Service Provider Type Report

Service Provider Type Report

The Service Provider Type Report enables you to view details about the Schedule Entries having an Entry Contact of the selected Service Provider Type, within the selected Date Range. The maximum date range is 31 days. The report includes information about any horse and attendee allocations on the Schedule Entries.

For example; you could choose to view all Farrier visits within the last month, or all visits by your Feed Providers in the last two weeks and so on.

The Service Provider Report is accessed from the Reports screen. Click the Reports item on the main menu.

Main Menu Reports Item

Click GO TO REPORT on the “Entry History by Service Provider Type” Report item:

Service Provider Type Report Card

Alternatively, if you are already on another Reports sub-screen you can select the Report from the Reports sub-menu:

Reports Sub-menu

Stable Manage displays the Entry History by Service Provider Type report screen. Click the Service Provider Type item to begin:

Service Provider Report Screen

For this example I have selected Veterinarian:

Select Service Provider Type

Select the date range or leave the default values of the last 31 days:

Select Date Range

Click DISPLAY OR DOWNLOAD REPORT to see the Report options:

View Report Options

Stable Manage displays four options:

Report Form Options

  1. DISPLAY SUMMARY REPORT
  2. DOWNLOAD EXCEL (.xls)
  3. DOWNLOAD CSV (.csv)
  4. RESET

The DISPLAY SUMMARY REPORT option displays a summarised version of the report on screen, with all Attendees and Allocations rolled up into a single row:

Display Summary

The two DOWNLOAD EXCEL and DOWNLOAD CSV options will download a file of the respective file type, each of which includes an identical detailed report.

The detailed report contains the following columns:

  • Activity Type
  • Activity Sub-Type
  • Activity Status
  • Activity Date From
  • Activity Start Time (hh:mm)
  • Activity Duration (hh:mm)
  • Entry Contact Summary
  • Allocation Type
  • Horse Stable Name
  • Horse UELN
  • Horse Show Name
  • Horse Residential Status
  • Horse Activity Status
  • Owner Contact Summary
  • Attendee Summary
  • Staff Contact Summary
  • Activity Notes

Where a given entry on the report has allocations (either attendees or horses), there will be a row per allocation.

Remember that an allocation can be; just a horse, just an attendee (person) or both!
Where there is no horse on an allocation, the horse related columns in the report will be left blank – this is normal.

Display XLS or CSV

RESET clears the form so that you can start over.

Please contact us if you have any questions about this or any other report function.

What does Stable Manage do for my yard?

Why Stable Manage?

We want to make life better for anyone running or working at an equestrian yard and we care about horses.

What does Stable Manage do for my yard?

We describe Stable Manage as “online yard management for equestrian yards of all sizes” but what does that mean and what does it include?

What is Stable Manage?

Stable Manage Logo SquareStable Manage is an online web application designed to reduce costs for equestrians by enabling them to run their yards more easily and to automatically record reporting data while doing so. Stable Manage can be accessed by smartphone, tablets and computers.

What does Stable Manage include?

Below is an overview of the features currently available in Stable Manage.

Horse Management

Horses are the core of any business or personal equestrian activities. Stable Manage allows you to add and manage your horses. We can bulk import horses. You can track each horse’s work, exercise, feeding and health.

Schedule

A Schedule Entry can be anything happening at a particular time on a particular day. Your schedule is a calendar presented as a list of what is happening at your yard for a given day. For example; when your horses are going to be fed, when the yard should be swept, exercise regimes, a visit from your accountant, feed being delivered, a riding lesson and so on.

Bookings

Stable Manage includes a comprehensive booking system, which can be useful for yards of many types, including those that are not public facing. For example riding school and equestrian centre bookings are a common use but the booking system is just as useful for assigning jockeys to string for a recurring scheduled session on the gallops.

