SCHEDULING - Amazon S3MANUAL+-+SC… · Scheduling is a quick and easy way to manage the daily operations of your stable. Scheduling is broken into the key daily tasks of trackwork,

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Prism Online User Manual v2.0 1

SCHEDULING

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1. INTRODUCTION Prism is a horse racing management system that streamlines the Stable workflow process, reducing pain points and improving efficiencies. The system was designed from the ground up with several leading Trainers, documenting and digitalizing the entire stable operations. As a modular, work-flow management tool it has multi-login options for Staff, Suppliers and Owners, all with various security and permission settings. And being cloud based with web, mobile and tablet interfaces, it is your one stop shop to manage all facets of your Stable from anywhere at any time.

This manual outlines how to use the key functions of the system and includes links to video demonstrations for each item.

For additional information and support, please email us via [email protected] or visit/like/follow us using the links below.

Platform Access

Web Login https://www.prism.horse/portal/login

Apple App Download iTunes Store

Android App Download Google Play

Platform Access (Beta/Test version)

Web Login https://beta.prism.horse/login

Apple App Download iTunes Store

Android App Download Google Play

Website www.prism.horse

Contact Form www.prism.horse/contact

Facebook https://www.facebook.com/prismhorse

Twitter https://twitter.com/prism_horse

Instagram https://www.instagram.com/prism_horse/

mailto:[email protected]

https://www.prism.horse/portal/login

https://itunes.apple.com/au/app/prism-horse-racing-management/id1106220250?mt=8

https://play.google.com/store/apps/details?id=io.fruitful.prism&hl=en

https://beta.prism.horse/login

https://itunes.apple.com/au/app/prism-preview/id1216039869?mt=8

https://play.google.com/store/apps/details?id=io.fruitful.prism.preview&hl=en

http://www.prism.horse/

http://www.prism.horse/contact

https://www.facebook.com/prismhorse

https://twitter.com/prism_horse

https://www.instagram.com/prism_horse/

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2. SCHEDULE

Scheduling is a quick and easy way to manage the daily operations of your stable. Scheduling is broken into the key daily tasks of trackwork, procedures and transport with the general tasks there for any additional items not covered under these three. The columns in each schedule page vary slightly subject to the task. You can view by individual days and by each task type. You can also view tasks scheduled for a specific date by selecting the calendar icon in the top left or using the navigation buttons on the top right.

Calendar view will be shown when you click on .

Schedule has been designed for maximum efficiency and with it comes some unique actions and features.

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2.1 ADD TRACKWORK INLINE

1. Go to Trackwork tab and ensure the date in the top left is correct. 2. Click New Trackwork button 3. Select Horse from drop down list 4. Assigned to: Select Jockey who will ride Horse. If undecided, leave blank or if the

Jockey is not listed in the drop down, click the + icon to add a New Jockey to your list and assign

5. Advise others: Enter the name or email of other staff you wish to advise about this Trackwork

6. Gear: Select from existing gear list or add new gear item by clicking + button 7. Comment: Add any specific comments about this horse or work. You and your staff

(with the right permission) can also add comments in here after the horse’s work, including any sectional times, issues or general advice

8. Pre-Work: Select any pre-work required from your customised drop down list or click + to add a new pre-work item

9. Work: Select any work required from your customised drop down list or click + to add a new pre-work item

10. Post-Work: Select any pre-work required from your customised drop down list or click + to add a new post-work item

11. Then hit Save button to save the trackwork and have it appear inline 12. System will update the calendar, horse’s task history as well as the staff’s task list

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2.2 PAIR TWO HORSES TOGETHER

Where you have two horses that have the same Trackwork detail and you want them to work together, you can link their work together.

1. Clicking the Link icon display ( ) 2. A list of horses will appear in the drop down field who have the same Trackwork 3. Click on the horses you want to work together. 4. Click Save button to create. 5. Once linked the Horses will appear next to each other with a link icon between them.

