02 · Scheduling
The day, on one board.
Lessons, chukkas, and stick and ball on one board. Close a field for weather and every booked rider is told.
Field 2
Stick and ball, 8:00
- Elena VossBooked
- Jonah EllisBooked
Two riders are booked. Close the field and the product emails them.
The problem in the barn
The whiteboard does not text anyone.
A chukka gets written on the board. A lesson gets added in a group chat. The same pony is promised twice, and the field that is resting is still on the list.
The schedule is the club's day. A session has a service, a time, a surface, and the people and horses on it. If the field is closed, the riders who were booked are told.
How the day runs now
- 01
The services you actually run
Private lessons, chukkas, stick and ball, arena time, and clinics. Each one knows if a member may book it, if it needs an instructor, and how much notice a cancellation needs.
- 02
Fields, arenas, instructors, ponies
Put the session on the resource it uses. A school pony carries a daily ride limit. A field can be ready, resting, or closed.
- 03
Day and week, in club time
Times are the club's local time. The day view is the working board. The week view is the shape of the next seven days.
- 04
Members book their own place
A rider opens Book, takes a place, or joins the waitlist if it is full. They cancel from their own list while they are still inside the notice window.
- 05
The mail that follows the change
A confirmed place, a waitlist spot, a promotion, a cancellation, and a reminder the day before go out with a calendar file. A weather closure tells everyone who was on that session.
In the product
The real screen, with a sample club.
Sample club · demo horses
Tuesday, November 10
Day view
Eastern Time
Field 1
- 7 AM · Stick and ball · 3/6
- 10 AM · Chukka · 6/8
Field 2
- Nothing booked
Arena
- 9 AM · Private lesson · 1/1
- 11 AM · Private lesson · 1/1
Field 1
ReadyField 2
RestingArena
Arena
Stick and ball
7 AM · 3/6
Chukka
10 AM · 6/8
Field resting
Private lesson
9 AM · 1/1
Private lesson
11 AM · 1/1
What is included
- Lessons, chukkas, stick and ball, arena time, and clinics
- Fields, arenas, instructors, and school ponies
- Daily ride limit on a school pony
- Member booking, waitlist, and cancellation windows
- Weather closure that emails the riders who were booked
- Day-before reminder and a calendar file
Questions from the barn
Can a member book without calling the office?
Yes, for any service the club has opened to members. They see open sessions, take a place, and join the waitlist when it is full. They only see their own bookings.
What happens when a pony is already ridden out?
A school pony can have a daily ride limit. The schedule will not hand that pony out past the limit for the day.
How do we close a field for weather?
Mark a weather closure for the day or for one field, and say why. Sessions on that scope are cancelled and the booked riders are emailed.
Whose clock is the schedule on?
The club's. A 10:00 lesson is 10:00 in the time zone the club chose, including on the phone of someone who is traveling.
Do instructors have their own column?
An instructor is a resource, same as a field or an arena. A lesson that needs one is placed on that person, so two lessons do not claim them at once.
Does this take payment for the lesson?
Not yet. Booking, the waitlist, and the reminder emails are live. Charging for the place is part of payments, which is still in development.