How to Set Up Automatic Records
Automatic Records write the routine entries for you. Set up a record once, such as 200 litres of water for a batch every day, and the app adds it on schedule.
Who it's for: farms that repeat the same feed, water or cost entry every day. Plan: Growth and above. Time: about 5 minutes.
Older versions of the app called this feature Recurring Records. It is the same feature.
What you need first
- A batch of animals to record against, or you can leave the record on no specific batch.
- The amount you record each time, such as litres of water or kilos of feed.
- A farm admin or manager login. Only they can create schedules in the app.
Step-by-step
Step 1: Open Automatic Records
On the Home screen, tap More. Open Planning & records, then tap Automatic Records. The number beside it shows how many schedules are active. A new farm shows "Nothing is recorded automatically yet".
Step 2: Choose what to record
Tap New Record, then Select record type. You can schedule Feed In, Feed Out, Water Consumed, Deaths, Expenses, Income, Vaccination or Medication. Egg and milk collection cannot be scheduled. Pick the type. For daily feeding, use Feed Out, as in our feed inventory lesson.
Step 3: Pick the batch and the amount
Tap Select Batch and choose the batch the record belongs to. Then tap Quantity per occurrence and type the amount, for example 200. The app records this same number every time the schedule runs. For Feed In and Feed Out, you also choose the feed before the quantity. For Expenses and Income, enter Number of units, Cost per unit and a Category instead.
Step 4: Choose how often and for how long
Tap Select Frequency. Daily runs every night. Weekly runs on Mondays and monthly on the 1st. Every Two Months, Quarterly and Yearly are also on the list.
Start Date is today by default and End Date is one year from today. Change either one if you need to. The form also shows a summary line of what the schedule will create.
Step 5: Save the schedule
Tap Save changes. The app warns you when records will be created right away ("Some records will be created right away"). If the schedule has a run day between the start date and today, saving creates those records at once, up to the most recent 365.
Step 6: See the records it creates
Your schedule is now on the Automatic Records list. Each card shows the type, how often it runs and how many records it has created so far. While the schedule is active, the app adds one more on each run day.
Open the schedule from the list to see how many records it has made (Records created). Then tap the Records tab at the bottom of the screen. Each record it wrote is there. These records look like the ones you type yourself, and your reports count them. Our farm record keeping guide explains what else to track.
Step 7: Change, pause or delete a schedule
To change a schedule, open it, tap the menu and tap Update. The same form opens with your values filled in. Change what you need and tap Save changes. New values apply from the next run, and records already made stay as they were.
To stop it for a while, tap the status on the card and choose Paused. Paused schedules fade on the list. Set the status back to Active when you are ready. To remove a schedule, tap the menu, then Delete. The app confirms that records it has already created are kept.
Common mistakes
- Expecting paused days to be filled in. While a schedule is paused, nothing is written. Missed days are not created when you resume.
- Forgetting the end date. A schedule stops after its End Date and is marked Completed. Set a later date if you want it to keep going.
- Trying to schedule eggs or milk. Only the eight record types on the list can be scheduled. Record eggs and milk by hand.
- Setting the wrong amount. The quantity is written every time. Use Update to correct it. Records already made are not changed.
Frequently asked questions
What are Automatic Records?
They are schedules that write a record for you, such as the same feed or water amount every day. You set the record once, and the app adds each one on its schedule. They appear with your other records.
Which plan do I need for Automatic Records?
Automatic Records are available on the Growth plan and above. On the free plan, the New Record button opens the plans screen instead.
What happens to old records if I pause or delete a schedule?
Records already created stay exactly as they were. While a schedule is paused nothing new is written, and the days it missed are not filled in when you turn it back on.
Who can set up Automatic Records?
Farm admins and managers see the New Record button and can update or delete schedules. Other team members can view the list.
