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.

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.

How to add an Entry to the Schedule in Stable Manage (video tutorial)

This video picks up from An overview of the Schedule (video tutorial) by showing how to add an entry to the schedule in Stable Manage.

Remember that an entry can be any activity at the yard or just related to the yard. For example, feeding, muck out, turnout, schooling, maintenance, farrier visit, dentistry, a sporting event which you are attending, and so on.

Please see our other documentation and tutorial videos.

Making the Jump to Stable Manage

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Making the Jump to Stable Manage

All yards have an existing system; it might be paper, a drymarker board, perhaps some Excel templates, an Access database, and often “it’s in my head”.

When someone decides that they want to improve how their yard runs by using Stable Manage, making the jump can be daunting. Even if you want to change because you feel your existing system is not working for you, you might have been using it for years and it’s comfortable. So how do you make the jump to a new approach?

The simplest starting point, which has a huge effect is to briefly revisit the way you think about your planning. Consider the things that get done on a regular, repeating basis at your yard. For example; feed preparation, feeding, muck out, afternoon haylage, worming, weekday rideouts, weekend day rideouts, early gallops, health checks, skip out, and so on – it varies per yard of course but *everyone has a core set of repeating operations*.

This gives you the starting point in Stable Manage.

When you set up a “Weekly/Never Ends” or “Monthly/Never Ends” repeating Schedule Entry for each of these repeating events, all of a sudden you’ve got the core of your Schedule set up for the foreseeable future and it took just a few minutes.

From there you can adjust the schedule (including these repeating events) with the ad-hoc schedule entries and updates that come up along day by day. All those minutes previously spent writing up unnecessary repeating events daily add up incredibly fast. By this simple set up process you save a massive amount of time for your yard over the days, weeks and months!

Let us know if you’d like some help getting your core schedule set up; we’re glad to assist.

Some related articles:

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:

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?