ReproRemind — User Manual

Welcome to ReproRemind. This guide explains, in plain language, everything the app does and how to use it day to day. You don't need to read it front to back — jump to the section you need.

Contents

1. What ReproRemind is
2. Getting started
3. Finding your way around
4. Your herd (cows)
5. Recording events at the chute
6. Tasks & reminders
7. Breeding protocols
8. Reports
9. Settings
10. Your team
11. The IVF / embryo-transfer module
12. For vets & repro experts
13. For platform admins
14. Plans & billing
15. Getting help

1. What ReproRemind is

ReproRemind is a breeding and reproduction record-keeper for cattle operations. You record what happens to each cow — when she's bred, checked for pregnancy, comes into heat, or calves — and the app does the math for you: it works out when the next step is due and reminds you and your team by text and email so nothing slips. It also handles the more advanced IVF / embryo-transfer workflow for operations that flush donors and transfer embryos.

Think of it as the spreadsheet you keep at the chute, except it remembers the follow-ups, texts your crew, and turns your records into useful reports.

Everyone who works your herd can share one account: the owner, ranch hands, and an invited vet or repro expert all see the same up-to-date picture.

2. Getting started

Creating your account

No matter how your account is created, you finish setup the same way: by clicking a secure "Welcome to ReproRemind — set your password" link we email you. There's no password to think up on the form — the emailed link is how you choose your password and sign in for the first time. The link expires after a short time for security; if it lapses, just use Forgot password on the sign-in page to get a fresh one.

• You sign up yourself at the ReproRemind website (/register). The form asks for your full name, email, mobile number (US +1), farm name, and farm address (city, state, and ZIP are required; street is optional). There is no password field on the form. As you type your farm name, the app shows a preview of your web address (subdomain) and checks whether it is available — the subdomain comes from your farm name; the farm name itself is stored exactly as you entered it. Text reminders are optional — a separate, unchecked checkbox lets you opt in to SMS; your phone number is still collected for account security even if you leave SMS off. If you arrived from the pricing page with a paid plan selected (?plan=…), that choice is saved on your farm while you finish signup — you still start on Free until Stripe checkout completes, then the plan activates when payment is confirmed. We email you a welcome message; click Set my password, choose a password, and you are sent to Stripe Checkout when you picked a paid tier (or to your dashboard on Free). Farm owners who signed up on Free alone may see a one-time Upgrade offer after setting their password; you can also open Upgrade anytime from the sidebar.
• A ReproRemind admin provisions your farm (owner-admin or platform manager). New herds are created through the same farmer fields as public signup (farm name, address, optional SMS opt-in). The default plan is Free; admins assign Complimentary or a paid tier only when intended. You receive a welcome email that names your farm; click Set my password to finish setup (paid plans may go to checkout after sign-in).
• Your farm owner adds you as a team member (farm hand, etc.). You'll get a welcome email that says you've been added to their farm — click Set my password, choose a password, and you're in.

However your account is created, all three paths meet at the same set-password email:

flowchart TD
  A[You sign up at /register] --> P[Set-password email]
  B[A ReproRemind admin provisions your farm] --> P
  C[Your owner adds you to their farm] --> P
  P --> SP[Click Set my password and choose a password]
  SP --> Paid{Paid plan selected?}
  Paid -- Yes --> CO[Stripe Checkout]
  Paid -- No --> DB[Your dashboard]
  CO --> DB

For security the set-password link expires after a short time; if it lapses, use Forgot password on the sign-in page for a fresh one. (Repeated forgot-password requests are rate-limited, so wait a moment between tries.)

Didn't get the email? Check spam, then contact support (see Getting help).

After your first sign-in

There is no separate setup wizard. When you sign in for the first time as a new farm owner, you go straight to your dashboard. From there:

1. Your web address — chosen at signup from your farm name (for example, smithranch.reproremind.com). You can review or change it under Settings → Domain.
2. Make it look like yours — under Settings → Branding, set an accent color, tagline, and logo.
3. Bring in your herd — under Cows, import from CSV, add cows by hand, or (if offered on your account) seed a demo herd to explore before importing your own records.
4. Invite your vet or repro expert — under Settings → Team; they use ReproRemind for free on every farm that invited them.