To unlink the Trackwork, click the Unlink icon ( ).

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2.3 LINK TRACKWORK WITH A PROCEDURE

Where you wish to treat a horse prior to or after a Trackwork session, click the procedure

icon ( ) to open Attach to Procedure screen. This icon will appear in new trackwork creation as well as an action item next to existing trackwork entries. When you click on the procedure icon, you can select from an existing procedure for that horse or add a new procedure. New Procedure

1. Select the time for the administration of the procedure – the day of the trackwork is the default setting for the day

2. Horse name displays automatically. 3. Due Date: choose the date and time for the horse to be administered its procedures 4. Assigned to: Select a staff member or vet who will administer the procedure. If you

as the trainer will be administering the procedure, you can leave this unassigned. If the staff or vet are not listed in the drop down, click the + icon to add them to your list and assign

a. Once assigned, this person will receive a notification advising them about the details of the task and place it in their task list for completion

b. If you have a staff member on your Prism system, but they aren’t appearing in the drop down list, then they may not have permission to view this procedure. Be sure to check they have the right permissions

5. Advise others: Enter the name or email of any other staff or stakeholders you wish to advise about this procedure. They will be advised but not assigned the task.

6. Location: The location will pre-populate based on the horse’s location in its profile page. If the location is wrong you can manually update this field, which will update all location fields for that horse in the Prism system

7. Comment: Add any specific comments about this horse or procedure. You, your staff or vet (with the right permission) can also add comments in here about the horse condition, follow up etc.

8. Procedure Description: Select the required procedure using Category / Specific / Amount / Unit / Method drop downs. Alternatively, you can select from your custom procedures list created using the configuration module and listed at the top under Custom

9. Click Add button 10. System will update the horse’s task history as well as the procedure schedule page

and the staff’s task list

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Existing Procedure Where the horse already has a procedure scheduled, you can add that procedure to the trackwork by selecting on the listed procedure and click Add to save.

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2.4 GROUP HORSES FOR TRACKWORK

Trackwork schedules can be split up into custom groups as per your groups configuration. Put horses into an existing group:

1. Select the horses you want to group by clicking on the circular button next to their name

2. Click the Move to button and a drop down list appears. 3. Select the group you wish to move the Horses into

Put horses into a new group:

1. Select the Horses you want to group by clicking on the circular button next to their name

2. Click the Move to button and a drop down list appears.

3. Click Add New, enter the group name and click 4. The horses will then be moved to that group and the group saved in the configuration

module

After you select the group, the page will be reloaded where you can see your newly created group display at the top of the list with blue label in the left. Default settings for groups are listed 1-10. When you use 10 Groups, an additional 10 is automatically added to the drop down list

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Editing Group Names

You can edit the name of the existing groups by clicking on the blue tab on the left hand side and editing the text.

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2.5 RE-ORDERING AND DRAG AND DROP

The schedule view allows you to change the order of the horses by dragging and dropping those horses where you want them to go. This includes the ability to drag and drop Horses in and out of the Groups. A moving box appears to help you determine the place to drop the task.

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2.6 ADD PROCEDURE INLINE

In the schedule page, to create a new procedure, please follow the steps below:

1. Switch to procedure tab. Make sure you selected the correct day to create the task. 2. Click New Procedure button 3. Time: choose the date and time for the horse to be administered its procedures 4. Select horse (or multiple horses for bulk procedures) from drop down list 5. Assigned to: Select a staff member or vet who will administer the procedure. If you

as the trainer will be administering the procedure, you can leave this unassigned. If the staff or vet are not listed in the drop down, click the + icon to add them to your list and assign



6. Advise others: Enter the name or email of any other staff or stakeholders you wish to advise about this procedure. They will be advised but not assigned the task.

