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 do I manage Reminders?

How do I Manage Reminders?

Reminders can be set up for any Schedule Entry and are managed through the Reminders button. The Reminders button is accessed from the actions menu for each Schedule Entry.

010-ActionsWithReminder

How to add a Reminder to a Schedule Entry

Click the Reminders button on a Schedule Entry. Stable Manage displays the Manage Reminders popup for the Entry. The Reminder type is automatically set to “Email” – in future updates to Stable Manage there will be more types available.

020-ManageRemindersDialog

Select a duration from the “When” menu. This sets how long before the Schedule Entry start time that the Reminder gets sent.

030-ManageRemindersDialog

Click the “ADD REMINDER” button.

Stable Manage displays a success notification and the Reminder is added to the list for the Schedule Entry. Each Schedule Entry can have up to three Reminders added.

 

The “Close” button closes the Manage Reminders popup and returns you to the Schedule:

080-CloseButton

The current Reminder count is visible from the Reminders button on the Schedule Entry:

040-ActionsWithReminder

How to remove a Reminder from a Schedule Entry

Open the Manage Reminders popup for the Schedule Entry as described above. Identify the Reminder you want to remove in the list. Click on the “x” button to remove the Reminder:

050-RemoveButton

Stable Manage displays a success notification to confirm that the Reminder has been removed.

How to suspend a Reminder without deleting it

Open the Manage Reminders popup for the Schedule Entry as described above. Identify the Reminder you want to suspend in the list. Click on the “tick” button to suspend the Reminder:

060-SuspendTickButton

Stable Manage displays a success notification to confirm that the Reminder has been suspended.

How to activate a Reminder that has been suspended

Open the Manage Reminders popup for the Schedule Entry as described above. Identify the Reminder you want to activate in the list. Click on the “unticked” button to activate the Reminder:

070-ActivateSquareButton

Stable Manage displays a success notification to confirm that the Reminder has been activated.

Reminder Email

Below is a simple example of a Reminder Email. The Reminder includes the details about the Entry (time, location, attendees, entry contact, notes and so on)

090-SampleReminderEmail

Please contact us if you have any questions about Reminders.

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:

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.

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.

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Stable Manage confirms that the Entry has been split.

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

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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.

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Stable Manage confirms the change.

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Muck Out is displayed at its new time.

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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.

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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.

How do I add an Entry to my Schedule?

How do I add an Entry to my Schedule?

The Schedule is fundamental to Stable Manage. It is here that you build the plan of activities and events taking place each day at your yard.

An Entry can be any activity or event involving your yard. That is to say, they do not have to be those involving horses directly. For example an Entry might be any of the following and many many more beyond; feeding, exercise, a trek or ride out, time on the gallops, turnout, maintenance work, a farrier visit, staff training and so on.

Adding an Entry can be as simple or as detailed as you like, depending on what information you need to capture about it. People (attendees) can be assigned to the Entry as it is created or afterwards and the attendees can be changed at any time during or after Entry creation.

At a minimum each Entry needs a activity type, date and time. Let’s step through the process of adding a sample activity.

Before you can add an Entry, you need to be logged into Stable Manage. Refer to this article if you are getting started and are unsure how to log in yet: How do I log in to Stable Manage?

Click the “action” (plus) menu icon:

00-ActionMenu

Select “Add Schedule Entry” from the “What do you want to do?” drop down. This option is selected by default, unless another option has previously been selected.

2015-12-24 00.00.21-ActionType

The “Add Schedule Entry” form is displayed by default. It is remarkably quick to add an Entry.

Click on the “What is the activity?” option and the following list of activity types is displayed.

Each section has an “Other” option in case there is no exact match. Please let us know if you cannot find a matching activity type for what you need to schedule.

2015-12-24 00.01.24-ActivityType

For the example I have selected “Muck Out”:

2015-12-24 00.02.08-TypeSelected

The following four sections are optional:

  1. Facility – If left blank none will be set. I have not set one in the example.
  2. Staff Contact – If left blank the default staff member (manager user) will be set as the Staff Contact. I have not set a Staff Contact in the example, so the default will be used automatically.
  3. External Contact – If left blank, none will be set. An External Contact might be someone such as a Farrier, the point of contact for a group booking, accountant, feed sales rep. etc. I have not set an External Contact in the example.
  4. Add Attendees – Is used to add people to the entry as part of its creating. This is useful if you are taking bookings over the phone; or entering data received in an email. Any/all attendee information can be edited later if desired. I have not set Attendees in the example.

Date and Time – the currently selected date is displayed by default. If the desired date is not already selected, click the date label and select the desired date from the popup date selector.

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Next select from and to times using the time pickers.

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The “Is this a repeating event?” option is used for creating recurring schedule entries and will be covered in a separate article.

Lastly, click the “SAVE” button to save the new Entry.

The system will display a notice confirming the new Entry and the screen will refresh if the Entry was added for the date already selected for viewing. Note that “Steve” is displayed for the Staff Contact. Steve is the manager user for the example yard.

2015-12-24 00.02.18-EntryAddedToast

Various properties of the Entry can be directly edited from the schedule; such as the Entry Facility (1) and Attendees (2), and by hovering over the Entry action button (3) the following functions can be accessed: Date/Time/Recurrence (4), Notes (5), it is also possible to Delete an Entry (6) directly from the Schedule and lastly to set a Status value (7) such as Pending, Confirmed or Cancelled.

2015-12-24 00.30.12-EntryRow

 

Can Stable Manage be used on mobile devices?

  1. Can Stable Manage be used on mobile devices? YES!
  2. Do I have to have a desktop computer with wired broadband? NO!

It doesn’t matter if you are using your phone, a laptop or or desktop computer; Stable Manage is responsive and will adjust itself to suit your device; all that you need is access to the internet, which could be over a mobile phone data plan, wifi, wired broadband or any other kind of access to the internet.

Below are some screenshots showing how Stable Manage is presented on various mobile devices:

10″ Android tablet running Google Chrome (JIDE Ultratablet):

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Screenshot_2015-10-30-13-10-29

 

An Android smartphone (HTC M8):

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Screenshot_2015-10-30-13-27-16

Apple Safari iPad Air 2:

ipad-air-2

 

Apple iPhone 6s:

iPhone6S-phone  iPhone6S

Auto-updating Schedule and Allocations

Friday Friday here again!

Great news, we’ll be releasing a small update to Stable Manage this weekend with some usability improvements. The main improvement is that the Schedule screen and Allocations screen work are going to be more “tack room wall” friendly.

What does that mean?

You can have Stable Manage displaying your schedule on a screen on the wall somewhere like your tack room, canteen or staff room and changes that you make to the schedule or horse allocations will appear automatically for your staff / clients.

No more rushing to update the whiteboard before staff bring in the wrong horses from turnout!