🐴

Horses & Hope

Staff Scheduling Portal — enter your PIN to continue

🐴 Horses & Hope Scheduler

🏕 Camps ➕ Add Student

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📅 Past week — read only

Scheduling —

Filter by Trainer

Schedule Lesson

Lesson Duration

30 min 1 hr

Always use this duration for this student

Trainer for this appointment

Change only if a trainer is covering — the student's assigned trainer stays the same.

Is this a Group Lesson?

Solo Group

Group Members — select a student & horse for each

Edit Appointment

Horse Assignment

Duration

30 min 1 hr

Lesson Status

Scheduled ✓ Completed 🚫 No-show ✗ Cancelled

Cancellation Reason

Mark as Paid Group Lesson

Group Members

No other students yet — add one below to build out the group.

Uncheck "Group Lesson" above to convert this back to a private lesson.

Student Progress Notes

📅 Reschedule (change day or time)

👥 Group Lesson

Group Lesson

Uncheck to convert all students to private lessons.

🐎 Horse Management

AM and PM feed plan for each horse. Edit any field — changes save automatically when you click away.

Mark horses unavailable for a date range. Active blocks appear in the banner at the top of the calendar.

Horse	Status	Block Until

Block a Horse

Horse

From

To

Reason (optional)

📋 Waitlist

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💤 Inactive Students

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📝 Paperwork Tracking

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Sunday Feed

Pick who's feeding on Sunday morning and afternoon. Saves automatically — close when done.

Sunday —

AM Feed

PM Feed

Staff Entry

Student

DOB:

Admin Notes

—

Completed

—

No-shows

—

Cancellations

Cancellation Breakdown

Horse History

Recent Lessons

Availability Preferences

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First Name

Last Name

Parent / Guardian

Email

Phone

Date of Birth

Assigned Trainer

Status

Availability Preferences

Days and times this student is generally available.

Mon

Tue

Wed

Thu

Fri

Sat

AM

PM

Vacation / Break

While on vacation, a student's chip shows a blue "Vac" badge and no new appointments can be scheduled for them.

Start Date

End Date

Paperwork

Paperwork on file for the current insurance year

🏕 Summer Camp Registrations

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Set the maximum number of spots for each camp. The count updates automatically as registrations come in. When spots drop to the threshold or below, the public camps page will show a "Spots Left" warning automatically.

Show "Spots Left" warning when remaining ≤ spots

📊 Program Analytics

Live totals from the Customers tab and Archive

🔗 Calendar Sync

Connect trainer Google Calendars for two-way sync, and get Apple Calendar subscription links.

Google Calendar — Trainer Connections

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How to set up Google Calendar sync

This creates a two-way connection. Lessons added in this web calendar appear on the trainer's Google Calendar automatically. Lessons the trainer adds directly to their Google Calendar are pulled into the sheet once per hour.

Share the calendar with the spreadsheet owner. The trainer opens calendar.google.com, clicks the three-dot menu (⋮) next to their calendar name in the left sidebar, and chooses Settings and sharing. Under Share with specific people, they add the Google account that owns this spreadsheet and set the permission to Make changes to events.
Find the Calendar ID. On that same Settings page, scroll down to the Integrate calendar section. The Calendar ID is listed there — it looks like abc123xyz@group.calendar.google.com or just their Gmail address if it's their primary calendar.
Paste it above and click Save. Enter the Calendar ID in the trainer's field above and click Save. The status dot will turn green once it's saved.

Apple Calendar / iCal Subscription URLs

These are read-only subscription links — the trainer's app shows their schedule and it updates automatically every hour. Click any URL below to copy it, then follow the steps for your device.

How to subscribe on a Mac

Open Calendar on your Mac.
In the menu bar click File → New Calendar Subscription…
Paste the URL from above and click Subscribe.
Give it a name, set Auto-refresh to Every hour, and click OK.

How to subscribe on iPhone or iPad

Copy the webcal:// URL for your trainer above.
Open Settings → scroll down and tap Calendar → tap Accounts.
Tap Add Account → scroll down to Other → tap Add Subscribed Calendar.
Paste the URL and tap Next, then Save. Do not enter a username or password — tap Next immediately.
The schedule will appear in your Calendar app and refresh automatically every hour.

🔔 Reminders

Set a reminder for anything — deworming, farrier visits, supply orders, events.

Reminder

Due Date

Notes (optional)

Cost ($) (optional)

📝 Lesson Plan

This Week's Plan

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Create New Plan

Start Date

End Date

Spirit — Faith connection

Mind — Knowledge focus

Body — Physical skill

How to Teach It

All Plans

📖 FCA Equestrian Huddle

Time: —

To change the date or time, go to the Admin page → FCA Huddle section.

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🆕 What's New

⚠ Sync Conflicts

These appointments could not be saved — the slot was already booked while you were offline. They have been removed from the queue. Reschedule them manually.