EDP Registration, Lesson Cancellation and Make-up Lesson Procedures
Scroll Down to #5 if you are looking for help with cancelling lessons and booking make-ups
1. Log-in to your Equine Office account: http://equineoffice.io
Your user name is your email that you registered with. If you forgot your password, click on "change/forgot password" to reset.
Can't log-in? Send us an email and we'll help you get into your account. New to Sagehill? email us at lessons@sagheillstables.com
All students can view the calendar by clicking on the orange button View Calendar to start looking at the proposed time-slots for Winter session lessons. See the description of levels in Step 4 to ensure you are looking for the correct level of lesson, and remember you need to arrive 30 minutes in advance to tack-up before your EDP lesson. The winter session will start Monday Jan 9th 2023.
Please read all the way through the remaining steps before proceeding with the deposit in Step 2.
2. Put a deposit on the upcoming lesson session:
Deposits are equal to the school horse fees for the session and, once you are confirmed in the program, deposits are non-refundable, even you if quit the program part way through. A separate invoice with lesson fees, tack fees and/or lease fees will be sent to you, with your deposit noted.
The deposits ensure that we will be able to maintain the health and well-being of the horses during the session even if students can't continue. Click here to see the Lesson Student Contracts on the private client page for more info on the deposits, make-ups lessons and your commitment to the number of lessons in a session. Ensure you have a signed copy emailed to lessons@sagehillstables.com
Example: Winter 2023 session is 10 lessons, so deposit is $24 x 10 lessons = $240 (PLEASE NOTE DEPOSITS DO NOT INCLUDE GST)
Don't worry, if we CAN'T find you a time-slot that works as we confirm the schedule, we will re-fund your deposit.
NOTE: boarders and staff do not need to purchase deposit packages, your package will be assigned to you. However, you must contact us via email so we can assign your package to your equine office account.
Making a Deposit Via Credit Card (note a 2.75% credit card fee will be added):
In your Equine Office account, select the desired program package to purchase:
*For Through the Eye of the Horse, Intro Programs, first time Parent and Me Participants, boarders and staff email us to book
Making a Deposit Via Etransfer:
Send us an etransfer to lessons@sagehillstables.com for $240. In the notes put deposit for Winter 2023 and note whether you are booking EDP private, semi-private or group lessons, or Advanced Parent & Me Program.
3. The office will assign you a package and change your permissions via Equine Office
Once we recieve your deposit, the next step is the office has to manually assign your package to your account to allow you to book lessons in the program you have purchased. This may take minutes if we are looking at the emails, or may take up to 24-hrs.
4.Booking into your First Choice Time-Slot
Book yourself into your first choice time-slot using the Book Lesson button on your Equine Office account. The Winter Session starts the week of Monday January 9th. Use the NEXT or BACK buttons to select the date range for the week of Jan 9 to Jan 15 2023. DO NOT book into the subsequent weeks - we will do this for you once we've confirmed that there are enough students to run the lesson and no other adjustments to the schedule need to be made
If no lessons show up/appear when you click on Book Lesson, then the office has not given you permission to book your time-slot yet. If it has been more than 24-hrs, please email us to let us know.
*NOTE: If you have not paid your 2022 fees, you will not be given permission to book lessons in 2023 until all invoices have been paid.
Time-slots have been based off the previous sessions schedule. Students wanting to book into the same time-slot as the previous session will be given priority. If you are looking for a lesson on a different day or time than you had last session, you can go ahead and book yourself into another coaches lesson or another time-slot - we will contact you if this isn't going to work. If you cannot book into the lesson you had in the previous session (i.e. it is already full), please contact us and we will fix the issue.
Ensure that you have signed up for an appropriate level for group lessons (note: level doesn't matter for private lessons):
NOTE: that semi-private lessons on the schedule are intended for students that have been in a semi-private lesson in the previous session. If you would like to switch to a private or semi-private lesson and you were previously in a group, please select one of the OPEN private lesson time-slots on the calendar, or contact us via email first to see what might work for you.
NOTE: Coach Jaime's lessons are by invite only for her continuing students. Please do not book into these lessons if you were not her student in the previous session. Coach Jaime's students have been assigned time-slots already so please select your assigned time-slot.
