The Pony Club are launching an exciting new way for our Branches and Centres to organise their many events across the country. This solution aims to provide access to “best of breed” entry management systems which then records key information about rallies and events, attendance, and test/badge successes within PELHAM.
We have partnered with 3 entry systems to date, with 2 more in the pipeline:
· Entrymaster – https://entrymaster.co.uk/ Email: info@entrymaster.co.uk
· HorseMonkey – https://horsemonkey.com/ Email: hello@horsemonkey.com
· Horse-Events – https://www.horse-events.co.uk/ Email: info@horse-events.co.uk
Next phase:
· MyRidingLife
· It’sPlainSailing (NI only)
This will replace the existing Unity system, currently used by approximately 50% of our Branches. Many other Branches already use one of the chosen providers, however there will be a new, Pony Club specific version which will include the ability to upload the rally/event data to Pelham, share the link on Branch websites, carry out a membership validation check at the time of booking and send attendee data to Pelham after the rally/event.
Features:
Please click here for visual image of the process
A Key Features document will be provided with high level overview of the options offered by each provider and the cost to organisers / parents to book onto rallies. This will be updated as additional providers are added.
For further, detailed information please visit the provider websites and/or contact them directly.
Remember, it is fine to try a couple of systems before settling on your preferred, and it is also fine to choose one for rallies and a different one for competitions, as many of our Branches do. However, once all the providers have been added you MUST use one of them unless you choose to manage your events manually in which case you need to complete the PELHAM events system manually.
| Functions | Entrymaster | Horse Monkey | Horse Events | Entrymaster Additional Info | Horse Monkey Additional Info | Horse Events Additional Info |
|---|---|---|---|---|---|---|
| Ability to create multiple sessions within single rally/event |  | | | |||
| Ability to create multiple sessions within single rally/event | | | | |||
| Ability to allow limited number of "taster" non PC members to a rally | | | | |||
| Ability to allows bookings from Branch only, other Branches within area, all Pony Club members or non-members | | | | Based on the terms decided by the organiser rallies can be set as - Branch only, Area only, or open to any PC. This is then verified when a booking is made | ||
| Ability to copy rallies/events and update fields as required | | | | |||
| Ability to set up mandatory / optional questions to be completed on entry such as ability, tests passed etc | | | | |||
| Ability to use discount / voucher codes |  | | | Discount/voucher option not yet available. | Discount functionality to allow discounts and pack creation for bookings | |
| Ability to allow a "deposit" and then multiple payments for an event such as Camp | | | | If set up as a separate sessions/classes within the same event. Customers would have to make individual payments as required. | ||
| Ability to record "special requirements" for a member | | | | |||
| Ability to move booking to another event | | | | Needs upgraded version - Professional Package | ||
| Ability for payments to be collected on behalf of Branch and then passed to the Branch at an agreed time | | | | Organisers are always in control of their finances | Funds are transferred in lump sum to the branch |
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| Ability for payments to be passed directly to the Branch via Stripe | | | | Horse-Events pays merchant gateway fees for organisers it is not deducted from the entry fees | ||
| Ability to update achievements /tests in 3rd party system | | | | |||
| Ability to book ticket only (for non horse events) to include any questions ie food choices/ dietry requirements etc | | | | |||
| Ability to book any extra payments or preferences to the booking ie; pre paid catalogue, badges, pre paid postage etc | | | | |||
| Ability book sponsorship packages as required | | | | |||
| Ability to book trade stands where required | | | | |||
| Ability to book team events/classes | | | | Can also issue team times and results | Options to book; Team events, Team mangers to assign teams from account, Individual entries to be combined as team members. | |
| Ability to tailor any event - ask any question and limit answers as required | | | | Questions can be asked on event basis or individual item/class basis | ||
| Ability to collect commentator notes | | | | |||
| Option to attach external files ie videos/ images or documents as part of the order or entry level | | | | Custom Fields can be added on request to a booking form | ||