7. Procedure Description: Select the required procedure using Category / Specific / Amount / Unit / Method drop downs. Alternatively, you can select from your custom procedures list created using the configuration module and listed at the top under Custom

8. Comment: Add any specific comments about this horse or procedure. You, your staff or vet (with the right permission) can also add comments in here about the horse condition, follow up etc.

9. Then hit Save button to save the task and advise staff and vets 10. System will update the calendar, horses task history, as well as the staff’s task list

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2.7 LINK PROCEDURE WITH TRACKWORK

Where you wish to attach the procedure to a trackwork session, click the saddle icon ( ) to open Attach to Trackwork screen. This icon will appear in new procedure creation as well as an action item next to existing Procedure entries. When you click on the trackwork icon, you can select from an existing trackwork task for that horse or add a new trackwork task.

Where there is no existing trackwork task, you can create a new one

1. In Attach to Trackwork screen, create Trackwork task inline by filling in the required information

2. Select Horse from drop down list 3. Assigned to: Select Jockey who will ride Horse. If undecided, leave blank or if the

Jockey is not listed in the drop down, click the + icon to add a New Jockey to your list and assign

4. Advise others: Enter the name or email of other staff you wish to advise about this Trackwork

5. Gear: Select from existing gear list or add new gear item by clicking + button 6. Comment: Add any specific comments about this horse or work. You and your staff

(with the right permission) can also add comments in here after the horse’s work, including any sectional times, issues or general advice

7. Pre-Work: Select any pre-work required from your customised drop down list or click + to add a new pre-work item

8. Work: Select any work required from your customised drop down list or click + to add a new pre-work item

9. Post-Work: Select any pre-work required from your customised drop down list or click + to add a new post-work item

10. Then hit Add button to save the trackwork and have it appear inline 11. System will update the schedule, calendar, horses task history as well as the

Trackwork schedule page

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Existing Trackwork Where the horse already has trackwork scheduled, you can add that trackwork to the procedure by selecting on the listed trackwork and click Add to save.

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2.8 ADD TRANSPORT INLINE

In schedule page, you can create a new transport task. Please follow these steps:

1. Switch to transport tab. Make sure you selected the correct day to create the task. 2. Click New Transport button 3. Select horse (or multiple horses for bulk transport) from drop down list 4. Due Date: Choose the date and time for the horse to be collected 5. Assigned to: Select driver who will collect the horse. If you as the trainer will be

transporting the horses yourself, you can leave this unassigned. If the staff or driver are not listed in the drop down, click the + icon to add them to your list and assign



6. Advise others: Enter the name or email of other staff you wish to advise about this transport. They will be advised but not assigned the task.

7. From: The location will pre-populate based on the horse’s location in its profile page as is where the horse is to be collected from. If the location is wrong you can manually update this field, which will update all location fields for that horse in the Prism system. It will also show the status of the horse. If your location or status is not in the list, you can add a new one by selecting Add New from the drop down list.

8. To: This is the location the horse is to be delivered to. You can also select the status that it will be when it arrives (i.e., Training to Spelling) so that when the task is complete, the location and the status are updated automatically

9. Return on: If you wish to add a return date for this horse you can enter it here and it will create the transport task for the future

10. Comment: Add any specific comments about this horse or transport task

11. Then hit Save button to save the task to upload the transport task and advise drivers and other staff

12. System will update the calendar, horses task history, location history as well as the staff’s Task list

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2.9 ADD GENERAL TASK INLINE

In schedule page, you can create general task as below:

1. Go to general tab. Make sure you selected the correct day to create the task. 2. Click New Task button 3. Select horse from drop down list or leave it blank if it doesn’t relate directly to a horse

4. Due Date: choose the date and time for the task to be completed

5. Assigned to: Select staff who you want to assign. If the staff is not listed on your staff drop down, click the + icon to add them to your list and assign

a. Once Assigned, this person will receive a notification advising them about the details of the task and place it in their task list for completion


6. Advise others: enter the name or email of other staff you wish to advise about this task. They will be advised but not assigned the task

