Reminders Overview

Reminders Overview

This simply presented but powerful feature allows up to three reminders to be set for any schedule entry. The schedule entry can be any type and it can be a once off entry or one that repeats. If the entry repeats, then the reminder(s) will be triggered every time a repetition of the entry approaches.

To see a step by step guide for creating, editing and removing Reminders, please refer to this article in our “How-To” documentation: How do I manage Reminders?.

Some simple examples of how Reminders could be used:

  • Set a Reminder for a once a month farrier schedule entry, to ensure that you have the right horses ready in time.
  • Set multiple Reminders before an important meeting or yard visit.
  • Set Reminders for each riding lesson or training session to ensure that staff, helpers and horses are in the right place at the right time.
  • Create a “Health Check” schedule entry with notes describing what should be checked and add a Reminder to it. When the Reminder is received, the Staff member can see from the notes what they need to do and record for the Health Check; e.g. check temperature, examine hooves, take stool sample etc.
  • Create a schedule entry of type “Other” within “Professional Visit” category. Allocate a Horse to it and notes reminding the assigned member of staff to call the breeder to discuss some aspect of the horse’s development.
  • .. and so on, the combinations are endless!

020-ManageRemindersDialog

Refer to our step by step guide for Reminder management here: How do I manage Reminders?.

If you have any questions please contact us through any of the usual means: Contact.

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?

 

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)

 

How do I manage my yard Facilities on Stable Manage?

Overview

Every yard, whether large or small has various facilities where activities take place.

The definition of a facility is flexible.  For example a facility could be a stable or stall, a walker, an office, gallops, grazing land, exercise pool or even just a space in the yard where something particular activities are done, and so on.

In Stable Manage it is possible (and optional) to associate a facility with each activity on your schedule by either:

  • Setting a facility when adding a Schedule Entry or
  • By setting a facility directly on an Entry record on the Schedule Screen.

When you first join Stable Manage, you will want to add your facilities. An example showing how to do this is detailed below. In the example we show how to add a paddock.

How do I add a Facility to Stable Manage?

Click the “action” (plus) menu icon:

Action Menu

Select Add Facility from the “What do you want to do?” dropdown:

Add Facility

Stable Manage displays the Add Facility form. This is a brief and simple form:

  • Facility Type – required
  • Name – required
  • Description – optional

Add Facility Blank Form

Select a Facility Type:

Facility Types

When you select the type of Facility, Stable Manage will automatically populate a suggested name for you but you can change this value to anything you like:

Auto Populated Name Field on Add Facility Form

For the example I have changed the facility Name from “Grassed paddock” to “Central Grazing” and I have added a simple description.  Name and Description can be edited after addition to Stable Manage.

Click SAVE to add the new facility to Stable Manage:

Updated Add Facility Form

Stable Manage saves the new facility and displays a message:

Facility Added Toast

Click on the main menu and select Facilities if it is not already selected:

Main Menu Facilities

There is a row for the newly added facility (Central Grazing):

Facilities List with New Facility

Updating or Deleting a Facility

A Facility that has not been linked to any Schedule Entry can be deleted from the Facilities screen using the facility action menu:

Note that Stable Manage will display a warning if you attempt to delete a facility which is attached to a Schedule Entry and it will not be possible to proceed with the deletion.

Facilities Action Menu

By either clicking on the facility name (Central Grazing in the example) or on the Facility Details option in the menu shown above, you can access the Facility Details screen to change the facility Name or Description:

Facility Details

Using a Facility on a Schedule Entry

It is possible to assign a facility to a Schedule Entry on the Add Schedule Entry screen while adding the Schedule Entry (How do I add an Entry to my Schedule?):

Add Entry with Facility

It is possible to assign, remove or change a facility on an existing Schedule Entry directly on the Schedule screen:

Change Facility for Schedule Entry

 

 

What are the different types of Contacts on Stable Manage?

There are three types of Contact on Stable Manage:

  1. Client: is an end customer of your yard. For example:
    1. Equestrian centres and riding schools; people coming for treks and lessons, and those booking for them.
    2. Livery – horse owners
    3. Racing / Breeding / Training Yards; any off-site owners
    4. For some private yards Client contacts might not be applicable at all; e.g. an eventing yard where the yard and horses are owned by the rider, or hobby owner with their horses onsite.
  2. Professional / Service Provider: is someone who provides services to your yard, this could be anyone from a feed or fuel supplier, to an accountant, dentist, farrier, agent, web designer and so on.
  3. Staff / Trainee / Internal: is anyone working at your yard in any capacity. This would include for example, BHS students on study programs, helpers, full and part time staff, volunteers and so on.

The different types of Contacts can be added to entries on your Schedule in different ways too.

Staff Contact

Every entry must have a Staff Contact but it is an optional field on the Add Schedule Entry form. If no Staff Contact is provided when adding an Entry, the default Staff Contact is used, which is usually the yard manager or owner. The Staff Contact on an Entry must be Staff / Trainee / Internal type.

External Contact

Optionally an External Contact can be specified when adding a Schedule Entry. This is useful for booking a visit by a Professional / Service Provider or for a Client in the situation where there is no direct allocation to a horse. For example a farrier, feed supplier or hotel representative.

Alternative Contact

For Client and Service Provider contacts, an Alternative Contact can be specified instead of an Email address or Phone number as the primary means of contacting the individual. This is particular useful in the case of children, anyone requiring a guardian/social care or transient staff at Service Provider companies.

For further details refer to:

Attendee

Any type of contact can be added as an Attendee to a Schedule Entry. Attendees can have specific Horses allocated to them on the Allocations screen. Any type of contact can be an Attendee.

Note: Horses can be added to the Entry without being attached to a person – e.g. for mucking out, veterinary visit or feeding time).

Related Links

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?