NOTE: Remember you will need to arrive at least 30 minutes in advance of your lesson time to catch your horse and tack-up. During the winter months, we do our best to assign horses on indoor board for lessons later in the evening.
Only book yourself into one lesson during the week of Jan 9 to Jan 15. IF the time-slot works and enough students register in your class, the office will book you into the subsequent weekly sessions for the rest of the session. If we cannot fill a group lesson with at least 3 people, we may have to move you to another time-slot. All time-slots are tentative and may need to be adjusted based on registration numbers.
If we are unable to fill a class or need to adjust a coaches schedule to remove gaps, ect., we will contact you to let you know your selected time-slot is going to be changed and let you know the alternatives available.
5. Cancelling Lessons & Booking Make-Ups
Students will be responsible for cancelling their own lessons if they cannot make it via Equine Office (no longer via email) and booking their own re-scheduled lessons.
How to cancel a lesson:
Under your Student Schedule in Equine Office, if you are cancelling with 4 hrs notice you will be able to:
**If you can, the stable would appreciate at least 24-hrs notice or more if you are going out of town, ect. Please note that joining other groups for make-up lessons is disruptive to the students in that group who are used to a certain number of students and level of ability. If we notice a succession of last minute cancellations and make-ups from a student (3 or more), we will ask to move you to a new time-slot OR ask you to upgrade to a private lesson package so as to cause less disruption to your group and the groups you are doing make-up lessons with.**
How to re-schedule a lesson you have cancelled:
If you have cancelled a lesson with at least 4 hrs notice, the program will re-issue the lesson back to your package (it will not be listed as a make-up lesson). Students are responsible for booking these lessons themselves.
To check how many lessons in your package you have left that ARE NOT scheduled yet, click on Packages (in the blue bar near the top of the page). If you have any lessons that have not been scheduled, it will be listed as the number of lessons left in your package).
To check how many make-up lessons you have been issued by the coach/barn, click on the orange View Make-Ups.
Make-up lessons in equine office are lessons that have been cancelled by your coach or the barn due to one of these reasons:
NOTE: If you want to upgrade to a private make-up, please email us to book for you ($15 additional fee for group lesson students, $5 additional fee for semi-private students). You won't be able to do these upgrades on Equine Office yet yourself.
NOTE: You may or may not be able to get your same coach for make-up lessons. Some coaches lessons are completely booked and it is difficult to schedule group make-ups with them. Sometimes we can book private make-up lessons with coaches if they are willing to commit extra time (email us to inquire). Not all coaches are willing to do this option however.
NOTE: If you have to cancel a lesson during the last week of the session and there are no make-up time-slots available, you will have to contact the office to see if your lesson can be booked over the break between sessions. If we can't figure out an option over the break, the lesson will not be refunded and will not be carried over into the next session. Upgrading to a private make-up may be necessary to book these make-ups.
Lessons rescheduled by the office due to coach/instructor illness, weather or event will be rescheduled by the office, likely over the break between sessions. If you cannot attend the make-up date, the lesson will not be refunded. Students will also have the option to book these make-ups themselves over the session as students will have the lesson added back to their package bank of lessons.
IF YOU ARE HAVING TROUBLE USING EQUINE OFFICE TO SCHEDULE AND BOOK MAKE-UP LESSONS FOR THE FIRST TIME AFTER READING THIS INFO, PLEASE EMAIL US AT LESSONS@SAGEHILLSTABLES.COM. WE WILL ARRANGE A PHONE MEETING SO WE CAN WALK YOU THROUGH THE STEPS! :)
Once we've finalized a schedule we will send out invoices with the remaining fees for the session.
1. Log-in to your Equine Office account: http://equineoffice.io
Your user name is your email that you registered with. If you forgot your password, click on "change/forgot password" to reset.
Can't log-in? Send us an email and we'll help you get into your account. New to Sagehill? email us at lessons@sagheillstables.com
All students can view the calendar by clicking on the orange button View Calendar to start looking at the proposed time-slots for Winter session lessons. See the description of levels in Step 4 to ensure you are looking for the correct level of lesson, and remember you need to arrive 30 minutes in advance to tack-up before your EDP lesson. The winter session will start Monday Jan 9th 2023.
Please read all the way through the remaining steps before proceeding with the deposit in Step 2.
