How do I customise the Booking Manager?
The Booking Manager can be highly customised. You can set the default settings from the Configuration page. Each user's personal customisations will be saved for them until they next log out.
The two drop down boxes at the top allow you to select how the schedule view is displayed. The box on the left allows you to chose whether riders and or horses are shown for each booking.
The box on the right allows you to select how the slots are split. The no split view is the simplest and just shows the slots in time order in one column. The other options split the catagories into their own columns and align them with the time scale on the left.
Tip: if you have multiple columns on your schedule view and need to scroll horizontally on Windows you can use Shift+Scroll, some devices support swiping with two fingers. You can also enable or disable drag to scroll in the Customise View options.
The settings button at the top right of the Booking Manager allows you to customise the time scale and sizes further. Have a look at some of the other help entries on this page for checking deleted slots, using the select tool and more.
How do I copy slots?
You can copy a selection of slots or all slots directly from the booking manager.
To copy a selection of slots select the pointing finger icon at the top of the booking manager. This will activate selection mode where you can then select all slots you wish to copy. If you then select the copy tools option you can chose which week(s) and day of the week to copy to.
To copy all slots select the copy tools option; you can then chose which week(s) and day of the week to copy to.
How do I edit a large number of slots quickly?
There are two ways to make bulk edits; 1) Using the selection checkboxes or 2) Using the find and replace tool.
1) If you navigate to your Booking Manager you can select the pointing finger icon at the top to enter select mode. If you select each of the slots you wish to edit, you can then edit the slots using the Bulk Edit tool.
After selecting the slots, click the "Edit" button towards the top of the screen. A modal pop-up will show with a set of inputs similar to the Edit Booking view. Simply fill in any values you wish to change. Leave the other inputs empty. The values you fill in will be set on all of the selected slots. The values you leave blank will be left as their original values.
For example, say you wanted to change an instructor from Adam to Ben (but not change any of the slot prices) you would do the following: 1) Select all of Adam's slots. 2) Click Edit. 3) Set the Instructor to Ben. 4) Press Edit Selected. The instructor will be updated but none of the other information about the slots will be changed.
2) If you want to make a change over several weeks you can now use the new find an replace tool. Don't worry about selecting any slots, simply click the "Edit" option at the top of the Booking Manager. Enter the values you wish to change on the first pop-up and then click "Find and Replace". On the second pop-up enter all the values you wish to search for and the weeks you wish to apply this to; for example if you want to change all Jump lessons with Instructor 'Amy' to 'Ben' you would: enter 'Ben' on the first pop-up; enter 'Amy' and 'Jump Lesson' on the second pop-up. You will get a confirmation of how many slots will be edited before any actions are performed.
Please be careful using this tool as it has the potential to change many slots if configured incorrectly. Always test with a small sample first and contact us if you have any queries.
How does block booking work?
At the time of writing block booking had just been introduced; if this information looks out of date please let us know and we will write a new guide.
Block booking requires a rider group limitation to be set. Rider groups can be created on the Rider Groups page - simply create a group and assign riders to it. Once you have a rider group with a set of riders in it, you can limit slots so only riders from the selected group can book.
Block booking takes this a step further by requiring suitable riders from the selected group to book the slot as part of a block booking series. The available series lengths can be configured globally - please see the configuration page for the available values on your system.
The system will automatically require the rider to book the selected series length in one go. Only administrators can choose to skip or cancel block booking slots.
The system finds the corresponding slots by looking for other slots marked as block booking with the same rider group restriction. These slots do not need to be at the same time or same day of the week. The system will allow a maximum of one missing week per series whilst searching.
How can I Print the Daily Timetable?
If you would prefer to print the daily timetable, rather than use the Booking Manager or Live Timetable view, then use the Timetable Viewer.
You can leave the Instructor and Discipline filters off to see everything going on in a given day. This view is similar to what your instructors can see.
Press the print option in your browser to see the condensed printer friendly view. If you wish to print it in the same view as the regular view you can turn off the responsive display in the setup settings.
How does auto horse allocation work?
Automatic horse allocation is a new feature which is available to a limited number of systems. As of 1st Sept 2022 the following caveats apply:
If a rider already has a horse allocated for a booking then the auto-allocation tool will leave that allocation as it was.
The tool will generate a list of allocations and ask you to confirm before you save (i.e. you can check what will happen before it happens).
There is no undo button but you can click onto any booking and change the allocated horse (as you can do normally) if you wish to amend any allocations.
The system will try and find the optimum horse for each rider but may fail to find a horse for some riders as it does not try every possible combination (only the best combination). This shouldn't happen very often (if at all) but if you get a failed allocation you may need to jig things about manually. The tool will still save the ok allocations if you wish.
The system will start keeping track of how many times each rider is allocated each horse from now onwards.
How do the note options differ?
Our systems have the option to store notes on various pages and each are designed for different uses.
Profile private notes: Administrators can leave private notes on rider profiles. These notes are only visible to other administrators and to instructors; they are not visible to the rider.
Profile allocation notes: Administrators can set allocation notes on rider profiles. These notes are only visible to other administrators and are shown when allocating a horse to the rider. These notes are not visible to the rider.
Slot public notes: The public notes saved on a slot by an administrator are visible to all staff and to all riders.
Slot private notes: The private notes saved on a slot by an administrator are visible to all staff but are not visible to riders.
Admin notes for a booking: Administrators can leave notes on any rider booking by selecting the "notes" down down next to a riders booking on the booking manager. These notes are only visible to staff and not to the rider.
Customer booking notes: If you enable "Allow customers to provide notes when booking online." option from your system settings then customers can leave notes when making a booking. These will be shown next to the booking on the booking manager.
There are settings for the booking manager, timetable generator and instructor views to show or hide the different types of notes.
How do I rebook a rider?
If a rider has cancelled a booking, or a booking has been rejected, that rider is unable to book themselves back into that slot. We do this to prevent the rider from accidentally re-booking a slot which is unsuitable. If you wish to re-booking a rider into a slot simply re-approve them; This will re-instate the booking and inform the rider.
How are slots limited and displayed to the customer?
Customers will only see the slots which are suitable for their rider profile(s). They can chose to filter by discipline and/or rider profile should they wish.
Slot suitability is determined by the following parameters being met:
- Rider age is within the specified age range.
- Rider is approved to book and has a verified email address.
- Rider level is between the minimum and maximum level specified for the slot.
- If the slot is limited to a rider group then the rider must be in that rider group.
- If the slot is limited to block booking only then the slot must be selected as part of an available series.
- If the slot is marked as Livery only then the rider must be marked as a Livery profile.
- If the rider is marked as introductory only then the slot must be marked as suitable for introductory.
- The slot must also have a free space and must be booked before your cut off time.
- Semi private slots which already have a rider in behave differently - see the semi-private help article.
If a customer has multiple profiles and only some of their profiles meet the requirements for a booking the system will show the requirements which are not met.
We're here to help!
For queries relating to individual riding schools please include which riding school you are from.