User Guide – Register Horse Name

1

Customer User Guide

Registering a Name

16/02/2018

v0.1

User Guide – Register Horse Name

2

Contents 1. Register Horse Name from Check Name Availability ................................................................................................................................................. 3

2. Registering a Name – Input Passport Number & Validate Selected Horse ................................................................................................................ 5

2.1 Registering a Name – Proposed Name Panel ...................................................................................................................................................... 8

2.2 Registering a Name – Customer Details............................................................................................................................................................. 10

2.3 Registering a Name – Review Application ......................................................................................................................................................... 11

3. Registering a Name from My Applications/Applications for Others/Reserved Names ........................................................................................... 13

4. Registering a Name Acceptance Criteria and Restrictions ....................................................................................................................................... 13

5. Registering a Name - Tracking My Applications ...................................................................................................................................................... 14

6. Registration of Name –Approved / Rejected ........................................................................................................................................................... 15

7. My Name Registrations ........................................................................................................................................................................................... 15

User Guide – Register Horse Name

3

1. Register Horse Name from Check Name Availability

• Name Availability search is available in the ‘Trainer Menu’ and under the Menu Heading of ‘Names”. If you are an Owner, please select

the Owner Menu where the same option will be available.

• Input choice of name and select to ‘Check Availability’

• If a name clears the provisional checks and is returned as available you will have the option to ‘Reserve Name’ or ‘Register as Horse

Name’

To register the name, select the option ‘Register as Horse Name’

• If the event that the choice of name is not available a list of alternative name choices will be displayed.

• To select one of these names, simply click on the name and then select to reserve or register it

• Alternatively, you can enter a new choice of name in the search bar

User Guide – Register Horse Name

4

Example of alternative name suggestions

To select an alternatives name just click on the

name and then select to either reserve or register

User Guide – Register Horse Name

5

2. Registering a Name – Input Passport Number & Validate Selected Horse • The option to Register a name is also available direct from the ‘Names’ menu

• Select the Trainer or Owner Menu and then select Register Horse Name from the Names menu

• You can also select to Register from ‘My Name Reservations’, My Application’ and ‘Applications for Others’. These will be covered in

more detail separately (Please see: 3. Registering a Name from My Applications/Applications for Others/Reserved Names)

• Upon selecting to Register a Horse Name, the first step will be to enter the passport number for the horse. This is required to validate

that the horse is within your care

• Input the passport number and select ‘Find Horse’

Example of Registration of horse name – input Passport Number

• The passport numbers can be found within the passports and are displayed in different places depending on the date of issue of the

passport

• For passports issued prior to 2017, they can be found on the front page of the passport

• Passports issued from 2017 onwards will show the passport number on page 2

User Guide – Register Horse Name

6

Example of location of passport number for a passport issued prior to 2016 for a GB/IRE bred horse (page 1)

Passport number

User Guide – Register Horse Name

7

Example of location of passport number for a passport issued 2017 onwards for a GB/IRE bred horse (page 2)

Passport number

User Guide – Register Horse Name

8

• The Registration of Horse Name screen is displayed upon successful validation of passport number, with the details of the horse

prepopulated in the top panel

• Details displayed as follow;

o Date of and year of foaling o Colour and sex of horse o Sire o Dam o Grandsire o Country of birth o Import/export details as applicable o Passport Number o Option to amend and re-input passport number by selecting ‘Wrong Horse’

Upon input of passport number, the system will validate the horse based on the details input

2.1 Registering a Name – Proposed Name Panel

• If you have entered the registration process direct from the main menu option, you will now see the Proposed Name panel where you

can enter your choice of name and check availability, or, select to enter a reference number for a reservation

• In the instance you started the process from check name availability, the name will already be pre-populated on the screen

• To amend the name choice, select ‘Change Proposed Name’

Select to re-input a

passport number

User Guide – Register Horse Name

9

Example of the proposed name panel when selected from the main menu option of Register Horse Name

Example of proposed name panel when selecting to register a name from Check Name Availability

Enter reference number to search for a

reservation by number

Select to amend name choice

Tick to confirm agreement with commercial significance statement

and if permission has been received

User Guide – Register Horse Name

10

• Once you have selected the name you wish to continue with, you are required to add further detail to support your application

o The meaning of the name – this is mandatory, you will be unable to continue until this is entered.

o The pronunciation of the name – this is an optional field.

o Public persons and names of commercial significance statement must be read, and the tick box selected to confirm agreement

o Option to notify if permission for the name has been obtained

o There will now also be an option to amend sex/colour of the horse (as applicable) in the ‘Selected Horse’ details panel

