Equitotal Help Center

            How to: Full list

            GET SETUP

            How to: Get Set up

            There are 9 steps and should only take 10 minutes. Whilst we recommend it, you don't have to do all of the Set up straight away. Just tap the App logo (top left) at any time and you will be taken to the home screen. After each step tap Submit at the bottom of each section.
            Step1 - The only essential bits are your details and a logo (can be added later).
            Step 2 - Tick the no extra users unless you have one. If you do, make sure you complete all the info requested, scroll to bottom and Save.
            Step 3 - Select your radius.
            Step 4 - Worthwhile selecting how you would like your arrival time to appear on emails, no need to do anything else.
            Step 5 - If VAT registered you must enter your number. Tick the Direct Debit link (if available in your country). Enter your bank details if you would like them to appear on invoice. Select colour and where you would like logo to appear.
            Step 6 - Add a few of the things you charge for. You can add more later.
            Step 7 and 8 - Their is no cost to set up for taking Credit/Debit cards or AutoPay Direct Debit / ACH (some countries) but you can tick the not at this time and come back to them. When you go through this setup you are creating your own account with our service providers with your own password. These will then be linked to your App and make getting paid easy.
            Step 9 - Only shown on browsers - Safari, Chrome etc. No need to do this straight away.
            Tap logo top left or Home icon to get to home screen.


            ADD CONTACTS

            How to: Import your contacts

            You can only do this from your phone contacts. Tap Contacts icon and Import (top left). This will run through all of your contacts (scroll down for more) asking if you want to import . Emails and addresses are not a required field but it's better if you do have them. New If you have a lot of contacts get in touch.

            How to: Create an new Owner and animal

            Tap the Contact icon and +.  At a minimum complete the * items. Emails can be added later. Ignore the PDF tick box initially. Add the animal details if you have them. The only required fields are Animal name and Location. The correct location is important, the home location if entered will show as a default TBC (to be confirmed) if not entered in customer record. New 
            The Owner location is any location an Owner keeps their animals apart from a Yard/Barn. You will see any previously created Owner locations or be able to add a new one.
            A Yard/Barn location is where their are other animals owned by different people that you attend to. You will see ALL of the Yards you have created. Add a new one if it's not shown.
            If the animal is taken to a Vets select Vet location.  You will see All of the Vets you have created, select one or Add a new one.

            How to: Create a new Yard/Barn

            Same as above but in the first box select Yard/Barn. Enter a company name as this is useful later. If they don't have one we suggest you enter persons name with Yard/Barn after. Unless the Yard/Barn has it's own animals when you are asked if you want to add an animal select - NO.

            How to: Add a new Owner animal

            Select the Owner - Animals/horses - Add.   The only required fields are Name and Location. The home location will automatically be selected. Tap Change location if you need to change. Select where you go to see this animal.

            The Owner location is any location an Owner keeps their animals apart from a Yard/Barn. You will see any previously created Owner locations or be able to add a new one.
            A Yard/Barn location is where their are other animals owned by different people that you attend to. You will see ALL of the Yards you have created. Add a new one if it's not shown.
            If the animal is taken to a Vets select Vet location.  You will see All of the Vets you have created, select one or Add a new one.

            If you are doing the same service to this animal why not Add a Default service. This means when you come to invoice it will be pre filled. You can add more than one item by taping the S to the left of the arrow.
            When first adding an animal say when last visited and when next visit should be. This will auto remind you. See Call these customers. 
            If you want to send notifications (appointments, reminders and invoices) to an additional person for this animal, add their email address. If they need to goto more than one additional person put a comma after each. New

            How to: Add a new Yard/Barn animal

            Select the Yard - Horses - Add Horse. It is important you only add horses that you are going to bill this Yard for not "Owner" horses. They can be horses the Yard own's or alternatively owned by somebody else but the Yard always pays for. Enter horse name. The location will always be the Yard location, this is not changeable. Enter any other info you want including Default service and additional email addresses then Save.

            How to: Archive a contact

            Select the contact - edit (pencil icon) - Archive (at bottom). This will remove this contact from your contact list. If you want to resurrect this contact add a new contact but put the same email address. This will then find your archived contact and put all of the previously saved details in. 


            MAKE APPOINTMENTS

            How to: Make a Customer appointment

            Tap any day/time on the calendar or tap the +. Make sure the date and time are correct then select your customer contact from the drop down or start typing their name. Select location (this can be at a Yard/Barn/Vet and then select the animal name/s. This will email confirmation to your customer as well as a 24hr reminder. If you have entered a duration in the default service record the appointment length will auto correct. New

            How to: Move a customer appointment

            On a mobile device hold current appointment for 3 seconds and drag to new date/time (only within that week view). Alternatively tap the appointment and then Edit and make the necessary changes. An email confirming the changes will be sent unless you have unticked the send email box.

            How to: Delete an appointment

            Select the appointment, Edit and at the bottom Delete. This will completely delete all record of the appointment.

            How to: Make a Yard/Barn appointment

            Tap any day/time on the calendar or tap the +. In Contact select the Yard/Barn. Tick the animals you are attending. You can add more when you come to invoicing if you attend to extra animals whilst there. 

