Equitotal Help Center

            Contacts

            Contacts

            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


            View Contacts

            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.
            Owners -  All the information for the Owner is stored here including Animals they own and their locations.
            Yard / Stable / Barn - A Yard can have it’s own animals but also have other owners animals at their location, in which case the Animal's name is displayed with the Owner's name in brackets.
            Vet - A Vet can be associated with an Animal. This will be useful for emailing that Animal's reports to the Vet. It can also be used if the owner is bringing the animal to a Vet's location.

            Contacts

            Details

            Contact Name and Type  
            Contact information such as Phone, Mobile, Email, Website, Address, "AutoPay" Registration Status and Notes can be viewed here.
            Tap the Phone Icon to call the Contact's mobile.
            Tap the Pin to view the Contact's location on a Map.

            Animals / Horses

            This shows locations for the Owner's animals. The first one will always initially be the "home" address. Others will be ones you have created at either another Owner's location, Yard / Barn or a Vet. (See Yard / Barn or Vet support articles for an explanation of these locations Yard / Barn  -  Vets )
            Each animal will show in their respective locations along with the last appointment and any upcoming appointments.
            Location, this is the location for that animal and can be one of 4 location types:
                  Home address
                  Another Owner location i.e. a field or a friend's stable (Owner)
                  Yard / Barn (Yard)
                  Vet (for animals that are being seen at a Vet) (Vet)
             
            Tap any animal to view that animal's details.

            Invoices

            This is a chronological list of invoices that have been sent or saved for this customer. Tap on one of the coloured boxes to perform further actions. You can only view invoice PDF's when you are online.
            To create an invoice without an appointment, tap the + and select the customer you want to invoice (see Invoices for further instructions).

            Add Contacts from your phone book

            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.

            Add Contacts from a spreadsheet

            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.

            Add a Contact 

            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.
            Contact type
            Select from the drop down the contact type you want to add.
            First Name and Last Name*
            *Required
            Email Address
            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.
            Company
            If the owner want's invoices to be in the name of a company enter here.
            Website 
            Contact's website for your information.
            Mobile*
            *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.
            Invoice monthly
            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.
            Notes
            Enter your notes here for this Contact (not viewable by your customer). You can view and edit anytime.
            Note: Once you tap the Save button, you will be asked if you would like to add an Animal to this Contact before leaving this screen.

            Add an Animal 


             

            Name

            * 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.

            Location*

            *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.



            Vet Approval
            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.  





            Updated: 23 Apr 2018 05:37 AM
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