Coale-K9SMS
K9 unit management for police, military, and security
Coale-K9SMS is a K9 unit management system built on ERPNext for police, military, security, and search & rescue organizations. It tracks every K9 from acquisition through retirement, manages health records and vaccinations, runs structured training programs, logs deployments and incidents, monitors certifications, and automates compliance alerts.
Key capabilities
K9 Profile & Lifecycle Management
Maintain comprehensive records for each K9: registered name, call name, breed, sex, color and markings, microchip ID, tattoo or brand ID, registration number, and badge or service number. Track date of birth with automatic age calculation, date acquired with total service days, acquisition cost, and projected retirement date.
Handler Assignment & Kennel Management
Assign handlers to K9s with active pairing tracking. Manage kennel facilities with capacity and occupancy. Track handler-K9 relationships over time with assignment history. Ensure the right dog is paired with the right handler for each deployment.
K9 Health & Medical Records
Record every veterinary visit with vitals: temperature, weight, heart rate, and respiratory rate. Track vaccinations by type with due dates and auto-reminders. Log medical leave periods with diagnosis and expected return. Monitor weight trends over time and flag significant changes.
Training Programs & Certification
Run structured training programs from templates: Patrol Bite Work, Narcotics Detection, Explosives Detection. Enroll K9s in programs, schedule sessions, and log training hours by type. Track certifications per specialization with expiry dates and automatic status updates.
Deployment & Incident Tracking
Log every deployment with start and end times, deployment type, location, handler, and duration. Record positive alerts, use of force, and bite incidents. Create incident reports with detailed descriptions, immediate actions, injuries, witnesses, and involved parties.
Diet & Logistics Management
Create diet plans with daily calorie targets, meals per day, primary food items, and supplement schedules. Log feeding records with amounts and times. Track K9 transport vehicles with maintenance status. Manage K9-specific equipment inventories.
Automated Alerts & Reminders
Daily automated checks flag certifications expiring within 30 days, vaccinations due within 7 days, K9s approaching retirement, weight trends outside normal ranges, and training compliance gaps. Notifications go to handlers, supervisors, and veterinary staff.
Operations Dashboard
View deployment trends over the last 6 months, active deployment counts, incident rates, and alert success percentages. Analyze deployment type distribution, handler workload, and K9 availability status. Track breed distribution and retirement timelines across the unit.
Compliance & Reporting
Generate training compliance reports showing hours logged per K9 against program requirements. Run certification status reports with expiry warnings. Produce monthly training summaries, health summaries, and K9 availability reports for command review.
Why teams choose this
- Track every K9 from acquisition through retirement with full service history
- Ensure K9s stay mission-ready with automated certification and vaccination alerts
- Log every deployment with alert outcomes, use of force, and incident details
- Manage handler assignments and kennel facilities in one system
- Monitor K9 health with medical records, vitals, and weight trends
- Run structured training programs for patrol, narcotics, and explosives detection
- Get automated reminders before certifications expire or vaccinations are due
- Analyze deployment trends, alert rates, and training compliance across the unit