            How to: Make a Vet appointment  (animal being seen at the Vets)

            Tap any day/time on the calendar or tap the +. In Contact select the Vet. Select the animal[s]. Tick Send email if you want an confirmation email to goto the Vet. Tick Send Email to Owner if you want Email to goto the owner.

            How to: Repeat an appointment

            If you are attending a Customer or Yard on a regular basis, tick the repeat box. Select the number of Days/Weeks between visits and the the total number of appointments you want to make. Only the first appointment will get the appointment email sent but the others will receive a 24 hour reminder. 

            How to: Make a tentative appointment

            Tap any day/time on the calendar or tap the +. In Appointment type select Tentative and then the customer. This will not email the customer until you convert to a Customer appointment. The appointment will go grey.

            How to: Make a personal appointment

            Tap any day/time on the calendar or tap the +. Adjust time as necessary. In Appointment type select Personal and write a note i.e. On holiday. Repeat if you want to make it for more than one day. i.e. Repeat every 1 day 4 times. This will set 4 days in succession.

            How to: See a map of customers you are visiting

            Above the calendar view selector bar tap the Map icon (top left). This will split the screen showing your appointments and a location map.


            INVOICE AND GET PAID

            How to: Invoice an Owner

            Tap the appointment on the calendar and select Invoice, make next appointment if required (tap on the required date and time). If animal was in the Appointment select service[s] to charge for. Edit price if required. Add new if you want to free type a service that's not in you normal service list. Tick, Add this as a new service, if you want to add it to your list of Services.
            Add a note if you want to write something on the invoice for the customer to view.
            Add an email if you want the invoice to go to an additional person. 

            How to: Invoice a Yard/Barn

            Tap the Yard appointment on the calendar and select Invoice, make next appointment if required. Select animal/s to be invoiced and who to invoice.  Animals above the line are ones in the appointment. If their is no option to select who is to be invoiced then this animal is a Yard animal and only the Yard can be billed. Select any additional animals that are at this Yard/Barn. If the animal does not feature in the list you can add one. Scroll down. IMPORTANT only add the additional animal here if the Yard/Barn is paying (Yard animal). If it is an Owner animal (Owner paying) you must create it in the owner record first and select location as this Yard/Barn.

            How to: Invoice without an appointment

            Tap Invoice icon then Add line - Add appointment date to this line if required -  Select the animal - Select the service/s - Save. Add another line to invoice more animals. When finished add any notes and additional emails.

            How to: Get paid - AutoPay

            After invoicing, if your customer has registered for "Autopay" (Direct Debit / ACH) select this method of payment. The invoice will be sent and payment automatically collected. Can take up to 5 days for the payment to arrive in your account. The appointment will go a different green whilst it is "pending". You can look in your GoCardless (UK/Europe) Stripe (US) account to check progress.

            How to: Get paid - Credit / Debit card

            Tap Send and Take Payment. Select Credit / Debit card and follow the instructions. You must be online the first time this card is used and can take 8 days for payment to do through. If your customer gives you permission you can "save" the card details for next time (important we never store card or bank details of your customers). The second time you select this card to take payment you do not need to be online. 

            How to: Get paid - All other methods

            Tap Send and Take Payment. Select which method your customer is going to pay you. If you are not sure mark as Unpaid. You can select payment method later. Adding how they paid will be helpful for your bookkeeper later.

            How to: Accept part payment

            Tap Send and Take Payment. Mark UnPaid. Then tap on appointment - Mark as paid - Enter the amount you are part paid and select method. The appointment will stay Amber (not paid). Repeat when you get further payments. When 0 balance the appointment will go Green.

            Forms

            Important - You must have selected an Association in Business Settings to view the available forms.

            How to: Create a form

            From the appointment popup select Forms. You must have an animal associated with this appointment for the Forms button to appear. Select from the drop down the form you wish to create. Complete as necessary. Some of the forms have a signature box. You can hand your device to the customer and get them to sign.

            How to: Save a form

            Save for later - top right. If you need to come back later and complete the form tap this button. The form will then be saved in the animal record for further editing.

            Preview - some of the forms have this feature. If you have ticked any of the Customer and or Vet boxes you can see a preview of what this person will receive. If you are pappy with this you can then tap the Save and Email. This will save the completed form in the animal record and send to the Owner and or Vet.

            Save - This will save the completed form (it will no longer be editable) in the animal record.

            OTHER

            How to: Export invoices for bookkeeping

            Invoice icon - Export - select date range. Tick summary if you only need basic information. Leave unticked if you need to import into a bookkeeping program. Then tap Export. You will receive an email with a link to the CSV file. This can then be put in an Excel spreadsheet.

            How to: Record a purchase

            Purchase icon then +    Add a picture if required - Change the date if necessary - Complete as required - If you select paid by Credit/Debit card put the last 4 digits for quick reference later. Save

            How to: Add a Service (something you charge for)

            Cog - Services Tap Add service. Enter what you want to charge for. Select the duration of this service (helpful for auto selecting appointment lengths but not essential) and add the price. Save







            Updated: 31 Jul 2018 08:54 PM
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