How to use the StableSecretary Schedule – Watch Video
The Schedule shows a myriad of event types, from next due dates, reminders, recurring records, repeating events, entry due dates and show days for Competitions (perform. and pro. subscription level only), plus all the scheduled events Team Members can add from the page. It can be viewed in 3 modes: schedule, agenda, and checklist (mobile app only).
Basic vs Detailed events
Basic Events
The “Add Basic Events” form can be used ONLINE to add events for services1, appointments, or tasks with only a few details, which are:
- Date of event.
- Time of event or “All Day”, duration of event.
- Horses, Participants, Admin-by.
- Service, if by service2.
- Description box for further instructions, color code drop menu.
Toggle “Add Events by horse” to select multiple horses and have the form generate an event line for each one.
Use “apply to all” to fill in the same value for all records.
Use the “Add Another” button to add additional lines to create more Basic events.
Click “Save events” to finalize all the events.
Click the “View popup Schedule” link to open the schedule in a new window to quickly see the new events in the calendar or agenda.
Video Tutorial Basic Events
Detailed Events
There are 3 ways to add a detailed event ONLINE, all of which open the same detailed event popup menu:
- Using the “Add Detailed Event” button at the top, select which type of event from the dropdown: appointment, service3, task.
- Click and drag the drag&drop buttons on the left side below the “Schedule” header onto a specific day.
- Double clicking in the specific day on the calendar.
The “Detailed event” create form includes these additional fields:
- Toggle for sending email notifications about this event.
- Toggle for showing reminders for this event. Reminders will show during the 3 days before the event.
- Select resources to this event.
- Comments box.
- All duration time slots are 15 minute windows, allowing greater accuracy in scheduling and planning of the day.
- Ability to set the event as repeating, define the repeating interval.
Press “Create” in the upper right of the form to save that event.
Detailed events are the only way to add events within the MOBILE APP. The form has the same appearance, fields, and duration time slots of 15 minutes to create the event. Events cannot be duplicated within the MOBILE APP schedule.
Video Tutorial Detailed Events
Drag&Drop Buttons
What are the Drag&Drop buttons?
In the first tool bar on the left side are buttons called “Appointment”, “Service”, and “Task” that can be clicked, dragged, then dropped onto a day, adding that event type. While the button can be placed in a specific time slot, using the Start and End date/time fields to set the exact time will put the event right where you want it. These buttons are available in Calendar, Month, Week, and Day view.
To edit events: Click on the event to open the detailed event form, make the needed changes, click “update” in the upper right.
To duplicate events: Hover over the event, right click with the mouse, click “duplicate event”. The event will be duplicated on the same day, same time. Double click on the event to edit it and send it to the right time on the schedule.
To delete events: Just like with editing, click on the event to open to detailed event form, at the bottom is the trash can delete icon, click it, double confirm in the popup.
Schedule vs Agenda vs Checklist
Schedule
Online
The online schedule viewed as a month is the default appearance when clicking the “Schedule” tab. Schedule view is where events can be added, edited, duplicated, and deleted.
The first day of the week is always Monday in any view.
In the first toolbar, the calendar can be filtered by horse, participant, admin-by, and resources using the right-hand drop menus, with the drag&drop buttons located on the left-hand side.
In the second tool bar, 4 viewing filters plus agenda are on the left-hand side, the start/end time and timeframe filters are in the middle, color settings and the go to previous < go to today > go to next arrows are on the right-hand side.
View as calendar to show a regular calendar appearance.
View as month to show all the days of a month as columns (use the left-right scroll bar along the bottom to move from the first to last days).
View as week to show just a week’s worth of the calendar.
View as day to show just a day’s worth of the calendar.
All-day tasks stay at the top of the day for month/week/day views with timeframes being scrollable to see each timeframe.
Video Tutorial Schedule online
Mobile
Mobile schedule view is symbolized as a calendar icon in the upper right. Tap it to switch to agenda view, symbolized by a bullet points list icon.
