How to manage Bookings

How to manage Bookings

Add a Stallion Booking

  1. Using the ‘Add Anywhere’ button, click on “Stallion Booking”. The Add Stallion Booking screen will appear.



  1. Confirm the Booking Date (default is current date), the Season and Country.

  1. Select whether the booking you are adding is to a Standing Stallion (on farm) or to an Outside Stallion (off farm)

If the booking is to a Standing Stallion, select the appropriate Stallion from your portal. 


If the booking is to an Outside Stallion, enter the Stallion Name (text field).


  1. Select the Mare from your portal or Add a New Mare if required.

  1. [Optionally] Input Cover Date, Appointment and Time (if known), along with any Notes.

  1. If the booking is to an Outside Stallion, click Save.


The following items (7 and 8) only applies to bookings to Standing Stallions.

7.  If the booking is to a Standing Stallion, input additional data as required before Saving.

  • Set Status (will default to Unconfirmed)
  • Set Advertised Service Fee (will default) and Discounted Service Fee (if applicable)

Note: We recommend entering a Discounted Service Fee rather than overwriting the Advertised Service Fee. Both amounts can therefore display on the Stallion Service Contract, if desired, and for the discount to be accounted for as a separate finance transaction.

  • Specify an Agent from your list of Suppliers and Agent Commission, if applicable.
  • Specify to whom the Service Fee (less any discount) will be charged.

Note: Where a mare has been sold after being covered but before the Service Fee is invoiced, you can select whether the new/current Mare Owner(s) will be charged, or the original Owner(s)

  • Review Mare Owners, their ownership share, their Owner Category and which owners are to be charged the Stallion Service Fee. Add/Edit ownership as required.
  • Review the Managing Owner, identified by the gold star. This is the owner who will be sent the Stallion Service Contract.
  • Review the booking then click Save. 

8.  You will be asked if you wish to create a Contract for this booking. 

  • If you choose Yes, follow Creating Contract process in section 6. 
  • If you choose No, the dialog closes and you are returned to the Breeding Dashboard with the booking displayed in the Booking list


Edit a Stallion Booking

You may wish to update a booking status, cover date, appointment and/or time.


  1. View Stallion Bookings in one of two screens:
  • Breeding > Dashboard: Each booking will be displayed in a list

  • Stallion Profile > Breeding: Each booking will be displayed in a list

  1. In either of these views, click on the Edit option inside the three dots to edit the Stallion Booking.

Note: Where a mare has been sold after being covered but before the Service Fee is invoiced, you can modify the Mare ownership then edit the ‘Charge Service Fee To’ section to specify whether to charge the new/current Mare Owner(s), or the original Owner(s) as at the Booking Date.

Delete a Stallion Booking

1. You can click on the Delete option inside the three dots to delete the Stallion Booking.

2. You need to confirm the booking deletion.
  1. If Booking status = Confirmed

  1. If Booking status = Unconfirmed
  1. If you choose Yes, Booking will be removed from the list immediately.
  2. If you choose No, the dialog closes and you are returned to the Breeding Dashboard with the booking still displayed in the Booking list

How to record Foaling and add the new Foal

Upon foaling, you will need to complete the Foaling Due milestone via the Mare Profile or Breeding Worksheet


Once the foaling milestone is complete, the Create Horse dialog will appear when you can add your new foal.

  • Some fields are pre-populated: Sire, Dam, Foaled, Horse Type.
  • The Horse Category defaults to “Foal at Foot”, and the foal is attached to the mare. 
  • The Attached Date defaults to the foal date. 
  • If the foal is fostered by another mare, you can change “Attached To” and link the new Foster Mare to the foal.
  • The Status of the Foal will be automatically set to “Agistment – Foal”. During configuration however, you may have changed the description of this status. So please be mindful of that. You should also double check the Day Rate charged for this status.
  • By default, the foal belongs to the Mare’s owners. You can adjust the ownership at the bottom of the screen as required.
  • Once all fields have been checked and corrected where necessary, click Create and the new Foal is added to your Horse list.

Note: Upon foaling, the Mare’s Status is automatically set to “Agistment – Mare & Foal”. During configuration however, you may have changed the description of this status. So please be mindful of that. You should also double check the Day Rate charged for this status.

If you choose not to Add the Foal upon completing the Foaling task, you may do so via the Mare Profile > Breeding > Bookings screen. Click on the Horse icon on the appropriate Booking row.

How to add and manage attachments

You can upload photos, videos, audio files for Booking from 'Attach File' dialog
By clicking on the image file, you can preview the image in a larger size. You can also download the file to your computer or delete the file from Booking.


How to email the Managing Owner of one or more mares

Managing bookings, mare status and general communications with each mare owner is a constant challenge. That's why we include an email function within the Breeding Dashboard.

From the Breeding Dashboard, first apply any relevant sorting and filters on fields such as season, stallion or owner. To email the Managing Owner of a mare or mares, either:
  • click the ‘Send email’ action option inside the three dots

or

  • select one or multiple Bookings and click on the Send Email button that will appear.


In both cases, the email address of the Managing Owner (or Managing Owners of multiple mares) will pre-populate in the Send Email window. You can also manually add any email address.


Then complete the Subject and the Email Content, before Sending.

All emails are sent from the email address configured to send Stallion Contracts. Even if you are a broodmare mare who does not send Stallion Contracts, this configuration can still be customised to an email address you choose. If you have any questions, please contact us at support@prism.horse.

Importantly, only the mare's Managing Owner, as set on the Booking, will be emailed. For each Booking, we recommend identifying the Managing Owner with the gold star, as per below. You can also assign the Managing Owner on the mare's profile, so all future bookings are accurate.


Sent emails will be stored in Reports > Email Log.

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