How do I add an Entry to my Schedule?

How do I add an Entry to my Schedule?

The Schedule is fundamental to Stable Manage. It is here that you build the plan of activities and events taking place each day at your yard.

An Entry can be any activity or event involving your yard. That is to say, they do not have to be those involving horses directly. For example an Entry might be any of the following and many many more beyond; feeding, exercise, a trek or ride out, time on the gallops, turnout, maintenance work, a farrier visit, staff training and so on.

Adding an Entry can be as simple or as detailed as you like, depending on what information you need to capture about it. People (attendees) can be assigned to the Entry as it is created or afterwards and the attendees can be changed at any time during or after Entry creation.

At a minimum each Entry needs a activity type, date and time. Let’s step through the process of adding a sample activity.

Before you can add an Entry, you need to be logged into Stable Manage. Refer to this article if you are getting started and are unsure how to log in yet: How do I log in to Stable Manage?

Click the “action” (plus) menu icon:

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Select “Add Schedule Entry” from the “What do you want to do?” drop down. This option is selected by default, unless another option has previously been selected.

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The “Add Schedule Entry” form is displayed by default. It is remarkably quick to add an Entry.

Click on the “What is the activity?” option and the following list of activity types is displayed.

Each section has an “Other” option in case there is no exact match. Please let us know if you cannot find a matching activity type for what you need to schedule.

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For the example I have selected “Muck Out”:

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The following four sections are optional:

  1. Facility – If left blank none will be set. I have not set one in the example.
  2. Staff Contact – If left blank the default staff member (manager user) will be set as the Staff Contact. I have not set a Staff Contact in the example, so the default will be used automatically.
  3. External Contact – If left blank, none will be set. An External Contact might be someone such as a Farrier, the point of contact for a group booking, accountant, feed sales rep. etc. I have not set an External Contact in the example.
  4. Add Attendees – Is used to add people to the entry as part of its creating. This is useful if you are taking bookings over the phone; or entering data received in an email. Any/all attendee information can be edited later if desired. I have not set Attendees in the example.

Date and Time – the currently selected date is displayed by default. If the desired date is not already selected, click the date label and select the desired date from the popup date selector.

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Next select from and to times using the time pickers.

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The “Is this a repeating event?” option is used for creating recurring schedule entries and will be covered in a separate article.

Lastly, click the “SAVE” button to save the new Entry.

The system will display a notice confirming the new Entry and the screen will refresh if the Entry was added for the date already selected for viewing. Note that “Steve” is displayed for the Staff Contact. Steve is the manager user for the example yard.

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Various properties of the Entry can be directly edited from the schedule; such as the Entry Facility (1) and Attendees (2), and by hovering over the Entry action button (3) the following functions can be accessed: Date/Time/Recurrence (4), Notes (5), it is also possible to Delete an Entry (6) directly from the Schedule and lastly to set a Status value (7) such as Pending, Confirmed or Cancelled.

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What is an Alternative Contact? – manage returning Clients and Professional visitors on Stable Manage without direct contact details

Contacts are used to record people who may frequent your yard.

This is fine when dealing with adults who have distinct Contact details like a distinct email address or phone number but what about children and short term, or team staff at your Professional Service providers?

We have made the Contacts component in Stable Manage as flexible as possible to cater for these scenarios by making it possible to designate an “Alternative Contact” as the primary means of contact for a Contact belonging to your yard.

What does that mean?

An example CLIENT scenario:

Let’s say you have a teacher “Sarah Masters”; who has three pupils (Jane, Mark and Sean) under 16 who regularly get lessons at your yard. You create a contact for Sarah including her contact details; she’s your real source of contact for the pupils. You then create a contact for each of the pupils but instead of having to specify an email address or phone number for each of them, you can simply reference Sarah instead!

An example PROFESSIONAL scenario:

Let’s say you have a feed supplier called “Stuart McCarthy” of “McCarthy Feed and Veterinary Products”; who has four drivers (Matt, Pete, Mark and David) who work on rotation. You have a mobile number for some but not all of them. You create a contact for Stuart. He’s the real contact. You create a contact for each of the drivers as and when you encounter them, you set their mobile numbers when and if you get one, but each contact references Stuart’s contact as its primary point of contact for your yard. I.e. the link to the feed business which will be most important over time.

That’s really all there is to it; you can also remove an Alternative Contact from any existing contact that has one, or add an Alternative Contact to a contact that previously didn’t have one.

For details look at the “how to” guide for adding a Contact with an Alternative Contact: How do I add a Contact with an Alternative Contact to Stable Manage?

How do I add a Contact with an Alternative Contact to Stable Manage?

How do I add a Contact with an Alternative Contact to Stable Manage?

Alternative Contacts are particularly useful for situations where returning visitors to your yard are kids in a group or professionals within a team.

Don’t worry if you don’t know what an Alternative Contact is yet. Take a  quick look at this article, which explains it with a couple of short examples: How to manage returning Clients and Professional visitors on Stable Manage who do not have an Email address or Phone number? (using Alternative Contacts)

The guide below shows how quickly you can add and update a Contact with an Alternative Contact specified instead of (or as well as) an Email address or Phone number.

Add Contact

Click the “action” (plus) menu icon:

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Select “Add Contact”:

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Stable Manage shows the Add Contact form. Complete minimum detail for the contact, which is at least Given name and one of Email, Phone or Alternative Contact. In this case we are looking at the Alternative Contact feature, so we will set one. Simply, we type the name of the existing contact we want to use as the Alternative Contact for the new contact. The system will popup a list of matching contacts as we type.

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Click “SAVE”. Stable manage displays a message letting you know that the new contact has been saved.

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Click on the main menu and select “Contacts” if it is not already selected.

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The newly added Contact (Alan Marcom) has a row of text displaying a summary about the Alternative Contact , this makes it really quick to access the required contact details of the Alternative Contact directly from the referring Contact.

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Notice that Contact which was referred to as the Alternative Contact is also marked with a badge to note that it is an Alternative Contact (Shirley from Shirley’s Quality Feed).

The same contact can be used as an Alternative Contact for multiple contacts (e.g. a teacher to a group of children).

Note that it is not possible for a contact to refer to another contact as its Alternative Contact, if the other contact already refers to another contact as its own Alternative Contact. I.e. a contact can only be an Alternative Contact if it contains true means of contact; an email address or phone number and no Alternative Contact.

On the Contact Details (accessed by clicking on the contact’s name or by using the “cog” action menu on the right hand side) screen an Alternative Contact can be removed or added.

Remove

This screen shot shows exactly how the Contact Details screen appears for Alan Marcom directly after being added to Stable Manage with Shirley as his Alternative Contact. If clicked, the pink toggle button removes the Alternative Contact.

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Then we enter another form of contact, in this case an email address for Alan Marcom is entered:

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After any edit on the Contact Details screen, click “SAVE” to persist your changes.

Add

For a Contact without an Alternative Contact, the screen appears like this. The toggle is grey to show that no Alternative Contact is set. Click toggle to enable the search field. Then type the name of the Alternative Contact just as we did on the Add Contact form. Note that Stable Manage warns us if none of the three options for the primary means of contact is set:

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