Allocations

For any entry on your schedule you might have – but don’t have to have – horses allocated. The Allocations view of the schedule allows rapid allocation of horse(s) to schedule entries. Allocations can be changed as each day unfolds at your yard.Some examples:

• A ride out or trek might have several people attending needing horses allocated based on physique and/or experience.
• The farrier comes to visit a certain set of horses
• You want to perform a regular health check for a particular horse
• You have daily walker sessions for a set number of horses at a time.

Reports

Stable Manage surfaces information about all of the schedule entries, allocations, horse health records and bookings through various reports, giving users the power to see and interpret historical information about the running of their yards.

Contacts

Your contacts are all the people, who are involved with entries on your schedule. These could be staff, clients, helpers, external service providers like a trainer, farrier or instructor.For example a member of staff mucking out or teaching riding lessons, your accountant visiting to help with your finances, the dentist coming to check some horses or perhaps a contractor coming to do building work – these are all potential contacts who can be saved in the system to be used repeatedly without having to be re-entered.

Facilities

Your facilities are the infrastructure of your yard and its environs; the places where your schedule plays out each day.For example, the farrier might be shoeing horses in a particular yard. A schedule entry might see a horse at a certain walker for a particular period of time and a trek could be booked for a particular trail, and so on..

Users

Your users are general staff contacts who are given permissions to log in to Stable Manage directly.
General staff users can view the schedule, allocations and facilities at your yard but have limited ability to edit the schedule.

Making the Jump!

How do you make that tricky jump of changing your approach? .. Making the Jump to Stable Manage

Sum Up

There is much more coming.. we are releasing updates and new features at a fast rate.

Future enhancements on the roadmap include the ability to set reminders, automatically see double bookings, to set limits on how much work and exercise horses should be signed up to and advanced control over recurring schedule entries.

Please refer to our Documentation for detailed information and screenshots showing how to use the features of Stable Manage.

We believe that Stable Manage can help any commercial yard and many non-commercial private yards. .. Who is Stable Manage for?

If you are interested in using Stable Manage, please get in touch with us:

Who is Stable Manage for?

Who is Stable Manage for?

Different types of yards can use the features of Stable Manage to best suit their own needs. We find that different users focus on different features, some are more interested in booking and scheduling, others more interested in the information that comes from recording health data, and others are interested in reporting on horse activities for invoicing purposes.

The fundamental goals are to help your yard run more smoothly, give you greater control over equine care, and to save you time and money in the process.

Any and all of the following types of yards should find that Stable Manage will simplify the running of their yard and yield important information about their horses:

  • Breeders
  • Trainers
  • Livery Yards
  • Riding Schools
  • Competition Yards
    • Racing
    • Eventing
    • Dressage
    • Show Jumping
    • Polo
    • .. and so on..
  • Equestrian Centres
  • Private Yards
  • Hobby Yards

What does Stable Manage do for my yard?

If your type of yard is not listed or if you are interested in helping us develop Stable Manage by becoming a test customer, please Contact Us.

Overview of Allocations

Overview of Allocations

What is Allocation?

Allocation is simply allocating or assigning a horse to a Schedule Entry.

How is it done?

There are two ways of allocating a horse to a Schedule Entry.

  1. “Unassigned” allocation (also called a “free” allocation) is a horse allocated to an Entry without being assigned to a specific person.
  2. “Attendee” allocation is a horse allocated to an Entry and assigned to a specific person. For example;
    • riding school pupil for a lesson
    • jockey on a gallops entry
    • staff member leading a trek/rideout
    • schooling rider for a schooling session

How do I Allocate Horses to Schedule Entries on Stable Manage?

For yards across the whole equestrian industry; allocation of horses to schedule entries and maintaining the current – correct – list can be the biggest headache of all!

There are many reasons why an allocation might need to change, at any moment during the day and getting that information to others on the yard can be a nightmare. Phone calls, stickies, random pieces of paper and often just yelling across the yard are used as the means of having the “up to date” list known!

Stable Manage makes this process simple; really simple. In fact it was one of my main goals when I came up with the idea of Stable Manage over 10 years ago because it represents a problem I have seen first hand at many yards. For detailed information take a look at the “how-to” guide:

How are Horses allocated to Schedule Entries on Stable Manage?