Upgrading from Free — if you are the farm owner (auth level 30) on the Free plan, use Upgrade in the sidebar to compare paid tiers and subscribe through Stripe. You may see a one-time upgrade prompt after setting your password; dismiss it anytime and upgrade later from the sidebar.

3. Finding your way around

The menu down the left side is grouped into sections. What you see depends on your role and your plan.

Farm

• Dashboard — your home base: what needs attention today.
• Tasks — everything that's due (today, tomorrow, and overdue).
• History — a searchable log of every event you've recorded.

Herd

• Cows — your full herd roster.
• Chute — the fast, touch-friendly screen for recording events while you're working cattle.
• Sessions — past breeding sessions.

Insights

• Reports — performance and operational reports.

IVF (only appears if your operation has the IVF feature turned on) — see section 11.

Account (sidebar shortcuts) — Profile, Notifications, Event types, Protocols, Team, Users, and Billing. More settings (SMS, Security, Branding, Domain, IVF, Danger zone) live in the Settings sub-menu — open Profile or click your name → Settings (see section 9).

Consultants (auth level 50+) also see All my farms under Farm.

At the bottom of the menu is your name. Click it for Settings, Billing, and Log out.

How the menus fit together

flowchart LR
  Sidebar[Left sidebar] --> Farm[Farm: Dashboard Tasks History]
  Sidebar --> Herd[Herd: Cows Chute Sessions]
  Sidebar --> Insights[Insights: Reports]
  Sidebar --> IVF[IVF section when enabled]
  Sidebar --> Account[Account shortcuts]
  Account --> SettingsNav[Settings sub-nav on Profile page]
  SettingsNav --> Personal[Profile SMS Security Appearance]
  SettingsNav --> FarmSet[Notifications Branding Domain IVF Billing Danger]

4. Your herd (cows)

Open Cows to see your whole herd. You can search and filter by status (open, bred, pregnant, calved) and by group.

Adding cows

• One at a time — add a cow and fill in her details: visual tag, electronic ID (RFID), registration number, date of birth, breed, sex, sire and dam, and which group she's in.
• In bulk — use Import from CSV on the Cows page. Upload a spreadsheet and the app brings the whole herd in at once (see the column guide below).
• Photos — you can attach a photo to a cow.

CSV import — what to put in your spreadsheet

Your file needs a header row. The only required column is the tag; everything else is optional. Column names are flexible — common alternatives (shown in parentheses) are recognized automatically.

Rows whose tag already exists (in your herd or repeated within the file) are skipped, so re-importing is safe. The import respects your plan's breeding-female cap — if the file would push you past your limit, nothing is imported and you're told how many more cows would fit.

A deleted cow's tag is free to reuse (see Removing a cow below), but a tag belonging to a cow still in your herd will be skipped on import.

The cow profile

Click any cow to open her profile. It's her complete story in one place: every event in order, the protocols she's enrolled in, her current status, and what's coming up next. You can export a single cow's history as a PDF — handy for sales or vet visits.

Removing a cow

Deleting a cow is reversible: her records are hidden but kept (with a note of who removed her and when), so an admin can restore her if it was a mistake. Her ear tag is freed right away, so you can reuse that tag number on a new animal — the common practice after culling. Final cleanup happens later, automatically.

Groups

Organize cows into groups (for example, by pasture, breeding pen, or pen) so you can filter and act on them together.

5. Recording events at the chute

This is the heart of ReproRemind. An event is anything that happens to a cow. You record it once, and the app schedules the right follow-ups automatically.

The Chute screen is built for the working environment: big buttons, quick tag entry, and one-tap event recording. You can also record an event from any cow's profile. Everything works on a phone or tablet.

Standard events

When you record a Bred event, ReproRemind automatically schedules the pregnancy-check reminder. Record a Preg check marked pregnant, and it tracks the calving window. You don't have to do the counting — the app does.