2. Put a deposit on the upcoming lesson session:
Deposits are equal to the school horse fees for the session and, once you are confirmed in the program, deposits are non-refundable, even you if quit the program part way through. A separate invoice with lesson fees, tack fees and/or lease fees will be sent to you, with your deposit noted.
The deposits ensure that we will be able to maintain the health and well-being of the horses during the session even if students can't continue. Click here to see the Lesson Student Contracts on the private client page for more info on the deposits, make-ups lessons and your commitment to the number of lessons in a session. Ensure you have a signed copy emailed to lessons@sagehillstables.com
Example: Winter 2023 session is 10 lessons, so deposit is $24 x 10 lessons = $240 (PLEASE NOTE DEPOSITS DO NOT INCLUDE GST)
Don't worry, if we CAN'T find you a time-slot that works as we confirm the schedule, we will re-fund your deposit.
NOTE: boarders and staff do not need to purchase deposit packages, your package will be assigned to you. However, you must contact us via email so we can assign your package to your equine office account.
Making a Deposit Via Credit Card (note a 2.75% credit card fee will be added):
In your Equine Office account, select the desired program package to purchase:
- Winter 2023 Equestrian Development Program: Group Lessons
- Winter 2023 Equestrian Development Program: Semi-Private Lessons
- Winter 2023 Equestrian Development Program: Private Lessons
- Winter 2023 Advanced Parent & Me Program: Group Lessons
*For Through the Eye of the Horse, Intro Programs, first time Parent and Me Participants, boarders and staff email us to book
Making a Deposit Via Etransfer:
Send us an etransfer to lessons@sagehillstables.com for $240. In the notes put deposit for Winter 2023 and note whether you are booking EDP private, semi-private or group lessons, or Advanced Parent & Me Program.
3. The office will assign you a package and change your permissions via Equine Office
Once we recieve your deposit, the next step is the office has to manually assign your package to your account to allow you to book lessons in the program you have purchased. This may take minutes if we are looking at the emails, or may take up to 24-hrs.
4.Booking into your First Choice Time-Slot
Book yourself into your first choice time-slot using the Book Lesson button on your Equine Office account. The Winter Session starts the week of Monday January 9th. Use the NEXT or BACK buttons to select the date range for the week of Jan 9 to Jan 15 2023. DO NOT book into the subsequent weeks - we will do this for you once we've confirmed that there are enough students to run the lesson and no other adjustments to the schedule need to be made
If no lessons show up/appear when you click on Book Lesson, then the office has not given you permission to book your time-slot yet. If it has been more than 24-hrs, please email us to let us know.
*NOTE: If you have not paid your 2022 fees, you will not be given permission to book lessons in 2023 until all invoices have been paid.
Time-slots have been based off the previous sessions schedule. Students wanting to book into the same time-slot as the previous session will be given priority. If you are looking for a lesson on a different day or time than you had last session, you can go ahead and book yourself into another coaches lesson or another time-slot - we will contact you if this isn't going to work. If you cannot book into the lesson you had in the previous session (i.e. it is already full), please contact us and we will fix the issue.
Ensure that you have signed up for an appropriate level for group lessons (note: level doesn't matter for private lessons):
- POST INTO: completed the intro program, first time in the EDP program (will have assisted tack-up included with a coach or junior coach)
- NOVICE: completed a post-intro package, confident posting trot and just learning how to canter (will have assisted tack-up included with a coach or junior coach)
- INTERMEDIATE: confident canter, just starting to learn about collection, bending, and on the bit (catch and tack-up independently or assistance for a fee)
- ADVANCED: confident in collection, getting a horse on the bit and advanced movements (catch and tack-up independently or assistance for a fee)
NOTE: that semi-private lessons on the schedule are intended for students that have been in a semi-private lesson in the previous session. If you would like to switch to a private or semi-private lesson and you were previously in a group, please select one of the OPEN private lesson time-slots on the calendar, or contact us via email first to see what might work for you.
NOTE: Coach Jaime's lessons are by invite only for her continuing students. Please do not book into these lessons if you were not her student in the previous session. Coach Jaime's students have been assigned time-slots already so please select your assigned time-slot.
NOTE: Remember you will need to arrive at least 30 minutes in advance of your lesson time to catch your horse and tack-up. During the winter months, we do our best to assign horses on indoor board for lessons later in the evening.