 

How are Horses allocated to Schedule Entries on Stable Manage?

How are Horses allocated to Schedule Entries on Stable Manage?

Horses are allocated to Schedule Entries on the Allocation screen.

If you are unfamiliar with Allocations; first read the brief overview (it will take less than one minute): Overview of Allocations

There are two ways of accessing the Allocation screen for the date you want.

1. Select the date first and then select “Allocations” from the main menu.
2. Select “Allocations” from the main menu first and then select the date of interest.

Step by Step Example

We’ll start with a day selected, containing two Schedule Entries. The first “Feeding” is not going to need Attendees and the second “Schooling” has two Attendees already set.

If you do not know what Attendees are; have a quick look at this article before moving on: Overview of Attendees.

Two Unallocated Schedule Entries

Select Allocations from the main menu:

Main Menu - Allocation

The Allocations screen is displayed, both of the Schedule Entries are visible.

– There is an ADD HORSE button for each Schedule Entry allowing you to allocate unassigned (free) horses to the Entry. Any horses allocated in this way are horses without an assigned Attendee.
– There is a SET HORSE button for each Attendee on an entry. These buttons are for allocating a horse to the specific Attendee.

Set an Unassigned (Free) Allocation

Allocation Screen without Allocations

Click an ADD HORSE button for any entry to add an unassigned horse allocation:

Add Horse Button

Select a horse, either by searching (type its stable name) or by clicking the “show all horses” link to bring up a pick list.

You can use the switch to choose whether or not the search will include horses marked as “Deceased” or “Unavailable” on the Horse Details screen. By default they are not included.

When you have selected a horse click the SAVE button:

Add Horse Pegasus

We can see that PEGASUS is allowed to the Feeding Schedule Entry.

To change to a different horse click on a horse’s name and a similar dialog will appear.

Allocations screen with first Allocation set.

Set an Attendee Allocation

Click the SET HORSE button opposite any attendee:

Set Horse Button.

A dialog similar to the unassigned allocation dialog appears.

As before you can use the switch to choose whether or not the search will include horses marked as “Deceased” or “Unavailable” on the Horse Details screen. By default they are not included.

The Attendee is displayed as a reminder for who you are going to assign a horse to:

Edit Horse

As before, search for a horse or click “show all horses” to select the horse from a pick list, then click the SAVE button and the dialog will close. In the example we have allocated Barkley to Jennifer:

Edit Horse - Different Horse Selected

We can see Barkley allocated to Jennifer on the Allocation screen:

Attendee Allocation Set.

TIP: If you have a full schedule, the filter box in the top right can be useful to reduce what is displayed.

Allocations Filtered.

Then repeat the process for the rest of the Schedule Entries that you want to allocation.  It’s amazing how fast this process becomes when you get used to it. In real time the example is fully allocated in less than a minute:

Completed Allocations.

Select Schedule from the main menu to return, we can see the allocated horses as “badges” on each Schedule Entry:

Schedule with complete Allocations.

The great news? .. any change or adjustment to your Schedule Entries, Attendees and Allocations, is immediately visible to your staff when they check the schedule to see what’s coming up next – TIME SAVED!

 

Overview of Attendees

Overview of Attendees

What is an Attendee?

An Attendee is anyone associated with a Schedule Entry who will be physically present when the activity takes place, and who is usually assigned a horse (we’ll learn more about this with Allocations).

Attendees are essential whether Stable Manage is being used as a booking system or for scheduling your yard.

Some typical examples

Here are some situations we would all see at our yards, where use of Attendees and Allocations in Stable Manage can save you time and effort:

Public Riding Lesson:

  • Add a Public Lesson Schedule Entry
    Add or Update Attendees on the Lesson as and when they book or whenever you need to make a change!
    Allocate horses to the Attendees of the Lesson as and when you are ready!
  • Set a Facility for the lesson, e.g. an arena.

