How to manage Contacts in Stable Manage (video tutorial)

Contacts are used in numerous ways in Stable Manage; for assigning and reporting on staff and student activity, for saving repeat visitors to the yard such as jockeys, students, tourists and service providers (vet, dentist, farrier etc).

This video shows the basics of managing contacts in Stable Manage.

Please see our other documentation and tutorial videos.

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?

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:

00-ActionMenu

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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