Sales Admin - Sale Checklist

Protocols

Confirm imaging protocols for this sale and how they drive submissions, validations, and notifications.

Not started

Confirm the imaging protocol set for this sale (e.g. Yearlings, Breeze Up, HKJC) and the required view counts.
Check the allowed timing for X-rays and scopes (maximum days before sale date) matches the Conditions of Sale.
Confirm which study types (X-rays, scopes, ultrasound, PDF reports) are included in analytics and trigger notifications.
Ensure client-name declaration settings are correct for the protocol (e.g. required before viewing X-rays or reports).

How-to video

Watch this short tutorial to see how to manage X-ray protocols for a sale.

Manage X-Ray Protocols

Sale configuration

Configure all core sale settings before submissions open, ensuring protocols and viewing and submission times are set up correctly.

Not started

Confirm sale time zone, sale dates, sessions, and lot ranges are correct.
Set submission and viewing windows so vets know when they can upload and when data becomes visible.
Assign imaging protocols (X-ray and scope) to the appropriate horse types and sessions for this sale.
Configure client-declaration requirements and Terms & Conditions URL vets must accept before viewing.

How-to videos

Use these tutorials to configure date ranges, visibility and required submissions for the sale.

Configuring X-Ray Commencement and Visibility Dates

Setting Sale Submission Date Range

Sale viewing date range for vets

Configuring Required Submissions for Sales

Notification contact details

Configure who receives notifications per consignor and lot, and which channels they use (Email, SMS, WhatsApp).

Not started

For each consignor, confirm primary and secondary contacts and ensure email address and mobile number are correct.
Configure notification channels per contact (Email, SMS, WhatsApp) for viewing alerts and submission updates.
Assign contacts to individual lots where specific owners or agents should receive analytics and viewing alerts.
Test at least one notification per channel to confirm delivery and link behaviour before the sale opens.

How-to video

Use this tutorial to contact consignors and confirm their notification settings.

Contact Consignors

Vet access

Manage vet clinic access for all current and future sales.

Not started

Review and approve pending vet access requests before viewing opens.
Pre-approve trusted vets for access to all future sales where appropriate.

How-to video

This tutorial walks through managing vet access requests and approvals.

Manage Vet Access Requests

Review submissions

Decide whether to auto-approve or manually review submissions.

Not started

Configure the sale for auto-approval or manual approval of submissions once basic checks pass.
For each submission, review X-rays, scope videos and reports individually before approving.
When denying a submission, leave comments for vets and consignors so they can correct and resubmit quickly.

How-to videos

Use these videos to review, approve or deny submissions.

Review Submissions

Approve Submissions

Deny Submissions

Sale analytics

Once viewing has started, access analytics for the whole sale and notify consignors with links to their horses.

Not started

Access sales analytics to review viewing activity across all horses.
Send consignors and their nominated contacts a personalised analytics link for just their horses.
Confirm that viewing notifications are triggering as expected for X-rays, scopes and reports.

How-to video

This walkthrough shows how to access and share sale-level analytics.

Sale Analytics

Sale results

Confirm that sales results are being updated and are visible in ThoroughRepository.

Not started

Confirm that results are importing correctly for each lot.
Spot-check a few horses to confirm that results and data visibility are updating correctly in the live catalogue.

How-to video

Watch this tutorial to manage sale results and confirm data visibility rules.

Manage Sale Results

Sale Admin – Pre-Sale Checklist

Protocols

How-to video

Sale configuration

How-to videos

Notification contact details

How-to video

Vet access

How-to video

Review submissions

How-to videos

Sale analytics

How-to video

Sale results

How-to video

Knowledge base

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