| Ability to add results and reporting of results | | | | Across multiple diciplines with a range of templates from basic ranking to % and timed round scoring (individual and team functionality) and live scoring! | upload results, add in url link |
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| Ability to print steward sheets with class entries in multiple formats | | | | Entry downloads can be accessed and downloaded at anytime into excel. The system links to Pony Club results so event reports can be downloaded from here | ||
| Option to add sort/start order for show jumping competitions | | | | Not just Showjumping multiple disciplines - Drag and drop facilites to move riders around, along with many other functionality options such as pinning combinations, adding breaks, notes, withdrawals and holding time, splitting classes and capturing riders from another class | ||
| Option for bespoke reports as required | | | | Paid for services | ||
| Option to print address labels or for competitor number labels | | | | Number template available | ||
| Option to email all or specific entrants per event or within database based on email templates taking into account GDPR preferences | | | | Does have the ability only to email within an event to the riders booked on that event via upload document feature - great for Camp itinerys, Showground/stabling maps etc | Auto emails for event postponing, newsflash, and cancelling an event can be made from the system. Emails can be accessed via the event entries page for organisers to email individually | |
| Option to add postal entries free of charge | | | | Requires upgrade | ||
| Ability to book stabling - to set up your options as required and associated reporting | | | | Lots of extra add ons availaible for events. Stabling, Party Tickets, Camping, Medical Fees, Bales etc | ||
| Ability to operate a waiting list for a rally and contact them if place becomes available | | | | *Waiting list available summer 2023* |
| Functions | Entrymaster | Horse Monkey | Horse Events | Entrymaster Additional Info | Horse Monkey Additional Info | Horse Events Additional Info |
|---|---|---|---|---|---|---|
| Website / remote Training | | | | Remote training available by email and hard copy | Chat support | |
| 121 Training | | | | 121 Training offered to all new clients. Evening group sessions weekly 7-8pm | Group and individual sessions will be coordinated along with supporting User Guide and Online Help articles | |
| Average turnaround to fix issues | SLA 12 hours | Difficult to establish this depends on the issue! | within 24hrs - Usually a lot quicker but depends what it is | |||
| Support hours | | | | Queries/Tickets can be raised 24 hours/7 days - SLA 12 hours | 9-5 Working Days | 9 - 6 - If evening support is required this can be requested via email and arranged |
| Dedicated support email - operating hours | | | | Queries/Tickets can be raised 24/7 | Chat available 24/7 - Office hours | Monday - Friday |
| Average turnaround to answer queries | Same Day | 24h | | Average 1.5h | within 24hrs - Usually a lot quicker but depends what it is |
| Functions | Entrymaster | Horse Monkey | Horse Events | Entrymaster Additional Info | Horse Monkey Additional Info | Horse Events Additional Info |
|---|---|---|---|---|---|---|
| No upfront service cost for use of system | | | | Base package is FOC to Organisers, upgrades packages are available for advanced features | ||
| Booking fee | | | | £1.20 Includes any number of entries per event | £1.50 Includes any number of entries per event | From 80p (Free for free rallies) |
| Transaction fee | | | | 1.5%+20p for standard UK cards | 1.5%+20p for standard UK cards | Horse Events pays these for the Branch |
| Payments to Branch Account | | | | Frequency established via Stripe Account which can be set to daily, weekly, monthly or custom | Frequency established via Stripe Account which can be set to daily, weekly, monthly or custom | Money held in Dedicated client account - cancellations, refunds and withdrawals managed for you |
| Bookings managed by Branch directly (inc all refunds) | | | | Organisers can edit and cancel bookings which will refund automatically based on the terms then choose | ||
| Bookings managed by 3rd party (inc all refunds etc) | | | | Additional 25p fee per transaction (not class entry) for booking management | Cost depends on requirement | Horse Events is a complete booking system and can do as little or as much as you want from adding events, being the event secretary dealing with competitor changes and queries and sorting withdrawal and refunds, as well as event times & stationary. |
| Ability to create free of charge rally | | | | No booking fee | No booking fee | No booking fee |
| Ability to create rally but handle payment separately (eg BACS to Branch) | | | | Requires Professional upgrade to enable the recording of "offline" transactions |
