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Covering Records

Covering Records let you keep an internal log of the external mares that visit your standing stallions, and hand each mare owner a branded Covering Confirmation PDF for their own records. It sits alongside the rest of the Breeding module but is a purely internal, admin-facing tool — mare owners never see the record itself, only the PDF you choose to send them.

What It's For​

When a visiting mare is bred to one of your stallions, you usually need to note who the mare was, who owns her, how and when she was served, and whether she held. Covering Records give that a structured home instead of a notebook or a spreadsheet, and produce a tidy confirmation document the owner can keep or pass on to their vet or studbook.

The confirmation PDF is an internal stable confirmation, not an official studbook registration. Submitting the covering to a studbook is still done separately, outside the platform.

Where to Find It​

Covering Records live at /admin/covering-records, in the Stallions sub-navigation next to your stallion profiles. You can filter the list by:

  • Season (the year the covering took place)
  • Standing stallion
  • Pregnancy status

Adding a Record​

Open Add covering record and fill in what you know:

  • Stallion — one of your standing stallions
  • Mare — her name, and any of her UELN, microchip number, and studbook
  • Mare owner — name and address (this is what prints on the confirmation)
  • Service method — natural cover, AI fresh, AI chilled, AI frozen, or embryo transfer
  • Covering date(s) — you can record more than one service date for the same mare in the same season
  • Season year
  • Veterinarian and free-text notes, if relevant

Pregnancy status​

Each record carries a pregnancy status you update as the season progresses:

  • Recorded — the covering has been logged, no scan result yet
  • Confirmed in foal
  • Not in foal

Promoting an Insemination Inquiry​

If the covering started as a public insemination inquiry, you don't need to retype it. Once service is agreed, you can promote the inquiry straight into a covering record — the mare and owner details carry over, the inquiry is marked completed, and it's linked to the new record. This is one-way: an inquiry can only be promoted once.

The Covering Confirmation PDF​

From any record you can generate a Covering Confirmation PDF on demand. It is built fresh each time and is not stored on the platform.

The document is laid out on your stable's letterhead and includes:

  • Your stable's legal name, address, logo, VAT number, and accent colour
  • The stallion's details, including his pedigree, UELN, and microchip when known
  • The mare, her owner, the service method, and the covering date(s)
  • An explicit disclaimer that it is an internal stable confirmation and not an official studbook registration document

Send it to the mare owner however you normally correspond with them.

Availability​

Covering Records are part of the Stallion Profiles feature — the same PRO toggle that powers stallion profiles, Match My Mare, and insemination inquiries, described on the Feature Flags page. Within a stable that has it enabled, Covering Records are admin-only (super admins aside); staff and members don't see them.

What's Not Included​

  • Studbook submission or registration
  • Booking or payment for the covering
  • A per-stallion availability or booking calendar