The first day of the week is always Monday in any view.
The schedule view on mobile is only as a week. All-day tasks stay at the top, timeframes are shown as hours with the day starting at 6am and ending at midnight. Events that are scheduled between 1201am and 600am will not appear in the schedule view, only in agenda view.
To add services, appointments, or tasks within the mobile schedule, tap the “+” in the upper right, select type, fill in the form, tap “Save”
To edit or delete events, tap on them, make any changes needed and tap “save”, or use the trash can icon in the upper right to delete, double confirm in the popup.
Colored dots that match the colors of events appear below the date, to indicate things happening that day.
Video Tutorial Schedule and Agenda in the mobile app
Agenda
Online
The online agenda view shows a modified calendar in the top half of the window and a listing of events grouped by day in the bottom half. Events cannot be added to the schedule in agenda view. Existing events can be edited or deleted by clicking on them, making changes and saving or double confirming delete in the popup.
A single dot will appear under the date’s number indicating any number of events are happening that day. It shows all the same events as schedule by day and then timeframe.
In agenda view, service records can be created from schedule service events.
Coming soon: sharing the day’s agenda online! As of October 6, 2024 we are currently polishing up this feature and hope to be able to release it shortly.
Mobile
Mobile agenda view is symbolized as a bullet points list icon in the upper right. Tap it to switch to schedule view, symbolized by a calendar icon.
The agenda view in the mobile app has a similar view to the online version, but all the multicolor dots for events show across the week’s dates at the top. Events scheduled at any time of day are visible here, midnight to midnight.
Using the “+” in the upper right, services, appointments, and tasks can be added while in agenda view.
Using the 3 dots in the upper right, choose to hide or show next due dates from their days.
Mobile agenda view is shareable by day! To share the day’s event, click the up arrow icon on the right hand of the date header, select what messaging app or sharing method on the phone to use, complete the message or upload and voila it has been shared. The agenda can be shared to anyone this way, not just the contacts within the account.
Service records CANNOT be created from service events on the mobile app. Please use the online platform to create records from events.
Mobile app Checklist
The Mobile app Checklist allows Team Members to:
- Import items from the schedule for that date.
- Duplicate a checklist from a previous date.
- Add tasks, health record specific items, and/or service record specific items within the checklist using the “+” in the upper right. THESE ITEMS WILL NOT APPEAR ON THE SCHEDULE ONLY THE CHECKLIST.
- Check off items as they are completed.
- Use the show/hide completed filter.
- Sort checklist items by type, horses, what contact it’s assigned to, time slot, completed items.
Video Tutorial Mobile app Checklist
Create Service Records from Scheduled Service Events
At the Performance and Professional levels, agenda view online can be used to create service records from events.
- Individually by event by clicking the “add service record” button on the right side of each individual event.
- By Month/Week/Day using the “Create Month/Week/Day’s Service records” button in the second toolbar.
- A popup menu containing all the service records that can be created will appear, toggle on/off to “select all” or each individual event to create the records.
- Click “create records” to be redirected to a review records page. Here, service events can be double checked to ensure there are associated service items to be created as records before clicking “save service records” to finalize.
- When creating an individual record and the service item associated with a service event has no price or fee to be charge, users will be redirected to the “Add Service Records” page to make the needed changes.
- When creating multiple records at once and the service item associated with a service event has no price of fee to be charged, there will be a red informational box alerting users they most go to the “Add Service Records” page and create the record themselves.
Video Tutorial Create Records from Service Events
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!
- Service events are directly linked to a specific service being done, it is a required field. Although adding service records are only available at the Professional, Performance, and GO subscription levels, the “add service events” ability exists for all subscription levels in the schedule. **The GO and Essentials subscriptions do not allow the user to access the “Services & Prices” custom list in settings to create services**. ↩︎
- See footnote 1 about service events. ↩︎
- See footnote 1 about service events. ↩︎
