Animal records
Master data, identification and origin, health record, documents, costs, foster home, adoption status and a chronological history – everything about an animal in one place, with an animal number.
Developed in-house
Aliefa – software for animal welfare associations
In most associations, animal welfare work is spread across spreadsheets, forms and private inboxes: the animal list here, the applications there, the home check in a chat, the donation receipt in a Word document. Aliefa brings it all together – from taking in an animal to the follow-up check at its new home.
Developed in Cologne Runs in the browser, on your own server if you prefer Several associations kept separate in one system
The working day
Everything due today on one page
How many animals are in your care, which foster homes are occupied, which application is waiting, which vaccination is overdue – without anyone having to cross-check five lists.
At a glance
Seventeen areas, one set of data
Every area works with the same data. A vet's bill recorded under medical care appears in the animal's cost overview and in the association's accounts – without being typed in twice.
Adoptions
From first contact to follow-up check: application, applicant questionnaire, phone interview, meeting the animal, pre-adoption home check, contract and handover. Returns and re-adoptions are built into the process, not bolted on.
Foster homes
Who has space, for which species, with which restrictions. Occupancy and free places are visible, and placements are documented.
Medical care
Treatments, vaccinations and examinations for each animal, with reminders for what is due and a directory of vets and clinics.
Transports
Route, animals involved, paperwork and status from preparation to arrival. The transport manifest can be printed.
Sponsorships and donations
Ongoing sponsorships with payments, one-off donations, pausing and reactivating, donation receipts.
Members
Master data, membership fee, SEPA mandate, fee bookings, reminder stages and cancellations. Outstanding amounts are always in view.
Finances
Income and expenditure by category, open items, reports and CSV export. Bank statements can be imported; the system suggests how to allocate entries and detects duplicates.
Website and interface
Maintain animal profiles for the association's website and publish them. The adoption status is updated automatically. REST endpoints are available for connecting to WordPress or any other website.
The common thread
An adoption has many steps – and none of them can get lost
This is exactly where things fall through the cracks in everyday work: an applicant questionnaire is incomplete, a home check was never scheduled, a follow-up check after thirty days doesn't happen. Aliefa takes every application through the same stages and always shows where it stands.
Enquiry and screening
The application comes in and is assigned to an animal. The applicant questionnaire is filled in; anything missing stays visibly open.
Getting to know each other
The phone interview and the personal meeting are documented – with what was discussed, not just a tick in a box.
Home check
Appointment, outcome and photos of the living situation. Then the decision: selection and reservation, or rejection with a reason.
Contract and handover
Adoption contract, adoption fee, handover – combined with a transport if necessary.
Follow-up check
After the agreed period, someone checks in. If that doesn't happen, it appears as an open item on the overview.
Adoptions
Every application visible at its current stage
Assistance without third-party services
A suggestion you can explain
Aliefa assesses how well an applicant matches an animal and suggests foster homes. What makes it special is how it does this: rule-based, from your own data, without an external AI service. Nothing is sent to a provider, no access to a language model is needed, and there are no running costs for it.
The suggestion is broken down: experience with animals, holiday care arranged, children in the household – each point with its contribution to the result. Anyone who later has to justify a decision can do so. The application states this explicitly: a decision aid only, no automatic acceptance or rejection.
This matches our approach elsewhere: we build AI applications that run on your own premises. Where a rule is enough, you don't need a model.
Data protection
An animal welfare association processes more personal data than it would like
Applicants, sponsors, members, foster homes – plus photos of people's homes from home checks. This is an area where well-meant voluntary work quickly strays into territory regulated by the GDPR. Aliefa has a dedicated section for this rather than a footnote.
- Consent per channel. Whether someone has agreed to post, email or messenger contact is recorded on their record – not in the memory of whoever was in touch with them.
- Retention periods. For every person, the date from which their data is due for review is stored. Anything due appears as a review task.
- Data access requests at the push of a button. If someone requests access under Art. 15 GDPR, their record can be exported as JSON or CSV instead of being pieced together from five lists.
- Anonymise instead of delete. Where figures must be kept for the accounts, the person can be anonymised – the transaction remains, the name disappears.
- Audit log. Changes are traceable; the system keeps an audit log.
- Separate tenants. Several associations can use the same system without seeing each other's data. Roles and permissions per association.
Frequently asked questions
What people ask us about it
Who is Aliefa designed for?
For animal welfare associations that take in animals, look after them in foster homes and rehome them – including across borders, with transports and the associated paperwork. It is designed around this work: there are animal records instead of a customer file, an adoption process instead of a sales funnel, and foster homes instead of a warehouse.
Associations that only manage donations don't need Aliefa. Membership management software is enough for them.
Where is the data stored?
Wherever you want. Aliefa runs in the browser and can be operated on a server that you own or that we run for you. What doesn't happen: applicant data and photos of people's homes from home checks ending up with a provider nobody in the association can name.
The assistance feature is rule-based and sends nothing to external AI services.
Can we show the animals on our website?
Yes. Animal profiles are maintained in Aliefa and released for the website; the adoption status is updated automatically, so an animal that has already been adopted is no longer advertised. REST endpoints are available for the connection and can be queried from WordPress or any other website.
If you like, we can build the website too – that's part of our everyday business.
How much does Aliefa cost?
We deliberately don't give a figure here. The price depends on whether you have your own server or we run it for you, how many people work with it and whether your website is connected. We tell you the amount in a conversation before you decide – not on the invoice.
How do we get started?
With a demo of about an hour, ideally using your own examples. After that you'll know whether it fits. Existing lists can be imported via CSV; your data can be fully exported again at any time.
If it doesn't fit, we'll tell you that too.
Related
How we work
Aliefa is one of six programs we have developed ourselves. How we go about it is described in detail here.
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Service
Software development
How we build an application – and why we make conservative technology choices.
Read -
Overview
All six products
Remaxia, Casenda, SubBaseApp, Gastella, Kuvert and Aliefa.
Read -
Service
Artificial intelligence
AI applications that run on your own premises rather than with a provider.
Read
No obligation
Take a look at Aliefa.
A demo using your own examples, about an hour, free of charge. We'll also show you what Aliefa can't do.
+49 221 984300-0Switchboard and support hotline
[email protected]Reply within 4 hours on working days
Robert-Perthel-Straße 7250739 Köln – Bilderstöckchen
Mon–Fri 9 am–6 pmEmergency support outside these hours by arrangement