Manage Horses
Online
- There are 2 ways to add a new horse:
- click the big red “Add” button in the upper left and choose “Horse”, OR
- click the smaller red “Add Horse” button in Horses section and choose basic or detailed profile.
- A nickname is the only required field to add a horse. Other fields are optional.
- To edit a horse, click the pencil edit icon on the Horse profile page or in Horses list, make changes, click “Save”.
- To archive a horse, click the file box archive icon on the Horses list or on the Horse profile page. Archived horses DO NOT count towards the number of horses allowed on each subscription level. That limit is for active horses only.
- To activate an archived horse, click the “View archived horses” button on the far right in the “Horses” tab. Click “activate” on each horse that needs reactivated.
- Archiving a horse saves their current information and records but removes them from the horse count that each account gets with their subscription.
- Archiving is a good choice when a horse leaves for some reason or they no longer need new records kept but they don’t need permanently deleted and all their history removed.
Basic Info section
Put in the nickname and show name of the horse.
Add a photo to quickly identify each horse.
Fill in the owner and billpayer fields to designate who gets billed for charges to the horse.
List stall and paddock information for team members to know where the horse goes.
Grouping info section
Add tags to group them with other horses for various needs.
Archive a horse to save all their current records but remove them from the active list. They will no longer appear in the “Horses” tab.
Detailed info section
Mark sex, breed, color, height, birthday, parents. Mares and stallions MUST be marked as such to appear for breeding records.
Add notable behaviors, allergies, and/or conditions so everyone can know special needs for the horse.
List the primary vet and primary farrier to know who to call in case of emergencies.
Administrative info section
Add an arrival or departure date to indicate how long a horse has been a resident.
Add tattoo and brand information, include a microchip number and any registration numbers the horse may have.
Can indicate a date of death.
Feed Schedule section
Use this section to create the feed ration for this horse that will appear in the whole farm feed board.
Add feed types and serving sizes to each of the 4 time periods to indicate what they eat and when.
The feed types available come from the custom feed list, manageable online only. Check out “Customize settings and lists” to learn how!
Video Tutorials
Manage horses online
Import Horses online
Horses and their information can be imported using a spreadsheet in the .CSV format. There is a blank .CSV file on the Import Horses page that can be used as a guide.
How to create a .CSV file for importing
If you have a current Excel spreadsheet with information already in it, you can save it as type “CSV” format from the “save as type” dropdown menu (see below). Your file headers must match EXACTLY with the options listed on the import page for the upload to be successful.
Accepted Column Headers of Information:
- nickname
- show name
- sex
- gelding, mare, stallion, filly, colt, weanling, yearling
- height
- height unit
- hands, inches, meters, centimeters, other
- must be spelled out, no abbreviations, will display with default units setting in the software
- microchip
- sire
- dam sire
- comments
- markings
- equipment
- prep
- tattoo
- brand
- year foaled
- breed
- spelling must be an EXACT match to the list of available breeds in the software.
- If your desired breed is not available, please contact support@stablesecretary.com to add it.
- color
- spelling must be an EXACT match to the list of available colors in the software.
- If your desired color is not available, please contact support@stablesecretary.com to add it.
- owner
- If the first and last name match EXACTLY to an existing contact, they will automatically link together.
- If the name is new or not an exact match, it will not show on the profile. NO NEW CONTACT WILL BE CREATED. Please create that contact manually or import them first via Import Contacts.
As with the regular Add Horse form, only a nickname is required for a horse to import successfully.
Tip: when importing horses, it will link existing contacts whose names exactly match. For people with 2 first names, such as Ruth Anne, the link may not be successful unless the name is hyphenated, Ruth-Anne. 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 Horses tab, use the small red button “Add Horses” dropdown, select “Import Horses”.
- Download our template file or convert your own to .CSV format. Double check that all headers meet the requirements. Upload will fail if the columns don’t match. Nickname is required.
- Use the “choose file” button to browse and select the correct file.
- Click the green “Import Horses” button.
- You will be redirected to the results page to see success or failure.
- If successful, the new horses names will be blue and will link to their new profiles for further editing.
- If it fails, it will say 0 horses imported. Please double check your headers. Reach out to Support at any time for assistance.
- Double check that all information has uploaded correctly.
Want some help checking your existing 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 horse, tap the big “+” button, select Horse in the upper left of menu
- A nickname is the only required field, other fields are optional.
- Fill in fields on the first page, press “continue” at bottom.
- From the Continue menu, choose “save” to save with basic information, “add more details” to create a detailed profile of the horse, or “save add another” to save with basic information, be prompted to add a Coggins, then have the add horse form reopen automatically.
- When you are finished entering info, tap “Save”.
- Each time you save a new horse, the app will prompt you to add a Coggins right away. Select “Yes” or “No thanks”.
- To edit a horse, press the 3 dots in the upper right of the horse’s profile page. Select Edit, make changes, and “Save”.
- To archive a horse, press the 3 dots in the upper right of the horse’s profile page. Select Archive.
- To activate an archived horse, tap the magnifying glass search icon in the upper right, and tap the “Archived” file box icon next to the search bar. Tap “Activate” next to a horse to reactivate.
Video Tutorials
Add a horse in the mobile app
Edit a horse in the mobile app
To add records and notes, view our support page:
Add Records, Notes, and Recurring Records
To group horses by tag, view our support page: Tag for Horses
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!