7. Description: Title of the task 8. Comments: Free text overview of the task required

9. Then hit Save button to save the task.

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2.10 DELETE MULTIPLE TASKS

To delete multiple tasks, follow these steps:

1. Check the circle in the left hand column of the tasks you wish to delete 2. A menu bar will appear above the Schedule View – Click Delete 3. Confirm your action to delete by clicking Yes in the warning pop up

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2.11 COPY TASKS TO A NEW DATE

You can copy tasks you have scheduled today to other days. This is particularly useful for trackwork where you may have many horses working every day. Rather than entering them one by one every day, you can simply copy the schedule to the next day and quickly adjust the work fields inline. Please follow these steps to do that:

1. Check the circle in the left hand column of the tasks you wish to copy. 2. As well as individual tasks, you can also select All or select Group of the tasks to

copy by clicking drop down menu and selecting ALL or the Groups (on trackwork schedule only)

3. A menu bar will appear above the Schedule View – click Copy 4. In Copy To screen, select the date you want to copy tasks to then click Copy to

confirm 5. Confirm your action to delete by clicking Yes in the warning pop up 6. All selected tasks are then copied to the nominated date

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2.12 PRINTING SCHEDULES

If you wish to print a schedule, simply click the Print button in the top right hand side where you will be taken to your printer set up page. Note that each task schedule (trackwork, procedure, transport and general) needs to be printed separately.

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2.13 CREATING NOTES FOR ALL STAFF

Where you need to advise the staff about general updates for the day (i.e., Owners visiting the stable, AM/PM rosters), a Notes banner has been placed at the top of the schedule.

1. Click on New Note in the top right menu 2. Type in your note

3. Click the to save the note 4. This will then appear at the top of each schedule page

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2.14 INLINE EDITING SCHEDULE VIEW

Editing inline tasks is quick and easy. Simply click on the section you wish to edit and the

form will appear. Adjust the detail and hit the Save button

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2.15 CALENDAR VIEWS

In the schedule module, you can switch to calendar view by clicking Calendar View button in the top right of the page. To switch back to schedule view, click the Task View button in the top right. The default view shows all the activity of your horses (tasks and races) by month. You can

choose option to view them by week by clicking in the top right. You can also select a specific month or week by choosing from the calendar button on the top left or the arrows to move between weeks and months.

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2.16 LIFETIME VIEW

Lifetime view is an extension of the Calendar view and one of the most powerful racing tools available, giving you complete visibility over your entire stable, including all work, treatments, movements, general updates, nominations, acceptances, results, weights, temperature and conditioning over the life of every horse. You can scale the view by using the slider in the bottom right hand corner and filter per horse, activity and timelines.

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2.17 FILTER BY TASK OR HORSE If you want to filter the display so you can only see certain tasks or certain horses, you can switch them on and off using the bottom navigation.

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2.18 VIEWING DETAILS FROM CALENDAR

Races and tasks are displayed in colour coded blocks in the Calendar View. If the task has been completed, the text will be strikethrough. To view the details of each, click the coloured block and the details will pop up.

If you wish to switch back to schedule mode for the date of a task, click the calendar icon. If there are nominations or acceptances, you can also view the detail in the calendar by clicking on the blue or green block to see.

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2.19 CREATE TASK FROM CALENDER You can add tasks from within a calendar date which can help provide a visual cue when preparing a horse’s campaign or working with procedures and clear day guidelines.

1. Click on the date you want to add a task and an action pop up will appear 2. Select the task you wish to add and complete the relevant task details 3. Fill all information then click Save button to finis 4. System will update the calendar, schedule page, horse’s task history as well as the

staff’s task list

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www.prism.horse

Documents

SCHEDULING - Amazon S3MANUAL+-+SC… · Scheduling is a quick and easy way to manage the daily operations of your stable. Scheduling is broken into the key daily tasks of trackwork,