Fixing a mistake

Events are a permanent record — they aren't edited or deleted once saved, so the history always reflects what actually happened. To correct an entry, record a new event that sets things straight (for example, a fresh preg-check with the right result, or a Note explaining the correction). The cow's status follows her most recent events, so a corrected entry takes over from there. If you tap the same action twice by accident, don't worry — duplicate taps are recognized and won't double-record.

Breeding sessions

When you're breeding a string of cows in one go, start a breeding session to set a default sire, technician, and method once. Then each cow you breed during the session inherits those defaults — one tap per cow. End the session when you're done. Past sessions live under Sessions.

IVF events

If your operation uses IVF, four more event types appear for the right cows (donors or recipients): OPU, Heat check, CL check, and Embryo transfer. These are covered in section 11.

6. Tasks & reminders

Every event you record can create a task — a follow-up with a due date. Tasks show up under Tasks (and on your Dashboard), sorted so the most urgent rise to the top. Mark a task done when it's handled, snooze it, or reassign it to a team member.

How reminders reach you

ReproRemind sends reminders by email and text message so you don't have to keep checking the app. All times are in your farm's local time zone:

• Today's tasks — a morning digest (around 7 AM) of everything due today.
• Tomorrow's tasks — an evening digest (around 6 PM) so you can plan the next day.
• Calving watch — a morning summary of cows due to calve soon.
• Missed-step alerts — if a scheduled protocol step slips past its window, you get a heads-up (checked hourly, but never overnight — no 2 AM texts).

"I did it" links by text

Reminder texts and emails include a secure link. A ranch hand can tap I did it on a task — no login required. That sends a claim to the farm owner (or manager), who confirms in the app to mark the task complete. The record stays tied to a real signed-in user.

sequenceDiagram
  participant Hand as Ranch hand
  participant Link as Reminder link
  participant Owner as Farm owner
  Hand->>Link: Tap I did it
  Link->>Owner: Notification claim pending
  Owner->>Owner: Confirm or dismiss in app
  Note over Owner: Task marked complete only after confirm

Turning text reminders on

Texts are opt-in. Turn them on under Settings → SMS notifications, where you confirm your mobile number and agree to receive messages. You can reply STOP to any text to opt out, or HELP for help. (Account-security texts and reminders are separate, so you stay in control of what you receive.)

A few practical notes:

• The Free plan doesn't include text reminders (email still works); paid plans do.
• The Free plan includes one free vet seat and one free repro-expert seat (paid plans: unlimited consultant invites).
• Each farm has a generous monthly text allowance. If you're a heavy texter, the larger plans give you more headroom.

Choosing where reminders go

Under Settings → Notifications you decide, per type of reminder, whether it goes out by text, email, or both, and whether it arrives immediately or bundled into a daily digest. By default, reminders go to the farm owner; you can point any of them at a different phone or email.

7. Breeding protocols

A protocol is a standard, step-by-step breeding program — the kind your vet hands you on a sheet of paper. ReproRemind turns that sheet into automatic tasks. Enroll a cow, and the app generates a reminder for each step (insert CIDR, give the shot, breed, etc.) on the right day, and warns you if a step is missed.

Ready-made protocols

ReproRemind ships with the common industry programs, ready to use:

• 7-day CO-Synch + CIDR
• 5-day CO-Synch + CIDR
• MGA-PG (for heifers)

(IVF operations also get donor and recipient synchronization protocols — see section 11.)

Using and customizing protocols

Open Settings → Protocols to see the library. You can:

• Clone a ready-made protocol to make your own editable copy, or
• Create one from scratch.

Each protocol is a list of steps. A step has a name, when it's due (relative to the start day), and an acceptable window — how much leeway you have before it counts as "missed." That window is what drives the missed-step alerts.

Enrolling a cow

From a cow's profile (or the chute), choose Enroll in protocol and pick the program. ReproRemind lays out every step on the calendar and creates the reminders. As you record events, the matching steps get checked off automatically.

8. Reports

Open Reports for a menu of ready-made views. They fall into two buckets.

Operational — "what needs doing"

• Calving watch — cows due to calve soon.
• Preg-check due — cows ready for a pregnancy check.
• Recheck due — cows whose checks were inconclusive.
• Idle cows — cows with no recent activity that may need attention.
• Data quality — gaps in your records, so you can tidy them up.

