Client Management

Manage client relationships, track horse ownership, and provide portal access to keep clients informed.

Overview

The client management system helps you:

• Maintain client contact information
• Track which horses belong to which clients
• Provide clients with portal access to view their horses
• Import client data from QuickBooks
• Communicate with clients effectively

Key Features

Client Profiles

Each client profile includes:

• Contact information (name, email, phone, address)
• Associated horses
• Account notes
• Portal access settings
• QuickBooks customer link (if integrated)

Client Portal

Give clients self-service access to:

• View their horses’ information and activity feed
• See program schedules (health, farrier, feed)
• Review health records and documents
• View photos and media updates
• Add their own horses (when enabled)
• Upload documents like Coggins tests and registration papers
• Receive notifications

QuickBooks Integration

When connected to QuickBooks:

• Import customers as clients automatically
• Keep contact information synchronized
• Link expenses to clients
• Streamline billing

Common Tasks

• Adding Clients - Create new client profiles
• Client Portal Access - Set up and manage portal access
• Importing from QuickBooks - Sync QuickBooks customers

Client Portal Benefits

For You:

• Reduces time spent on client updates
• Provides 24/7 information access
• Creates transparency and trust
• Improves client satisfaction

For Clients:

• Check on their horses anytime via the Activity Feed
• Review schedules and health records
• See photos and updates
• Add horses and upload documents (when enabled)
• Complete quick 3-step onboarding
• Feel more connected to their horses

Best Practices

Accurate Information

• Keep client contact information up to date
• Verify email addresses before granting portal access
• Document client preferences and special requests

Portal Access

• Enable portal access for interested clients only
• Provide clear instructions for first-time access
• Set appropriate permissions based on client needs

Communication

• Use portal access to reduce phone/email inquiries
• Still provide personal updates for important matters
• Encourage clients to use portal for routine information

QuickBooks Sync

• If you use QuickBooks, enable customer sync
• Keep QuickBooks as the master for contact info
• Review imported clients for accuracy

Security and Privacy

EquineOps takes client data security seriously:

• All data is encrypted in transit and at rest
• Clients can only access their own information
• Two-factor authentication available
• Audit logs track all portal access
• Compliance with data protection regulations

Need Help?

Questions about client management? Contact our support team.