Update and Reminders Release

Hi everyone!

We have been pretty quiet for the last few months, while we’ve gone through a location change and have worked on some major “under the hood” functionality required for the new features being developed!

Updates to Stable Manage

This morning’s release includes three things:

  1. A new feature called “Reminders”, which allows users to set reminders for any entry on their schedule.
  2. Improved Horse Weight Report, where users can now select a date range over which to view the progression of a horse’s weight.
  3. Improved Horse Details, where users can now see the date that a horse was added to Stable Manage, in addition to its foaling year or date.

Reminders

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 an overview and a step by step guide for creating, editing and removing Reminders, please refer to this article on our website: Reminders Overview.

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!

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

Update and a minor release!

Hi everyone,

We have been so busy following up after Dublin Horse Show 2016 at the RDS in Ballsbridge last month.  We had a fantastic show and spoke to all kinds of equestrian professionals about how their yards operate.

This weekend we have updated Stable Manage to include the first changes following the show. These are a precursor to the major work we have planned in the lead up to Christmas.

  • Contact History Report – This report has been significantly updated. You can now select any Contact in your Stable Manage account, and a date range and choose to either display a summary report or to download a detailed spreadsheet report containing all of the activities that the contact has been associated with during the date range; as a Staff Contact, Entry Contact or as an Attendee.
  • Horse Allocation – The Horse Allocation dialog has been updated to include a switch, which allows you to include or exclude horses that have been marked as “Deceased” or “Unavailable” on the Horse Details screen.
  • Mobile Views – Mobile Views now include a “Back to Top” link at the bottom of each screen to improve usability.

All of these changes are direct customer requests – thank you for your on-going feedback and please keep it coming!!

How do I know when a repeating Schedule Entry started?

How do I know when a repeating Schedule Entry started?

The 17th April 2016 update to Stable Manage adds a small but useful feature, which indicates when a repeating Schedule Entry started.

On the first instance of the repeating Entry, Stable Manage displays the text: “Started today.

Recurring Entry Started Today

On each subsequent instance of a repeating Entry, there is a link, which is displayed on Schedule screen and on the Allocation screen. The new link shows the date that that repeating Entry started and if clicked links directly to the start day on the Schedule:

LinkTo Recurring Entry Start Date

To return to the date you were on initially use the back button in your browser or mobile device. Or use the “Today” link to return to the current date:

Remember that we use the little “target” icon for the Today link on mobile devices. Mobile Today Button

Back Button Today

It’s the little features that make the big difference!

There are more articles about Schedule management listed on the Documentation page including full “How To” step by step guides.

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.

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)

 

Update – new Horse Activity/Work Status options!

Today’s minor release of Stable Manage has added two additional Horse Activity/Work Status options:

  1. In Foal
  2. On Pasture

Horse Activity Work Status Examples (20160212 Release)

These are available on the Horse Details screen which you can find out more about here: How do I view or update the details of one of the horses at my yard in Stable Manage?

Tip: The button beside the Activity/Work Status for a given horse is a short cut to the Horse Details screen, which saves you from having to use the Horse Menu on the right hand side.

How do I split a repeating Schedule Entry in Stable Manage?

Overview

In a previous article we described How do I change the Date/Time for just one instance of a repeating Schedule Entry?

In this article we describe a related function called “Split Entry”, which can be used to separate any repeating Schedule Entry into two parts. There are two options for how the Entry is split:

  1. ONLY THIS ENTRY
  2. THIS ENTRY AND ALL FUTURE

After splitting the Entry you can then edit any property of the resulting Entries (date/time, horse allocations, notes, status, facility etc) and your changes will only affect the instance on the date you choose.

How-To

Let’s step through an example.

We have a Muck Out Entry scheduled for Steve, each week day from 8:00 to 9:00. It was added to the schedule starting on November 24th. From January 6th 2016 onwards, we want it to be earlier by half an hour; from 7.30 to 8.30.

Select the date for the first occurrence of the new time.

00-SelectDate

We can see the row for the Muck Out Entry, at 8.00.

10-MuckOutRow-Starting

Click the “Split Entry” button.

20-SplitEntryButton

Stable Manage displays the “Split Entry” dialog. We can see the two options described at the top of the article, each has a brief explanation. Click the “THIS ENTRY AND ALL FUTURE” button.