Performance — "how am I doing"

• Herd snapshot — the state of the herd at a glance.
• Conception rate, services per conception, repeat breeders — breeding efficiency.
• Sire performance — how each sire is producing.
• Calving distribution — how tightly your calving season is bunched.

You can export cows, events, and tasks as CSV spreadsheets, and produce PDF summaries (a season summary, a single cow's history, a data-quality report). Filter exports by date range, event type, who recorded them, and sire.

Some performance reports are part of the paid plans; the Free plan includes the simpler views.

9. Settings

Open Settings from the bottom of the sidebar (or go to Profile). A left-hand list on every settings page links to all screens below. The main sidebar Account section is a shortcut to the most-used items; everything else is in that settings list.

About you

• Profile — your name, email, and password.
• SMS notifications — turn text reminders on/off and confirm your mobile number.
• Security — set up two-factor authentication (2FA) and recovery codes.
• Appearance — light/dark theme preferences.

About your farm

• Branding — your logo, accent color, tagline, contact details, and address.
• Domain — your subdomain (the web address your team uses).
• Notifications — where each kind of reminder goes, and immediate vs. digest (see section 6).
• Event types — turn the standard event types on/off and create your own custom ones (with their own label, icon, and color).
• Protocols — your breeding-program library (see section 7).
• Team & Users — invite consultants and manage the people on your account (see section 10).
• Billing — your plan, payment method, and invoices (see section 14).
• IVF — turn the IVF module on/off (paid plans with IVF enabled).
• Danger zone — delete your account. This asks you to type your farm's name to confirm; records are removed right away and permanently purged within 30 days. If you've been exploring with a demo herd, the danger zone is also where you reset the demo data to clear those sample cows before bringing in your real records.

10. Your team

ReproRemind is built for a crew. There are two ways to add people, depending on who they are.

Team members (your own staff)

Under Settings → Users, add people to the current domain — ranch hands, managers, owner-admins on the platform account, or staff on a vet/expert practice. Enter full name, email, optional mobile, and auth level (maximum is your own level: 80 can assign up to 80, 30 up to 30, and so on). They get a welcome email to set their password. Level 100 is reserved for the single platform super-admin.

Consultants (vet / repro expert)

Under Settings → Team, invite an outside vet or repro expert / AI tech by email. They join for free and can work across every farm that invited them. The difference:

• A vet records pregnancy checks, calvings, health notes, and other events on farms that invited them (you can revoke access anytime under Team).
• A repro expert / AI tech sees breeding schedules and leaves timeline notes on invited farms.

Invitations expire after a week; you can re-send one any time.

11. The IVF / embryo-transfer module

If your operation flushes donors and transfers embryos, the IVF module manages the whole cohort workflow. It appears in the left menu once IVF is enabled for your account (Settings → IVF, on paid plans). Cows are flagged as donors and/or recipients, which unlocks the right events and reports for each.

The IVF menu

• IVF home — your "what needs attention" dashboard: active cycles, lots waiting on lab results, cohorts drifting off schedule, and recipients needing a CL check.
• Cycles — plan and run a cohort (the core workflow, below).
• Calendar — a timeline of OPU dates, transfer dates, and follow-up checks.
• Embryo lots — what came out of each OPU, the lab results, and per-embryo inventory.
• Inventory — your embryo stock: fresh vs. frozen, by status.
• Donors, Recipients, Sires — performance and history for each role.
• Lot performance — conception rates and grade breakdowns by lot.
• Approvals — where a vet signs off on recipient synchronization before tasks go live.

