must have a Pro subscription.

An invitation is emailed to the user, and until the invitation is accepted, the user will be listed as "pending" in the team list. Once the user accepts the invitation, their status will change to "Active".