Question 1

Frequently Asked Questions

Accepted Answer

Security & Data Protection

Q: How to schedule lessons using diary view

${frame}<a href="https://www.youtube.com/embed/dM8yWQ3yy_Q"></a> <ol> <li>Go to Employees in the left-side menu.</li> <li>Select Diary from the drop-down menu.</li> <li>Click the timeslot under the employee you want to schedule, then select "Activity".</li> <li>Select Activity.</li> <li>Fill in all required fields and any other relevant information. Activities can be saved as their own event or be linked to an existing event.</li> <li>Click on Save. </li> <li>You can use the drag-and-drop feature to quickly reassign the lesson to someone else or change the time.</li> </ol>

Q: How to add a new employee, contract labor, or vendor

${frame}<a href="https://www.youtube.com/embed/9g2MRR24xVg"></a> <ol> <li>Click Employees in the left side menu to open the Employee schedule view.</li> <li>Navigate to the Directory in the top left area of the screen. </li> <li>Once in the Directory view, click the Add New button in the top right corner. </li> <li>Select a type: Employee, Contract Labor, or Vendor.</li> <li>Fill in the mandatory fields and any other relevant information. You can add more details after adding the Employee, Contract Labor, or Vendor.</li> <li>Finally, click Save and Continue to save. A confirmation message will appear once the changes are saved.</li> </ol>

Where is Dot5 data stored?

All Dot5 data is securely stored on Amazon Web Services (AWS) cloud infrastructure. AWS provides high levels of security, reliability, and redundancy, helping ensure data protection and platform availability.

Is my data secure in Dot5?

Yes. Dot5 uses modern security practices and runs on Amazon Web Services (AWS), a globally trusted cloud infrastructure provider. Access controls, secure connections, and cloud security standards are used to help protect your data.

How often does Dot5 perform backups?

Dot5 performs automatic, daily backups to help ensure your data is protected and can be restored if necessary.

What happens if data is accidentally deleted?

If a user deletes an event, guest, or any other data, it is permanently removed and cannot be recovered. However, if data is lost due to a release or system update, it can be restored.

Does Dot5 encrypt data?

Yes. All communication between users, APIs, and backend systems is encrypted using HTTPS with TLS (Transport Layer Security). This ensures that all data transmitted between the browser and Dot5 servers is protected against interception or tampering.

Who owns the data stored in Dot5?

Clients retain full ownership of their data. Dot5 only stores and processes the information required to operate the platform.

Does Dot5 share or sell customer data?

No. Dot5 does not sell or share customer data with thir

Question 2

How to schedule lessons using diary view

Accepted Answer

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Go to Employees in the left-side menu.
Select Diary from the drop-down menu.
Click the timeslot under the employee you want to schedule, then select "Activity".
Select Activity.
Fill in all required fields and any other relevant information. Activities can be saved as their own event or be linked to an existing event.
Click on Save.
You can use the drag-and-drop feature to quickly reassign the lesson to someone else or change the time.

Question 3

How to create an event

Accepted Answer

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Step 1: Add Event types

(If you already have event types set up, skip to Step 2)

Go to Admin Settings in the left side menu.
Click Templates.
Select Events from the dropdown menu.
Click the New Event Type button in the top-right corner.
Fill in the details. You can create multiple event types and assign different colors for easier recognition.

Step 2: Create an Event

Once event types are set up, you can add events to your calendar in multiple ways:

Option 1: From the Dashboard

Click the Add new button in the top right corner of the screen or in the Events widget.
Select “Event”.
Fill in the event details.
Click Save and Continue. After saving, you can add Guests, Activities, Documents, and other data points to manage your event.

Option 2: From the Left-side Menu

Click the + next to Events in the left-side menu.
Fill in the event details.
Click Save and Continue.

Option 3: From Events Page

Click Events in the left side menu.
Push the Add New Event button in the top right corner.
Select Create Blank Event.
Follow the steps to fill in the event details and click Save and Continue.

Question 4

How to assign guests to spaces

Accepted Answer

You can manage room assignments and other space allocations either within an event or directly from the Spaces section.

From Events:

Go to Events in the left-side menu.
Select the event where you want to assign spaces.
Open the Spaces tab.
Click Reserve and complete the required details.
Go to the Guests tab or click + Assign Guests.

If reserving a parent space, select the guests by checking the boxes and assign a subspace to each.
If reserving a subspace, simply select the guests by checking the boxes.

A confirmation message will appear, and the reserved spaces and subspaces will be listed in the Spaces tab.

Note: If you reserve a space or subspace without assigning guests, you can return later and click the pencil icon next to it to add them.

From Spaces:

Go to Spaces in the left side menu.
Click Reserve and complete the required details.
Go to the Guests tab or click + Assign Guests.

If reserving a parent space, select the guests by checking the boxes and assign a subspace to each.
If reserving a subspace, simply select the guests by checking the boxes.

A confirmation message will appear, and the reserved spaces and subspaces will be visible in the Spaces Calendar.

Note: If you reserve a space or subspace without assigning guests, you can return later and click the pencil icon next to it to add them.

Question 5

How to organize your spaces

Accepted Answer

Start by creating your Space types and Subspace types. Before setting them up, think about how you want to organize your locations and how your team will use them. The system is flexible, so you can structure it in a way that fits your operation. Below are recommended examples:

1.

Space type: Lodging
Subspace types: Room, Suite Example: Space = Sunset House or River Rim Lodge Subspaces = Room 1, Blue Suite

2.

Space Type: Shooting Ground
Subspace Types: Stand, Peg, Range Bay, Target Area, Course Section, etc. Example: Space = Twin Peaks Subspaces = Range Bay 1, Stand 1, etc.

3.

Space type: Employee Areas
Subspace types: Storage, Maintenance Example: Space = Office, Warehouse Subspaces = Maintenance closet, storage room or other individual areas within that space

4.

Space type: Equestrian
Subspace types: Stall, Tack Room, Feed Room Example: Space = Barn, Arena Subspaces = Stall 1, Tack Room, Feed Room

You can also create other Space types such as Building, Field, Airport, Maintenance, Restaurant, Outdoor or any other that works for your business. Even if you don’t own these spaces, you can still include them to track and manage your operations effectively.

Question 6

How to add a new employee, contract labor, or vendor

Accepted Answer

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Click Employees in the left side menu to open the Employee schedule view.
Navigate to the Directory in the top left area of the screen.
Once in the Directory view, click the Add New button in the top right corner.
Select a type: Employee, Contract Labor, or Vendor.
Fill in the mandatory fields and any other relevant information. You can add more details after adding the Employee, Contract Labor, or Vendor.
Finally, click Save and Continue to save. A confirmation message will appear once the changes are saved.

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