The cycle workflow, step by step

1. Plan the cycle — under Cycles → New cycle, pick the OPU date, the donor, the recipient cows, and the donor and recipient protocols. ReproRemind back-calculates every step's date so the embryos and recipients line up, and creates all the tasks for you.
2. Record the OPU — on collection day, record an OPU event on the donor (oocyte count, follicles, sire, lab). The app can create the embryo lot for you automatically.
3. Enter the lab report — when results come back, open the lot under Embryo lots and record the viable count, grades, and whether embryos are fresh or frozen.
4. Sync the recipients — recipient protocols generate Heat check and CL check tasks. Your vet records those events; a recipient needs a confirmed corpus luteum to receive an embryo.
5. Transfer — record an Embryo transfer event on the recipient (fresh/frozen, side, donor/embryo, grade, technician). If a recipient isn't clearly eligible, the app flags it and lets you note an override reason.
6. Follow up — about a month later, ReproRemind prompts a pregnancy check on the recipient and tracks the result.

flowchart TD
  A[Plan cycle] --> B[OPU on donor]
  B --> C[Lab report on lot]
  C --> D[Recipient sync heat / CL checks]
  D --> E[Embryo transfer]
  E --> F[Preg check on recipient]

IVF events update the IVF workflow and tasks; conventional pregnant status on a recipient still comes from a Preg check event, same as any other cow.

12. For vets & repro experts

You use ReproRemind free, and you can serve every farm that invites you from one login.

Joining a farm

The farm owner sends you an invitation by email. Click the link, sign in (or set your password), and you're added to their account. You'll see the role they gave you — Vet or Repro expert / AI tech.

Your cross-farm dashboard

All my farms shows every farm that invited you, sorted by urgency — the ones with overdue and due-today work float to the top. Each card shows the farm's head count, last calving, and how many tasks are overdue, due today, and due tomorrow. Click Open farm to jump into that operation and record events on that farm while your invitation is active.

If you don't see any farms yet, you haven't been invited — ask the breeder to add you from their Settings → Team.

13. For platform admins

Owner-admins manage the platform itself. Your menu switches to the admin view.

• Dashboard — platform-wide metrics.
• Farms — every account on the platform; search, manage, and control access.
• Users — manage platform staff (owner-admins and other roles on the Platform domain, domain_id 1): full name, email, optional mobile (+1), and auth level up to your own (level 100 cannot be created here). New users receive a welcome email to set their password; use Reset password to email an existing user a Fortify reset link.
• Farm client users — use Step in on a farm, then Users (banner or Settings → Users in the farm sidebar) to manage that farm’s team only. New herds start via public signup at /register.
• Custom plans — set special pricing for large operations (over 750 head).
• Audit log — a filterable record of who did what, with CSV export.

Owner-admins and platform managers can impersonate a user to see exactly what they see for support — a banner shows when impersonation is active, and you can stop it at any time.

14. Plans & billing

Signups without a paid plan from marketing start on Free. Choosing a paid tier on the pricing page carries through registration; after you set your password, Stripe Checkout collects payment while the farm stays on Free until the subscription webhook confirms (you can use the app in the meantime). Failed payments are handled by Stripe notifications and messaging on your next login. Existing Free owners upgrade from Upgrade in the sidebar or Settings → Billing. Plans are sized by active breeding females (bulls, steers, demo cows, and culled, sold, or dead cows do not count toward the cap):

Annual billing is offered at a discount (roughly two months free). Paid plans include the full report suite, unlimited free consultant seats, and text reminders. The Free plan includes one vet seat and one repro-expert seat. Operations over 750 head get custom pricing — contact us. Every paid plan carries a 30-day money-back guarantee.

If a payment fails, you keep full access during a short grace period (about a week); after that the account becomes read-only (you can still view and export your data) until billing is sorted out.

How your account moves between billing states:

stateDiagram-v2
  [*] --> Free
  Free --> Checkout: Choose a paid plan
  Checkout --> Paid: Payment confirmed
  Paid --> Grace: Payment fails
  Grace --> Paid: Payment recovers
  Grace --> Lapsed: Grace window ends (~1 week)
  Lapsed --> Paid: Reactivate billing
  note right of Grace
    Full access during grace
  end note
  note right of Lapsed
    Read-only + export only
  end note

You can keep using the app while Stripe confirms a new subscription — the farm stays on Free until that confirmation lands, then the paid plan switches on automatically.

15. Getting help

• In-app: most pages have an empty-state or hint explaining what to do next.
• Email: reach support at support@reproremind.com — we answer every message.
• Text: reply HELP to any ReproRemind text for support contact info, or STOP to opt out.

ReproRemind — record it once, and we'll handle the follow-ups.