Add Health Records
Use the Add Health Record form to add vaccinations, deworming, medications, farrier visits, and more.
Next due date reminders will appear in the schedule and reminders list 30 days before the actual date. They will be included in the mobile app push notification the day before and the day of the due date.
Online
- Click the big red “Add” button in the upper left and choose “Health Record” from the dropdown menu.
- Select the type of health record from the dropdown in field 1.
- Select horse(s) in field 2, either one by one or by tag.
- Fill in the details for each record in field 3. Use apply to all to copy the same information onto each record line.
- Click “add another” to add another record of the same type to the same Horse/Contact. Watch out using apply to all when creating multiple record lines for the same horse, as it will reset all the values to the same thing and could lead to accidental duplicates.
- Double check the next due date on the far right of each line to make sure it is correct for each record, especially if some things repeat on a different schedule to others like annual vs semi annual vaccinations or horses with different farrier cycles.
- Next due date reminders will appear in the schedule and reminders list 30 days before the actual date. They will be included in the mobile app push notification the day before and the day of the due date.
- Click “Save”.
- If any attachments need to be included, use the links in the green confirmation box to edit each record and save an attachment to each record.
Want to view and sort records or see when the next due dates are quickly? Filter records on a horse’s profile page, from within the Records tab, or with the health report and next due dates report in the Reports > Horse Reports tab.
Tips:
To edit Health Records: find the record, press the pencil-edit icon online or the record itself on mobile, make changes, press “save”.
To delete Health Records: press the trash can and double confirm in the pop-up.
To add records to multiple horses: select multiple horses individually OR use tags in the horse dropdown menu.
Assign specific roles for dentists, farriers, veterinarians, health providers as Contacts so they appear in the “Administered by” list.
Double check the Next Due Date for records like farrier or vaccination to ensure reminders are emailed on the right dates and next events appear on the Schedule correctly. These reminders only show for due dates within the next 30 days. Utilize the due dates report to see dates further out. Not sure how to set that repeat time interval? Check out “Customize settings and lists” to learn how!
Want to view and sort records or see when the next due dates are quickly? Filter records on a horse’s profile page, use the Horse Activity report, and the Due Dates report.
Video Tutorials
Add Health & Service Records online
Add Health Records by Appointment online
Mobile
- Tap the big “+” button, select Health record.
- Select horses individually or by tag, and select type of Health Record.
- Fill in details and add an attachment/photo. Double check the next due date where relevant.
- Tap “Save”.
- The app will ask “would you like to create another?”
- tap “okay” to add another record for the exact same horses.
- tap “no thanks” to finish.
Video Tutorials
Add a health record to a horse in the mobile app
Add Service Records
Add Service Records by Horse when they relate to a Horse.
Add Service Records by Account when they relate to a Person.
Add Service Records for Competition when they are related specifically to a competition.
Online
- Click the big red “Add ” button in the upper left and choose “Service Record” from the dropdown menu.
- Choose the “Add records by” tab according to who or what the service is for.
- Use the “horse” tab to add records that relate to a Horse.
- Use the “account” tab to add records that relate to an Account.
- Use the “competition” tab to add records that relate to a Competition.
- Select horses or people individually from the dropdown in step 1, or choose by tag. Choose the specific competition, if by competition.
- Add details to each record, using “apply to all” to fill in the same value for all records, change prices and quantities as needed.
- Click “add another” to add another record of the same type to the same Horse/Contact.
- Click “Save”.
Video Tutorials
Mobile
- Tap the big “+” button, select Service record.
- Choose by horse or by account tab at the top.
- Select horses or contacts individually or by tag, and select service type.
- Fill in other details, add an attachment/photo.
- Tap “Save”.
- The app will ask “would you like to create another?”
- tap “okay” to add another record for the exact same horses or contacts.
- tap “no thanks” to finish.
Tips:
Service records are available to Performance, Professional and Go! subscribers.
To Edit Records: find the record, press the pencil-edit icon online or the record itself on mobile, make changes, press “save”.
To Delete Records: press the trash can and double confirm in the pop-up.
