Tutorials

MEETING NOTES:

• Session Recording and Sharing: Kylie confirmed that the session is being recorded and will be shared via email and posted on the website for review. They also mentioned that future sessions will be scheduled throughout the year to address various topics.
  • Recording Confirmation: Kylie confirmed that the session is being recorded and will be shared via email and posted on the website for review. This ensures that participants can revisit the session content at their convenience.
  • Future Sessions: Kylie mentioned that future sessions will be scheduled throughout the year to address various topics, including DNA-related topics. These sessions aim to provide ongoing support and information to members.
  • Accessing Recordings: Recordings of the sessions will be posted on the website, allowing members to review them at any time. This provides flexibility for members who may not be able to attend live sessions.
• Digital Beef Login and Account Information: Kylie explained the basics of logging into Digital Beef using the membership number and password. They also mentioned that if the password is forgotten, the office can reset it and email the credentials.
  • Login Process: Kylie explained that members can log into Digital Beef using their membership number and password. This is the primary method for accessing account information and managing herd data.
  • Password Reset: If a member forgets their password, they can contact the office to have it reset. The office will email the new credentials, ensuring members can regain access to their accounts promptly.
  • Website Navigation: Members can access Digital Beef through the Beefmasters.org website by selecting the Digital Beef tab. This provides a straightforward way to navigate to the login page.
• Profile Information and Preferences: Kylie discussed the general profile information available on Digital Beef, including name, herd prefix, holding brands, and the option to add a ranch logo. They also highlighted the auto-renew membership feature and the importance of paying invoices within 60 days to avoid being locked out of the account.
  • Profile Details: Kylie explained that members can view and update their general profile information, including name, herd prefix, holding brands, and ranch logo. This allows members to keep their account information current.
  • Auto-Renew Membership: The auto-renew membership feature automatically renews memberships and creates an invoice in the member's account. This helps members avoid late fees and ensures continuous access to Digital Beef services.
  • Invoice Payment: Invoices must be paid within 60 days to avoid being locked out of the account. This policy ensures timely payment and prevents disruptions in access to account features.
• Incomplete Work and Herd Management: Kylie and AJ explained how to access and manage incomplete work orders, herd information, and herd management features on Digital Beef. They demonstrated how to view and edit animal profiles, record cabs, and manage breeding agreements.
  • Accessing Incomplete Work: Members can access incomplete work orders through the Digital Beef interface. This allows them to review and complete pending tasks related to herd management.
  • Editing Animal Profiles: Members can view and edit animal profiles, including updating information such as breeding status and herd inventory. This ensures accurate record-keeping and management of herd data.
  • Recording Cabs: Members can record cabs, including weaning and yearling weights, through the Digital Beef system. This feature supports comprehensive tracking of animal growth and development.
  • Breeding Agreements: Members can manage breeding agreements, including natural breeding agreements, through the herd management features. This allows for detailed tracking of breeding activities and outcomes.
• Registrations and Transfers: Kylie provided a detailed walkthrough of registering a calf, including required and optional fields. They also explained the process of transferring animals, including validating buyer information and determining whether to print a certificate.
  • Calf Registration: Kylie explained the process of registering a calf, including entering required fields such as dam registration number, birth date, and sire registration number. Optional fields can also be filled for additional information.
  • Validating Information: Members must validate the information entered during registration to ensure accuracy. The system will flag any errors, allowing members to correct them before finalizing the registration.
  • Animal Transfer: Kylie explained the process of transferring animals, including entering the buyer's BBU number and transfer date. Members can choose whether to print a certificate for the transfer.
  • Printing Certificates: Members can opt to print certificates for transferred animals. This involves an additional fee, and the certificate will be mailed once the work order is paid.
• Embryo and Semen Certificates: Kylie explained the process of creating and transferring embryo and semen certificates on Digital Beef. They demonstrated how to purchase new certificates, add them to inventory, and transfer them to other members.
  • Creating Certificates: Kylie demonstrated how to create embryo and semen certificates by entering the bull's registration number, the number of certificates, and the member purchasing them. This adds the certificates to the member's inventory.
  • Transferring Certificates: Members can transfer embryo and semen certificates to other members by entering the recipient's BBU number. This updates the inventory and records the transfer.
  • Inventory Management: Members can manage their inventory of embryo and semen certificates, including tracking usage and transfers. This ensures accurate record-keeping of breeding materials.
• Preferences and Auto-Population: Donna and Kylie discussed the importance of setting preferences for brand type and location to auto-populate when registering animals. They acknowledged an issue with the type of brand not auto-populating and promised to address it with the programmer.
  • Setting Preferences: Members can set preferences for brand type and location in their profile. This information should auto-populate when registering animals, streamlining the registration process.
  • Auto-Population Issue: Donna and Kylie acknowledged an issue with the type of brand not auto-populating during registration. They promised to address this issue with the programmer to ensure accurate auto-population.
• Future Sessions and Support: Kylie announced plans for future sessions on various topics, aiming to have one every other month and eventually every month. They encouraged participants to reach out for support via phone or email and mentioned the new ticketing system for handling email requests.
  • Session Frequency: Kylie announced plans to hold future sessions every other month, with the goal of eventually having monthly sessions. These sessions will cover various topics to support members.
  • Support Channels: Members are encouraged to reach out for support via phone or email. The office has implemented a new ticketing system to handle email requests efficiently.
  • Ticketing System: The new ticketing system for email requests creates alerts for the staff, ensuring that member inquiries are addressed promptly and systematically.

FOLLOW-UP TASKS:

• Recording Palpation Results: Discuss with the programmer about adding a feature to record palpation results for each calf. (Kylie)
• Updating Brand Type: Work with the programmer to ensure the type of brand auto-populates correctly when registering multiple animals. (Donna)
• Prefix Change Request: Send an email to member services to request a change in herd prefix. (Belinda)
• Semen Usage Recording: Collaborate with the programmer to add an option for recording used semen in the inventory. (Kylie)
• Embryo Transfer Recording: Coordinate with the programmer to enable recording embryo transfers for commercial cows and registered animals. (Kylie)
• Updating Bull/Steer Status: Consult with the programmer to allow members to update the bull/steer status and add a separate steer castration date. (Kylie)
• Future Session on Reports: Plan a future session to go over creating and understanding reports in Digital Beef. (Kylie)