30-SplitEntryDialog

Stable Manage confirms that the Entry has been split.

40-EntrySplit-Toast

Click the Update Date/Time button. Stable Manage displays the Update Date/Time dialog.

50-UpdateNewEntryDateTime

We’re still working with a repeating Entry, so Stable Manage will offer us to change “ONLY THIS ENTRY” or “ALL ENTRIES” as described in How do I change the Date/Time for just one instance of a repeating Schedule Entry?

We have already split the Entry, so we select “ALL ENTRIES”, so that we edit all entries in the updated series.

60-UpdateEntryDateTimeDialog

Stable Manage displays the Date/Time and Repeating Entry options and we update to the Entry so that Muck Out is at its new time slot, and click SAVE.

80-UpdateEntryDateTimeDetailsAfter

Stable Manage confirms the change.

90-EntryUpdatedToast

Muck Out is displayed at its new time.

100-EntryUpdatedRow

By changing to the previous day we can see the last instance of the original repeating Entry, the time is still at the original value but notice also that it now has an Until Date too.

110-PreviousInstanceUpdatedRow

That’s it – we have split the Entry and updated it going forward!

Note: there’s a limitation to the Split Entry action. If the recurrence of the original Entry is based on a count (rather than “Until Date” or “Never Ends“), the count is not reset when the Entry is split using the “THIS ENTRY AND ALL FUTURE” option. This means that you’ll need to update the Count after you have split the Entry to ensure that it completes after the correct number.

 

How do I change the Date/Time for just one instance of a repeating Schedule Entry?

This article describes how to change the date/time for just one instance of a repeating (recurring) Schedule Entry.

If you are new to Stable Manage have a look at the How do I add an Entry to my Schedule? article before reading this one.

First, select the date holding the instance of the repeating Entry that you want to update

Select Date

Locate the Schedule Entry you are interested in and click the calendar action menu item. Number (4) in this screenshot:

A single Schedule Entry

The Change Entry Date and/or Time dialog is displayed. For repeating schedule entries, a new screen was added to this dialog in the 11 January 2016 release of Stable Manage. The screen (shown below) allows you to decide how far reaching your date/time changes are going to be.

Choose Update Type for Recurring Entry

ONLY THIS ENTRY

ONLY THIS ENTRY – This is new behaviour as of 11 January 2016. Your changes will only apply to the selected date  for the recurring entry.

As an example; let’s say you have a recurring visit from the farrier on 3rd of every month. The farrier phones to say that they can’t make it on the 3rd of February but can make the 5th. You would use this feature to switch just the visit of February 3rd to February 5th, while leaving the rest of the recurring sequence in place; untouched.

When you click ONLY THIS ENTRY, Stable Manage displays the screen for updating the date or time of an Entry.

Note that the recurring options are not displayed because you are editing just a single instance in the set. When you’ve set the desired date and time, just click “Save” as usual.

Update date/time on single instance of recurring Entry

ALL ENTRIES

This is the simplest form of update, choose this option and your date/time changes will apply to all the entries in the series. As a result Stable Manage displays the full recurring entry options for you to modify.

An important note is that the From / To dates reflect the starting point of the recurring series; there is no need to change these unless you actually want to move the whole series to a different starting point. Most often users want to modify the time or recurring options for the series when they use the ALL ENTRIES option.

Update Date/Time for all instances of a recurring Entry

For both options; ONLY THIS ENTRY and ALL ENTRIES, the “Close” button cancels and closes the dialog without making any changes.

Note: in an upcoming release of Stable Manage an additional option will be added to this screen called “THIS AND FUTURE”, which will all you to update the date/time for the selected date and the recurring options for the future instances of the event. This article will be updated when that feature is added.

Remember to refer to How do I add an Entry to my Schedule? if you are new to Stable Manage.

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?

Update – Allocations on the Schedule!

We’ve released a small update to Stable Manage this morning. The main Schedule view, now displays the Horse Allocations associated with each entry directly on the Schedule itself.

This enhancement makes it much easier to see which horses are associated with each entry, either as allocations to attendees or as allocations to the entry without a rider (e.g. for feed, lunging or farrier sessions).