Gallops:

  • Add a Gallops Schedule Entry
    Set the jockeys scheduled at the Gallops Schedule Entry as Attendees
    Allocate horses to the gallops session; either directly to the jockeys or to the Schedule entry as a whole (more about this in Allocations).
  • Optionally set the relevant gallops as the Facility for the session

Here we see a sample Gallops session, with four jockeys and four horses. Three horses have jockeys allocated directly to them but the fourth is added to the session itself.

Gallops Session Multiple Attendees

Staff or Student Training:

  • Add a Training Schedule Entry
    Add the Staff/Students as Attendees
    Allocate horses to the training session; either directly to the students or to the Schedule entry as a whole (more about this in Allocations).
  • Set a Facility for the training, e.g. Class Room, Stable Block, Arena etc.

Muck Out:

  • Add a Muck Out Schedule Entry
    Add the relevant Staff as Attendees
  • Set a Facility for the mucking out; e.g. a particular Stable Block or a named set of stalls.

Does an Attendee have to be a Contact?

No; an Attendee can be one of your Contacts OR any arbitrary individual; whichever suits your needs more.

The latter is especially useful if you are taking bookings for a public facing business such as a riding school or riding centre, where you often know little about the attendees for a booked lesson or trek; sometimes only their gender, age group or approximate riding skill level!

Another Example

Here we can see two schedule entries. The first is a Feeding session at Stable Block Harrison, which has several horses allocated and no attendees. The second is a Schooling session in the Indoor Arena, it has two Horses allocated and each is assigned to a specific Attendee; Jennifer and Sharon.

Two Schedule Entries One with Attendee

You can see the similarity between all of these examples, which is what makes Stable Manage so easy to pick up and use.

Entries, Attendees and Horse Allocations are the repetitive things that we’ve been writing down manually for years and then struggling to keep up to date and consistent. Stable Manage represents them in a simple way, so that staff can access them on their smartphones, or on a monitor in the office, canteen or tack room safe in the knowledge that there’s one list, and it’s always the right one.

Lastly, something to note is that Attendees are independent of the Staff Contact assigned the Schedule Entry, and the External Contact who can optionally be associated with the Schedule Entry too. This is to make Stable Manage as flexible as possible. Your Staff Contact and External Contact can be set up as Attendees too but they don’t have to be; it is your choice entirely.

In the next blog articles I describe Allocations, the process of linking Horses to Schedule Entries:

  1. Overview of Allocations
  2. How are Horses allocated to Schedule Entries on Stable Manage?

Horse Owner History Report

Overview

Horse Owner History is a powerful reporting tool, which allows you to gather Horse History information based on the owner of the horse rather than just the horse in isolation.

How is it used?

As a Stable Manage user you can select an owner, any number of their horses, and a date range, and then view a summary or download a detailed report detailing every activity the horse(s) was associated with during the selected period.

If you choose to download the report, you can open it as a spreadsheet and perform whatever filtering or manipulation you like upon the report data. This data can be useful for multiple horse and owner functions, e.g. invoicing, training analysis, feed analysis, cost analysis and so on.

Main Menu

Owner History can be found on the Reports screen accessed from the main menu:

Main Menu Reports

Reports Screen

Horse History by Owner is top left. Click the GO TO REPORT button.

Reports Screen

Note that it is also possible to go to the Horse History report for an individual horse from this screen.

Owner History Screen

We’ve made this screen as simple as possible, with three basic steps:

  1. Select the Horse Owner you are interested in.
  2. Select individual Horses or leave blank to include ALL horses owned by the selected Horse Owner.
  3. Select the date range – up to one month of data can be downloaded at a time. The report is restricted to one month at a time because of the large quantity of data this can include.

Horse Owner History Screen

Summary Owner History

Viewing the Owner History on-screen shows a summary of the information in the report.

Summary Owner History

Detailed Owner History

Downloading the Owner History shows the full, detailed information in the report. We’ve selected a single horse for the example, with just a couple of recurring activities on her schedule.

Detailed Owner History (Excel)