Importing Your Data
The fastest way to get started with EquineOps is to import your existing horse data. Instead of manually entering each horse one by one, you can upload registration papers, Coggins tests, or a CSV spreadsheet — and EquineOps will use AI to extract the details automatically.
Most barns are fully set up in under 10 minutes by importing documents they already have on hand. AI extraction reads your papers and creates horse profiles, client records, and staff entries for you.
When Can You Import?
There are two ways to access the import feature:
- During onboarding — After creating your account and organization, EquineOps walks you through importing your data as part of the setup process. This is the easiest time to do it because there’s a guided wizard that handles everything step by step.
- Anytime from the sidebar — Click Import Data in the left sidebar under Settings to run the same import wizard again whenever you need to add more horses in bulk.
Both paths use the same import wizard, so the experience is identical.
What Can You Import?
Documents (Recommended)
Upload registration papers, Coggins tests, or other horse documents. EquineOps uses AI to read each document and extract:
- Horse details — name, breed, color, sex, date of birth, registration number
- Owner/client information — extracted from Coggins tests and registration papers
- Veterinarian details — from Coggins tests
- Test results — Coggins test dates, lab names, results, expiration dates
You can upload PDFs, photos, or images of your documents. The AI works best with clear PDFs but handles phone photos too.
CSV Spreadsheets
If you have horse data in a spreadsheet, you can upload a CSV file. EquineOps provides a downloadable template with the correct column format, or you can use your own CSV and map the columns during import.
Google Drive
If your documents are stored in Google Drive, you can import them directly without downloading first. Connect your Google account and pick the files right from your Drive.
Import During Onboarding
When you first set up your barn, the onboarding flow guides you through importing. Here’s what to expect:
Choose how to get your data in
After creating your organization, you’ll see options to import your data. You can upload files, connect Google Drive, or skip and add horses manually later. You can also connect QuickBooks at this point to sync your existing client list.
Upload your files
Drag and drop your files or click to browse. You can upload a mix of file types all at once:
- Registration papers (PDF or photo)
- Coggins tests (PDF or photo)
- CSV spreadsheets with horse data
EquineOps analyzes each file with AI and figures out what type of document it is and what information it contains.
AI analysis takes a few seconds per file. For a batch of 10-20 documents, expect about 30 seconds total. A progress indicator keeps you updated.
Review people (clients and staff)
EquineOps shows you the clients (horse owners) and staff (veterinarians) it found in your documents. For each person, you can:
- Confirm the extracted details are correct
- Edit names or other info if the AI got something slightly wrong
- Deselect anyone you don’t want to import
- Mark duplicates if someone already exists in your system
Review horses
Next, you’ll see all the horses found in your documents and spreadsheets. Just like with people, you can confirm, edit, or deselect. Each horse shows:
- Name, breed, color, and sex
- Registration number (if found)
- Which client/owner they belong to
- Which documents are linked to them
Link registration documents
If you uploaded registration papers or Coggins tests, this step lets you confirm which document belongs to which horse. EquineOps pre-fills this based on the AI extraction, but you can adjust the links if needed.
Invite clients (optional)
Optionally invite your clients to the EquineOps client portal, where they can view their horses, upload documents, and stay in the loop.
Import complete
EquineOps creates all the horse profiles, client records, staff entries, and document links in one go. You’re taken to your dashboard with everything ready to use.
Import from the Sidebar (After Onboarding)
Already past onboarding but need to import more horses? The same wizard is available anytime:
Open Import Data
Click Import Data in the left sidebar under the Settings section.
Upload and review
The process is the same as during onboarding — upload your files, review the extracted people and horses, link documents, and confirm.
New records are added
Imported horses and clients are added to your existing data. Nothing already in your system is overwritten.
Adding a single document later? You don’t need the full import wizard for that. Go to Documents in the main menu and click Upload Document to add one document at a time. The AI extraction works there too — just choose “Registration” or “Coggins” as the document type and EquineOps reads it automatically. Learn more in Uploading Documents and AI Document Extraction.
Tips for a Smooth Import
Prepare your documents
- Gather your Coggins tests and registration papers — these give EquineOps the most information to work with
- PDF format works best for AI extraction, but clear photos are fine too
- One document per file produces the best results
- If you have a spreadsheet with horse data, save it as CSV
During review
- Check the AI’s work — it’s highly accurate but not perfect, especially with handwritten documents or poor-quality scans
- Look for duplicates — if a horse appears in both a registration paper and a Coggins test, EquineOps detects this and lets you merge them
- Don’t worry about getting everything perfect — you can always edit horse profiles, client records, and document links after import
After import
- Browse your horses on the Horses page to make sure everything looks right
- Check Documents to verify all your files are linked to the correct horses
- Set up programs (training, health, feed, farrier) now that your horses are in the system
- Run another import anytime you get a batch of new horses
What Gets Created
When you complete an import, EquineOps creates:
| Record Type | Source |
|---|---|
| Horse profiles | Registration papers, Coggins tests, CSV data |
| Client records | Owners found in Coggins tests and registration papers |
| Staff records | Veterinarians found in Coggins tests |
| Documents | All uploaded files, linked to the correct horses |
| Coggins data | Test dates, results, lab info, and expiration tracking |
| Registration data | Registry, breed, color, registration numbers |
Frequently Asked Questions
Can I import more horses later?
Yes. Use Import Data in the sidebar to run the import wizard again anytime. Each import adds new records without affecting your existing data.
What if the AI extracts something incorrectly?
You review everything before it’s saved. During the review step, you can edit any field the AI filled in. After import, you can also edit horse profiles and documents normally.
Do I have to use the import wizard?
No. You can always add horses one at a time from the Horses page. But for getting 5 or more horses into the system, the import wizard is much faster.
What file types are supported?
- Documents: PDF, JPEG, PNG, HEIC, TIFF (up to 50 MB each)
- Spreadsheets: CSV files
- Google Drive: Any supported file type
Can clients import their own horses?
Yes. If you set up the client portal, clients can add their own horses and upload documents. Those documents also benefit from AI extraction.
Next Steps
- Uploading Documents — Learn about uploading individual documents with AI extraction
- AI Document Extraction — Deep dive into how the AI reads your documents
- Adding Your First Horse — Add horses one at a time instead
- Creating Your Account — Haven’t signed up yet? Start here
Need Help?
Having trouble with the import process? We’re here to help:
- Email: support@equineops.com