Amend selected horse details

2.2 Registering a Name – Customer Details

• This step requires the customer details to be selected, the system will always default to display the owner or trainer

• There is an option to select another customer. Trainers will be able to select customers who they have Authority to Act for, and Owners

can select an ownership that they are involved in as either a Partner, Syndicate/Club Manager, or Company Director

• The selected customer is the person that the name fee will be charged to

• To select a customer other than yourself click in the name field to view a list of options

• Use the quick search to search for a customer

• Use the scroll bar to navigate through the list of options

Select to update sex. Note: This will

only display if the horse is a colt

Select to

update colour

User Guide – Register Horse Name

11

Type the name of owner or use the scroll bar to search

• To continue with the application, select ‘Continue’

• Option to cancel registration process o Pop- up – Are you sure you wish to cancel o Yes, will cancel the registration process o No, will return the user to the screen

2.3 Registering a Name – Review Application

• Once you have selected your customer and continued, a review screen will be displayed for you to verify the correct details are present

prior to proceeding

• There are 3 panels of information to review

o Selected Horse – this shows the details of the horse as selected via input of passport number. To amend, select ‘Wrong Horse’

o Proposed Name – this shows the details of proposed name, meaning of the name and confirmation that the Public Persons and

names of commercial significance details has been agreed. It will also show (as applicable), if permission has been obtained. To

edit select ‘Edit Registration Details’

o Payment details – will always default to customers open spaces account.

• If you no longer wish to continue, simply ‘Cancel’ and the application will be cancelled.

• Once you have reviewed the details, you can select ‘Submit’ to complete the application

Click within this field to display further options

Type the name of the owner and search to help filter the list

Use the scroll bar to

navigate through the list

User Guide – Register Horse Name

12

• The screen will then display a summary of your application as per the Review screen with a green banner at the top which states the

application has been submitted to Weatherbys

• There is a link to ‘Return Home’ or to ‘Register Another Horse Name’

Example of the Review Screen

User Guide – Register Horse Name

13

3. Registering a Name from My Applications/Applications for Others/Reserved Names • Names can be registered direct from your list of reservations, applications or applications for others. (Note: to register a name from

applications the name must have been approved at reservation stage and a reference number issued)

• To select to register a name, click on the +icon against the applicable reservation record

• The ‘Select Horse’, passport input screen is displayed

• Input Passport Number and then follow the same steps as outlined in section 2. (Please see: 2. Registering a Name – Input Passport

Number & Validate Selected Horse)

Example of registering a name from ‘My Applications’

4. Registering a Name Acceptance Criteria and Restrictions • Names can only be registered for horses that are residing in Great Britain.

• You are required to have the horse’s passport to hand

• The markings are assumed to be up to date, and the horse can be identified from its passport. A microchip Number must also be

present

• If a passport number is entered for a horse that was foaled outside of GB you will not be able to proceed with the application and

will be presented with further information on how the name can be applied for.

Select to register

the name

User Guide – Register Horse Name

14

System has identified the passport number relates to a foreign bred horse and online naming cannot be undertaken

5. Registering a Name - Tracking My Applications • Applications that have been made will show on ‘My Applications’ dashboard. This can be accessed from the Names Menu.

• Information shown is as follows;

o Date – date the application was made

o Time – time the application was made

o Name – name applied for

o Horse – breeding of the horse

o Type – this will display as Regn (registration)

o Status – current status of the application

o Option to search by name

▪ Enter full name and click on the magnifying glass to return a direct name match

▪ For a more generic search enter a letter e.g. ‘A’, and click on the magnifying glass to return names beginning with the

letter ‘A’

User Guide – Register Horse Name

15

6. Registration of Name –Approved / Rejected • Once you have completed the application to register a name, it will go through further checks

• Each name is individually looked at and approved or rejected. If the name is rejected you will receive communication via letter or email

to inform you that this is the case

• If the name is approved, a naming label will be posted out for you to affix in the horse’s passport

• You can also track the status as outlined above in the Applications tracking dashboards, the status will update to ‘Registered’ if the name

is approved or ‘Rejected’ if the name is turned down

7. My Name Registrations • Recently registered names can be viewed in the My Name Registrations Dashboard. This can be accessed from the Names Menu and

Information shown is as follows;

• Date – date the name was registered

• Name –name that was registered

• Breeding – the breeding detail of the horse the name was registered to

Recently Registered Names