Only book yourself into one lesson during the week of Jan 9 to Jan 15. IF the time-slot works and enough students register in your class, the office will book you into the subsequent weekly sessions for the rest of the session. If we cannot fill a group lesson with at least 3 people, we may have to move you to another time-slot. All time-slots are tentative and may need to be adjusted based on registration numbers.
If we are unable to fill a class or need to adjust a coaches schedule to remove gaps, ect., we will contact you to let you know your selected time-slot is going to be changed and let you know the alternatives available.
5. Cancelling Lessons & Booking Make-Ups
Students will be responsible for cancelling their own lessons if they cannot make it via Equine Office (no longer via email) and booking their own re-scheduled lessons.
How to cancel a lesson:
Under your Student Schedule in Equine Office, if you are cancelling with 4 hrs notice you will be able to:
- click on "cancel lesson" for the selected date on your schedule ("schedule" is in the blue bar near the top of the screen)
**If you can, the stable would appreciate at least 24-hrs notice or more if you are going out of town, ect. Please note that joining other groups for make-up lessons is disruptive to the students in that group who are used to a certain number of students and level of ability. If we notice a succession of last minute cancellations and make-ups from a student (3 or more), we will ask to move you to a new time-slot OR ask you to upgrade to a private lesson package so as to cause less disruption to your group and the groups you are doing make-up lessons with.**
How to re-schedule a lesson you have cancelled:
If you have cancelled a lesson with at least 4 hrs notice, the program will re-issue the lesson back to your package (it will not be listed as a make-up lesson). Students are responsible for booking these lessons themselves.
- Click on the orange "Book Lesson" button
- Find a date/time and skill level on the calendar that works for you
To check how many lessons in your package you have left that ARE NOT scheduled yet, click on Packages (in the blue bar near the top of the page). If you have any lessons that have not been scheduled, it will be listed as the number of lessons left in your package).
To check how many make-up lessons you have been issued by the coach/barn, click on the orange View Make-Ups.
Make-up lessons in equine office are lessons that have been cancelled by your coach or the barn due to one of these reasons:
- Lame horse
- Fall in the lesson with less than 30 minutes of ride time (yourself or someone else that requires you to quit the lesson)
- Unsafe horse (bucking, rolling or other reason that makes it unsafe for a student to ride, with less than 30 minutes of ride time).
- Note: A horse that is too fast or nervous is not considered an unsafe horse and the coach will work with a student to ride these more challenging horses (no make-up would be issued, this is for the benefit of the student. To become a better rider students need to learn how to ride more challenging horses)
- Other reason that the lesson may have to be cancelled with less than 4 hours notice by the barn (weather, coach illness or other unforeseen circumstance)
NOTE: If you want to upgrade to a private make-up, please email us to book for you ($15 additional fee for group lesson students, $5 additional fee for semi-private students). You won't be able to do these upgrades on Equine Office yet yourself.
NOTE: You may or may not be able to get your same coach for make-up lessons. Some coaches lessons are completely booked and it is difficult to schedule group make-ups with them. Sometimes we can book private make-up lessons with coaches if they are willing to commit extra time (email us to inquire). Not all coaches are willing to do this option however.
NOTE: If you have to cancel a lesson during the last week of the session and there are no make-up time-slots available, you will have to contact the office to see if your lesson can be booked over the break between sessions. If we can't figure out an option over the break, the lesson will not be refunded and will not be carried over into the next session. Upgrading to a private make-up may be necessary to book these make-ups.
Lessons rescheduled by the office due to coach/instructor illness, weather or event will be rescheduled by the office, likely over the break between sessions. If you cannot attend the make-up date, the lesson will not be refunded. Students will also have the option to book these make-ups themselves over the session as students will have the lesson added back to their package bank of lessons.
IF YOU ARE HAVING TROUBLE USING EQUINE OFFICE TO SCHEDULE AND BOOK MAKE-UP LESSONS FOR THE FIRST TIME AFTER READING THIS INFO, PLEASE EMAIL US AT LESSONS@SAGEHILLSTABLES.COM. WE WILL ARRANGE A PHONE MEETING SO WE CAN WALK YOU THROUGH THE STEPS! :)
Once we've finalized a schedule we will send out invoices with the remaining fees for the session.