Standard Operating Procedure: Microchip Registration at Point of Sale

1.Purpose

This SOP defines the process every partner store must follow to register a pet's microchip in the TrueFound registry at the time of sale, ensuring every pet leaves the store with an active, traceable registration tied to its new owner.

2.Scope

Applies to all store staff handling pet sales at TrueFound-connected locations, and to the POS vendor responsible for maintaining the technical integration.

3.One-Time Setup (per Store)

4.At the Point of Sale (Every Pet Sale)

4.1 Information to collect from the buyer

• Owner first and last name
• Owner email address (required — this becomes their registry login)
• Owner mobile phone number
• Mailing address (recommended)

4.2 Required pet information

• Microchip number — scan the chip; do not type from paperwork if a scanner is available
• Pet name, species, breed, sex, color/markings
• Date of birth, if known

4.3 Process

1. Scan the microchip with the store's chip reader to confirm the chip is functional and capture the exact number.
2. Verify the scanned number matches the paperwork. If they differ, the scanned number wins — investigate the discrepancy before completing the sale.
3. Enter owner and pet details into the POS at checkout.
4. Complete the sale. The POS automatically submits the registration to TrueFound.
5. Confirm success: the POS will display or print a TrueFound confirmation code. Include it on the receipt.

5.If the Registration Fails at Checkout

Manual fallback (outage procedure)

If the API is unreachable, record on paper or in the POS notes: chip number, all owner details, all pet details, date/time, and staff initials. The store manager must submit these registrations within 24 hours once connectivity is restored. Never let a pet leave with no record of its chip and buyer.

6.Data Handling Rules

• Customer information collected for registration may only be used for the registration — not for store marketing unless the customer separately opts in.
• Never store the API key in publicly visible config, receipts, or shared documents.
• Do not register a chip to store staff or placeholder emails “to do it later” — registrations must use the real owner's contact information.

7.Responsibilities

8.Quality Audit (Monthly)

The store manager compares pets sold vs. registrations submitted (TrueFound can provide the store's count on request). Any gap must be investigated and backfilled within 5 business days.