There are different contact types such as Owners, Yard / Barn, Vets, Animal Therapists, Grooms etc. The 4 main ones are colour coded as follows:
Red dot for Owners
Blue dot for a Yard / Barn
Dark Green dot for Vets
Purple for Insurers
Launch Contacts by tapping the icon on the bottom Navigation bar. You can filter Contacts by Contact type, using the blue down arrow in the upper left corner.
Tap Import (phone only).
Scroll through your phone contacts and select all of the ones you want to add scroll down to see more of your contacts. If they haven't got an email you will be alerted. They will all go in as Owners. You will need to change if they are a Yard or other type.
You will need to get in contact with us for this. Your contacts need to be in the form of a CSV or Excel file. We will do the importing for you.
To add a new Contact, tap the plus sign +, top right corner and enter the details. The fields marked with * are required to add a new Contact. It is important (but not a required field) to have an Email for your Contact so they get the full benefits of you using the App.
Select from the drop down the contact type you want to add.
First Name and Last Name*
Email address of your Customer. This MUST be a real email. It is not a required field, although much better if you do have one.
If the owner want's invoices to be in the name of a company enter here.
Contact's website for your information.
*Required. The system can then send SMS reminders from your home page.
Address, Town, County/State, Postcode / Zip
Complete as fully as possible so you can view your Contact's location on the map and plan a route.
Send a welcome email
This will send a welcome email to your customer advising them you are using this App. Untick if you do not want to send one.
Check only if you have agreed with the Owner or Yard/Barn that they can pay you monthly. It is recommended that you get them to sign up to one of the "AutoPay" options to pay you. See separate guide for more details on how this works.
Attach invoice as a PDF New
If your customer does not want a link to their "live" invoice tick this option. The invoice will also be sent as a PDF. The disadvantage of this is that if you make any changes to the invoice i.e. marking as paid at a later date this will not be reflected in the PDF. If your customer uses Yahoo we recommend this as we have had issues with Yahoo hiding the link.
Add "AutoPay" such as GoCardless link to welcome email
If you have completed Step 8 (7 in the US) in your setup, a check box will appear here. Check the box, if you want to request your Customer to register for an "AutoPay" system such as GoCardless to pay you. A note is added to your customer's welcome and appointment emails, requesting them to register.
Enter your notes here for this Contact (not viewable by your customer). You can view and edit anytime.
* Required. This will be the name commonly used for this Horse / Animal, often referred to as the Barn Name and is normally different from the Passport Name.
*Required. This is the location for that animal and can be in one of 4places:
Home address or TBC if not entered in owners contact record
Another Owner location i.e. a field or friends stable
Yard / Barn
Vet (this location is if owner is taking their animal to be treated at a vets) New
The home address will initially be shown. If the animal is at another location tap Change location
Select from Owner, Yard or Vet
Owner - This will show all locations where the owner has animals excluding Yards/Barns. To add another tap Add Location.
Yard/Barn - Similar to above drop down will show all of the Yards/Barns (places where their are other animals owned by other owners). To add another tap Add Location
Vet - Useful if animals are taken to a Vets. Same procedure as above.
Check this if you have received Vet approval to treat this animal. (Mainly for Animal Therapists)
Breed, Gender, Date of Birth, Passport Name and Passport No.
Enter animal details and Passport or other ID as per your local legal requirements.
Additional Owners email Address
This will automatically send all emails relating to this animal to the additional owner as well as the main contact. New
Next Suggested Appointment (Farriers only)
The system looks back to the last two appointments for this Horse and will then suggest the next appointment. If the next appointment has not been made 2 weeks before it is due, then this will show up in the home screen in the Circle 'Call these Customers'. This alerts you to the Horses requiring Appointments, so that you can call their Owner to make one.