Use Tags to add service records to a group.
Select multiple horses or contacts from the dropdown menu to add records to several horses or people all at once.
Not sure how to add or edit services to be recorded? Check out “Customize settings and lists” to learn how!
Video Tutorials
Service records for horses on mobile
Service records for contacts on mobile
Add Notes
Online
- Click the big red “Add” button in the upper left and choose “Note” from the dropdown menu.
- Select the horse(s).
- Fill in details. Use apply-to-all to fill in the same value for all notes.
- Add an upload is desired.
- Toggle the switch to make a note important. An “important” note will be emphasized in several places, including the dashboard, the Horses list, and the Horse’s profile page.
- Toggle the switch to show this note on the horse information sheet.
- Click “Save”.
Video Tutorial
Mobile
- Tap the big “+” button, select Note record.
- Select horse(s) individually or by tag.
- Set the date / time and add the note text.
- Add an attachment; toggle on/off to show on the horse information sheet.
- Toggle the switch to make a note important. An “important” note will be emphasized in several places online and on the mobile app, including the dashboard, the Horses list, and the Horse Profile page.
- Tap “Save”.
Video Tutorial
Add notes on mobile
Tips:
To edit notes: find the note, press the pencil edit icon online or the note itself on mobile, make changes, press “save”
To delete notes: press the trash can icon and double confirm in the pop-up
Add Breeding Records
Horses must have a sex of mare or stallion saved to be available for Breeding Records.
Breeding records are available on the Performance, Professional, and Go subscription levels.
Online
- Click the big red “Add” button in the upper left and choose “Breeding Record” from the dropdown menu.
- Select the type of event from the dropdown menu in step 1.
- Select the mare(s) or stallion(s) based on record type. Multiple horses can be selected online only.
- Don’t see your mare or stallion? Make sure they have a sex assigned on their profile page!
- Fill in details, using apply-to-all to fill in the same value for all records.
- Click “Save”.
Video Tutorial
Mobile
- Tap the big “+” button, select Breeding record.
- Select an individual horse and then record type.
- Fill in additional details, add an attachment if need be.
- Tap “Save”.
Video Tutorial
Add Recurring Records
Use Recurring Records to automatically log services, medications, general health events, and therapies that happen on a regular schedule.
Add a new recurring record
- Click the big red “Add” button in the upper left and choose “Recurring Record” from the dropdown menu.
- Select the individual horse from the lefthand dropdown menu “Add record for horse”.
- Choose the record type from the next dropdown menu.
- Fill in details of the health or service record to repeat, when it starts and ends, check on/off to make the record billable or not.
- Choose Recurrence, daily or custom:
- Daily – can happen multiple times per day by clicking the blue text “multiple times per day?”
- Custom – a menu will open for frequency, and repeating pattern.
- Click “add recurring record” to save your recurring record. Read and confirm all pop-ups that follow.
Video Tutorial
Recurring Records
Tips:
Do not use recurring records for dentist, deworming, farrier, joint injections, or vaccinations that have their own timing intervals and due dates. Check out “customize settings and lists” to learn more.
Billable recurring records will show up when invoices are created on the date they happen, no extra steps needed!
Filter Recurring records
- Use the middle dropdown menu, “Filter records by horse”, to show by horse.
- Click the “view all existing recurring records” link under the drop menu after a search to show ALL current recurring records.
- Use the right hand dropdown menu, “Filter records by status” to sort by all, active, paused, or expired.
- Pause active records by pressing the “pause” button, reactivate by clicking the “reactivate” button
- Expired records can show what historically the horse has done as routine. They can be deleted.
Are recurring records able to be edited?
No, recurring records can’t be edited beyond changing the end date. If a change has to be made, the recurring record needs to be deleted and a new one created in its place. Be cautious when deleting a recurring record that has already been invoiced. Contact our Support team for assistance if need be.
We are here to help. Please contact us with questions or suggestions.
Email support@stablesecretary.com.
Call or text (617) 564-1241.
Visit Support Page.
Worried about getting all your information put in? Got a little behind on the day-to-day recording? Ask about our data entry services!
