Creating and editing rides

Every ride starts and ends in the same place: a panel that slides in from the right of the schedule. Admins and instructors can open it; riders and helpers can't create or edit rides.

Opening the panel

• Click + Add ride in the schedule toolbar to start a blank ride.
• Or click an empty slot on the week grid — it opens the panel pre-filled with that time and instructor. Clicking the same empty slot again closes the panel without saving.
• Click any existing ride to open its panel instead, for viewing or editing.

Переглянути зображення в повному розмірі

Закрити зображення

Filling in a new ride

The form on the right lets you set:

• Date — pick from the calendar chip.
• Capacity — how many riders the ride can hold.
• Start and Duration — the end time is worked out for you; changing the ride type also resets the duration to that type's default.
• Instructor — any active admin or instructor in your stable.
• Ride type — only types available on the picked day of the week are offered (a stable can restrict a type to weekdays or weekends only).
• Horses — choose whether the ride draws its horses by ride type, from one or more horse groups, or from all horses. This decides which horses show up for assignment later, in the day view.
• Location — one of your stable's active locations.
• Notes — visible to staff and to the ride's participants.

You can also make the ride repeat — see below. When you're done, click Add ride.

If the time, instructor, or a horse conflicts with something else already scheduled, or the ride falls outside the stable's opening hours or on a normally closed day, you'll see a warning with the option to save anyway.

Making a ride repeat

While creating a ride, open the Repeat field to turn it into a series:

• Daily, Weekdays, Weekends, Weekly, or Custom (every N days or weeks).
• Presets that don't fit the picked day are hidden — for example Weekdays disappears if you picked a Saturday.
• The panel shows how many rides the rule will create before you save.
• Occurrences that would fall on a closed day, outside business hours, or into a scheduling conflict are skipped automatically, and you're told how many were skipped and why.

Переглянути зображення в повному розмірі

Закрити зображення

Regulars

A series repeats not just the slot but the people too. The Regulars are the riders — each with their usual horse — whom the series books onto its coming rides by itself, so you don't rebuild the same group by hand every week. Admins and instructors set and change the regulars.

Setting the regulars when you create a series

• Once you set Repeat on a new ride, a Regulars card appears in the form. Click Add a regular and search for a customer.
• For each person, pick their usual horse or leave it at "—" (no horse). The × removes them from the regulars.
• The regulars can't outnumber the places on the ride. If they do, the card shows an error and you can't save until you fix it.
• When you click Add ride, the regulars are booked straight away onto the series' rides for the next 3 months. If some rides can't be filled right away, tonight's update fills them.

Changing the regulars from a given ride

• Open the series ride the change should start from, go to the Details tab and edit the Regulars card — add someone, remove them, or change their usual horse.
• If only the regulars changed, the footer button reads Save from … with that ride's date, and you're not asked about scope. If you changed other fields too, you get the usual this ride only / this and future rides question — it's about those other fields; the regulars change from this ride on either way.
• A new regular is booked onto the series' rides from this ride on, 3 months ahead.
• A rider you remove from the regulars loses their future places from this ride on — but only unpaid ones. Paid places (including ones paid with a pass or voucher) are never removed: you're told how many were left, and you can remove them on the ride itself if needed.
• Changing someone's usual horse moves their future, unpaid places that still have the previous horse onto the new one. A horse you changed by hand on a single ride stays as it is.
• The card's search first offers the riders On this ride — booked on this ride but not yet among the regulars.
• You can't change the regulars from a ride that's already over — open today's ride or a later one in the series. If you're changing the repeat rule in the same save, the card is read-only: the regulars carry over to the new series, and you can change them after saving.
• If the save goes through but the coming rides couldn't be updated right away, you'll see a message with a Try again button.

Places 3 months ahead

• A series creates rides many months ahead, but the regulars only take places on rides in the next 3 months. Later rides get the regulars by themselves as they come within that period (tonight's update).
• A regular's place is an ordinary place on the ride: the same payments, passes, settling, absences and rider self-cancellation.
• If the usual horse is busy at that time or would go over its work limit, the rider is booked without a horse — assign one on the Allocate & Settle tab. If the ride is already full, the rider isn't booked onto it.

