Manage Contacts
Online
- There are 2 ways to add a new contact online:
- Click the big red “Add” button in the upper left and choose “Contact” OR
- Click the smaller red “Add contact or group” button from Contacts section and select Basic or Detailed.
- A first name is the only required field to add a contact. Other fields are optional.
- To edit a contact, click the pencil edit icon on the contact’s profile page to return to the detailed information form, make any changes necessary, click “Save”.
- To archive a contact, from either the list of contacts in the “Contacts” tab or a contact’s individual profile, click the file box archive icon.
- To activate a contact, click the “View archived contacts” button on the far right in the “Contacts” tab. Click “activate” on each contact that needs reactivated.
- Every subscription allows for unlimited contacts. Archiving is useful for hiding but retaining contact information and records history for people who have left in case it is needed in the future.
Roles, Tags, Contact Information
Select at least one role for a contact – it is required.
For our bookings beta testers, ensure that contacts have the role “client” assigned to make them eligible to complete bookings via email invite.
The selected roles for health providers, farriers, veterinarians, dentists, and owner/billpayers dictate what lists they will appear in!
Tag Contacts into groups for quick and easy recording or searching.
Under personal information, add birthday, social security number if needed, any comments that may need put on their profile.
Renewals, Registration Number
Add any renewals for your contact. Online is the only way to add custom renewals to a contact.
Add registrations to your contact. Custom registration types can be added via mobile.
Emergency Contacts, Liability Release, Uploads
Add 2 emergency contacts and any emergency instructions.
Indicate whether a liability release has been signed, and add an upload of that form.
Add other uploads like contracts, other forms, pictures, etc.
Video Tutorial
Import Contacts online
Contacts and their information can be quickly imported using an Excel spreadsheet in the .CSV format. We have a blank file available on the Import Contacts page within the software for convenience and surety of upload.
How to create a .CSV file for importing
If you have a current Excel spreadsheet with information already in it, you can either copy+paste into our .CSV file OR use file > save as and choose the “CSV (comma delimited)” format from the “save as type” dropdown menu (as shown in the photo below) to make a copy of your spreadsheet in the correct format, modify the headers to match EXACTLY with the options listed on the import page and upload that file.
Accepted column headers of information
- roles (required) (multiple roles for a single contact MUST be separated by a comma, e.g. horse owner, farrier, staff)
- horse owner
- farrier
- veterinarian
- dentist
- barn manager
- rider
- staff
- vendor
- other
- bill payer
- lesson student
- trainer
- parent
- volunteer
- board member
- lessee
- health provider
- horse adopter
- first name (required)
- last name
- phone
- street
- city
- state
- U.S. states are accepted by their standard 2 letter abbreviations, e.g. IN for Indiana, OH for Ohio.
- zip
- country
- non us state
- comments
- emergency contact name
- emergency contact number
- date of birth
- in the format YYYY-MM-DD e.g. 2025-01-22
As with the regular Add Contact form, each contact must have a first name and a role to import successfully.
Top tip: when importing horses, it will automatically link existing contacts as owners who’s names exactly match. For people with 2 first names, such as Ruth Ann, the link may not be successful unless the name is hyphenated, Ruth-Ann. The import will read the space between the 2 first names as being a first and then last name and fail to link.
To import:
- From the Contacts tab, use the small red button “Add Contacts” dropdown, select “Import Contacts”.
- Download our template file or convert your own, it must be .CSV format. Double check that all headers meet the requirements. Upload will fail if the columns don’t match, especially first name and role.
- Use the “choose file” button to browse and select the correct file.
- Click the green “Import Contacts” button.
- It will redirect to the results page, showing success or failure.
- If successful the new contact names will be listed and will link to their profiles.
- If it fails, it will simply say 0 contacts imported. Please double check your file and headers for accuracy then retry. Reach out to Support at any time for assistance.
Want some help double checking your existing Excel spreadsheet or for us to do it for you? Contact support@stablesecretary.com or data@stablesecretary.com to ask about our Data Entry service!
Video Tutorial
Mobile
- To add a contact, tap the “+” button, select Contact in the upper middle of menu.
- Role and First name are required, other fields are optional.
- Fill in all the fields on the first page, then tap “continue”.
- From the continue menu, choose to save with just the basic information, add more details, or save with basic information and add another contact.
- When all the desired information has been filled in, tap “Save”.
- Within the Contact Profile page, add a signed liability release form and any other uploads in the Upload tab.
- To edit a contact, press the 3 dots in the upper right of the contact’s profile page, and select Edit.
- To archive a contact, press the 3 dots in the upper right of the contact’s profile page, and select Archive.
- To activate a contact, tap the magnifying glass search icon in the upper right, tap the “Archived” file box icon next to the search bar, then tap “Activate” next to each contact to reactivated.
Video Tutorial
Add a contact in the mobile app
Edit a contact in the mobile app
Owner Groups
Ownership groups can be used to assign a percentage split of the horse or horses owned by the group. This split dictates what portion of each record with a price is billed to an invoice for that person. For example, if two people own a horse 50/50, each person would pay half the price of a service.
Owner groups can only be created or managed by admin and stable manager team members. Stable employee team members can view but not add or manage.
Online
From the “Contacts” page, select the “Owner Groups” tab. Existing Owner Groups will be shown.
To add an owner group: Use the big “Add” button in the upper left OR the smaller “Create Contact or Group” button, select Owner Group from the dropdown menu.
- In field 1, enter a group name, add group members by clicking the “+ add group member” button to add sufficient lines for all the group members needed, then assign an ownership percentage to each. All percentages must add up to 100%.
- Add a USEF number and/or comments if need be.
- In field 2, select which horse or horses are owned by this group.
- Tap “Save”.
To edit a group, use the edit icons in the right hand Actions column to make changes to the group name, members, or horses owned by that group. If any unbilled charges exist for members of the group, the ownership group cannot be edited until the charges have been invoiced.
To delete a group, use the trash can delete icon in the right hand Actions column. If the icon is not available and an i informational button is shown, there are unbilled charges associated with the group that must be invoiced before the group can be deleted.
Video Tutorial
Mobile
Owner Groups can only be created on the mobile app. To make any edits or delete a group, users must log in to the online platform.
To add an owner group, tap the “+” button, select Owner Group from the upper right of the menu.
- In field 1, enter a group name, add group members by clicking the “+ add group member” button to add sufficient lines for all the group members needed, then assign an ownership percentage to each. All percentages must add up to 100%.
- Add a USEF number and/or comments if need be.
- In field 2, select which horse or horses are owned by this group.
- Click “Save”.
Video Tutorial
To add service records to a Contact, view Add Service Records
Need to group Contacts together as a general group of people? View Tags for Contacts
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!
