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British Showjumping Academy Event Set up and Management Guide
British Showjumping Academy Event Set up and Management Guide
Sarah Jones avatar
Written by Sarah Jones
Updated over 2 years ago

Here is a basic guide to help you through the new Horse Monkey system

Dashboard and Navigation

When you login you will land on the Dashboard for your account, this will show you a snapshot of your up and coming events and bookings at the moment. All navigation is located on the left side of the screen.

Adding an event

Create Event - First step to set up

On this page you add the main event detail:

Event Name - Include in your event name details that you know riders would search for like key words, with the new Horse Monkey search they are able to search like you would on Google so be sure to include words in the event you know they will use to find your event

You now have the option to select what type of event it is using the drop down. For instance, for academy training you can select 'educational'.

Work down the page adding your event start and end date and time, when bookings start and end. If you are adding a zoom or virtual training event you have a slider button to make it virtual.

Where - you now have the ability to use the venue drop down, this field will if you start typing the venue jump to it so you don't have to scroll through long lists of venues. If the venue you are looking for is not there you are able to create your venue.

Note - You must slide the Affiliated button over to green and start typing British Showjumping and select (this is important so the event shows on the BS Website)

Save and Continue to finish setting up

Now the event is created, you are able to work down the page to add detail to your event, you now have quick path icons across the top allowing you to jump to sections of the event, if you hover over them they say what they are - you can also select to have a basic view or advanced.

Work down the page and add when you want your event to start taking bookings and when to close. You can also add a late booking date and fee.

Groups and Items

This is where you add your Training session and cost, firstly create the Group, it needs to be affiliated as well so slide the button and start typing the association name.

Check that you have the right discipline/tag within the Group, for British Showjumping it is British Showjumping Training

Grouping is a great way to split events out so information or details can be easy for people booking, for example if you were running a camp you might have one Group for Payment Options and another Group for listing Additional Services or if a simple clinic just have the one group.

Next you need to add items to the groups - so think of these as the session, you might want a rate for members and non members or for a camp the payment options. Items are basically what it is you want to charge for (a HM1 combination or classes and services but you have control) To add an item

You have a lot of functionality within an item but you only need to interact with what you want to use, you have quick jump access to the sections within items and can switch between the Advanced and basic view depending on what you need, scroll down the page and you will see fields you used to see in HM1 class:

  • Name and cost

  • Date of item

  • Bookings start date/time and close date/time (if the same as the event then leave but you know have the ability to release items at different time if required)

  • Status - Open, Sold Out and Closed giving you manual options to close the item

  • Target, it this just for athlete, horse or Combination

  • Capacity - so add limits to your item and slide the button to great a wait list

Plus much more

Working down the event page you have other sections such as:

  • Mandatory Items - Information you would like to request from the people booking

  • Contact Details of the organiser or secretary, here you can manage the venue so if you have to change venues you can update that here

  • Financial Settings - details around the Horse Monkey Fee

  • Additional Events settings - Bridle numbers or Qualification criteria (able to lock an event down so that a code has to be added in order to enter)

  • RSVP/Declaration

  • Supporting Event Information - here all your Special T’s and C’s can be added, notes about the event and warning messages - Note you are also able to send supporting documents out via this section in Additional Event Documents useful to send details to people already booked on your event like Camp Information on arrival (event needs to be in Advanced option to activate this)

  • Event Questions with mandatory options, ability to format the answers date, free text, Yes/No etc and say who the target audience is ie Athlete only, Horse Only or combination

  • Event Discounts - you now have the ability to create discount on your event from Membership discount to other combination and package discounts

  • Event Sponsors

Duplicating Events

You still have the ability to duplicate events, within your Events List click the button with the 3 dots to see what options are available

PLEASE NOTE

So your events show on the British Showjumping Website you need to make sure you have the following elements on your events:

  1. The event and Group is Affiliated and tagged to British Showjumping

  2. The Group discipline is set up with British Showjumping Training

  3. In Financials of the event the event is set to Organsier absorbs the HM Fee

View Stats

You are able to view the stats of each event, you can do this from the event list like above and select the option, within an event via the quick icons or within Financials - Reports

Here you have a financial summary on screen and you also have the Export Summary button, this will download a full Excel report on all your event information including athlete/horse details, you can download waitlists, additional questions if you have asked in the event and jump to view the event.

In this section you also have a quick view so you can see how many are booked in the items booked summary and how many are on the waiting list.

Managing Event Bookings

Go to Financials and then Bookings, this section will allow you to edit and make changes to bookings, you are able to from here search for booking by name, date range, year or payment type

Use the button with the 3 dots to make your selection on what y0u want to do, the options are:

Edit Booking - make athlete, horse, item changes

Full Refund - this option from this page will refund that booking in FULL

Event Summary - this gives you an overview of all booking details in relation to this event (example if someone has made a couple of bookings within one event like Camp this will pull all the booking information together for the person into one place for you.

With both the edit booking option and the view summary option, at the bottom of those pages you are able to download the booking confirmation PDF or the booking summary

All entry confirmation emails now have a booking confirmation attached but you can also download it from the booking and summary page, on the booking confirmation PDF you will find:

  • All the account holder booking and contact details

  • Breakdown of what they have booked including athlete and horse information

  • Mandatory information you might have requested on horse or athlete

  • Notes they might have left for you

  • Additional question information

Editing a booking

Use the Search to find the booking you are looking for, you are also able to adjust the year you are searching for or do a date search on this page.

Once you have found the booking you want to edit, click on the button with the 3 dots and select Edit Booking

If this rider wanted to change a class, rider, horse for level this is where you would do that - go to the item(class) that needs to be edited by clicking on the button with the 3 dots and select Edit

Within the Edit class box you are able to make the changes you need and then update booking...

  • Change Class - click the drop down, select the new class and click update

  • Change Rider - Some Horse Monkey riders have multiple people registered on their account so you can change riders if they have made that request.

  • Change Horse - same as rider above

  • Change Level - If this is an affiliated event you are able to swap levels here as well

You can also access the ability to edit a booking from the Times page, so if you are on Step 2 of the times and need to make a change - select booking detail to start editing

Processing Full and Partial Refunds

To process a full refund please follow the steps below

In the side navigation bar go to Financials and then to Bookings

1. Find the entry to be refunded using the search - the year search can be change to

All if going back into 2021

2. Once you have found the entry, click on the button with the 3 dots and the refund option is to refund that entry in Full

If you want to check the booking before refunding in Full click the Edit Booking option to open the Booking, check it's the right one and then you have a Full Refund option at the top of the Booking page.

Partial Refunds

If you only want to refund one item on a Booking you need to find the booking like above and click to edit the booking

Once the Booking is open go to the item that you want to refund and using the button with the 3 dots select Refund Item, this will then only refund that item and not the rest of the booking - once processed it will confirm with a message and show in red below the item to indicate it has refunded that item only.

Finding your way around a new system is always strange at first but the more you use it, the more it will become clear. Have a click around and see what it offers, as a rule the system will not let you publish an event without a warning message to check your sure and you can't delete or reset something without the system asking you before it takes action for you.

We are on hand to help!

Live Chat - The team are on hand to help support you, if you need help we have live chat facility so you can get in touch - when you are looking at your screen click the bell icon in the top right hand corner and select Help Me! or you can email us on hello@horsemonkey.com

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