Changes on a single ride

• On the Allocate & Settle tab, regulars have a small gold marker with a repeat icon under their name.
• Adding or removing a rider on that tab affects this ride only — the regulars don't change. As before, the rider gets the usual notice about the change to the ride.
• A rider removed from one ride doesn't come back onto it by themselves. Instead, when you click + Add rider, the regulars who aren't on this ride are at the very top of the list, under Regulars — picking one adds them back, with their usual horse.

What riders see

• Riders get no notification at all about the regulars — not when you add them, not when you remove them. In the app they simply see their rides, like any others, and the day-before reminder works as usual.
• Riders never see that they're regulars — only their places. When you remove someone from the regulars, their future unpaid rides disappear from their app without a message, so it's worth telling them.

Viewing and editing an existing ride

Click a ride to open its panel. It has up to three tabs:

• Allocate & Settle — pairing riders with horses and taking payment. The panel opens on this tab by default for admins and instructors.
• Details — the ride's date, time, instructor, type, horses, location, and notes. Riders only see this tab, read-only.
• History — a timeline of changes made to the ride.

Переглянути зображення в повному розмірі

Закрити зображення

To edit, change any field on the Details tab and click Save changes in the footer. You can also click the ride's title at the top of the panel to rename it — leave it blank to fall back to the ride type's name.

Adding riders and horses

Riders and horse pairing happen on the Allocate & Settle tab:

• + Add rider searches your customers — suggested names (this ride's usual riders) come first, then people who rode recently, then everyone else. You can also add a brand-new customer by typing their name, or add an Anonymous rider for a walk-in you don't want to register yet.
• Click a rider's horse chip to open the horse picker. Horses are grouped as Preferred, Often with [instructor], Available, and Restricted — picking a restricted horse asks for a short reason first.
• Click Unlink pair to remove a horse from a rider without removing the rider.

Making a ride recurring, or changing its recurrence

Editing an existing ride's Details tab also shows the Repeat field:

• On a standalone ride, picking a rule turns it into the first occurrence of a new series once you save — you're asked to confirm, since future occurrences get created from the rule. The new series starts with no regulars; in the Regulars card the search first suggests the riders On this ride.
• On a ride that's already part of a series, changing the rule replaces the series going forward: future rides with riders are cancelled (so any payments are handled properly), empty future rides are removed, and the series is recreated from the new rule. The regulars carry over to the new series.
• If you only change the date or time of one occurrence in a series, you'll be asked whether that applies to this ride only or to this and future rides.

Duplicating a ride

Click Duplicate in the footer to create a new, separately-scheduled ride with the same instructor, ride type, location, and notes.

Cancelling a ride

Click Cancel in the footer (or, for a series, choose whether to cancel just this occurrence or this and future). You'll see a preview of what happens to each rider's payment — a pass ride is returned, a paid voucher or cash amount is flagged for refund — before you confirm, and you can add an optional reason. Cancelling keeps the ride on record, marked as cancelled; it stays hidden from the main schedule unless you turn on the Cancelled toggle.

Deleting a ride

Only admins can delete a ride, using Delete ride in the footer. Deleting removes it from every view entirely — it's not the same as cancelling. If any rider on the ride has already been settled (paid, owed, or partially paid), deleting is blocked; cancel the ride first so refunds are handled, then delete it.

Good to know

• Any admin or instructor can create, edit, or manage any ride in the stable — not just their own — and every change is recorded in the ride's History tab.
• A ride's title defaults to its ride type's name; give it a custom name any time from the panel header.
• Once a ride starts, riders can no longer request to join it, though staff can still add people from the panel.
• On the Details tab, admins and instructors see full editing controls; helpers see the same tab read-only, with riders and their horses listed but no payment details.

Related

• Week and day views — the grids where you open this panel from.
• Settling a ride — taking payment and marking riders as paid.
• The horse roster — horse status, groups, and availability that drive horse assignment.
• Ride types — set up the types, durations, and default prices offered here.
• Booking rides — how riders request a place, which staff then confirm from this panel.