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HorsesManaging Horse Profiles

Managing Horse Profiles

Keep complete, accurate horse information with comprehensive profile management - from names and registration to photos and ownership.

Horse profiles are the foundation of your EquineOps system. Each profile contains all the information about a horse, including basic details, registration numbers, ownership, photos, and program assignments. Maintaining accurate profiles ensures smooth operations and complete historical records.

Quick Tip: You can update horse profiles anytime. Start with the essentials and add more details as you gather information or as needs change.

Overview

Each horse profile in EquineOps includes:

  • Names: Registered name, barn name, and display preferences
  • Registration Numbers: Support for multiple registries (USEF, USHJA, breed registries, etc.)
  • Basic Information: Breed, date foaled, color, sex, height, markings
  • Photos: Multiple photos with profile picture selection
  • Ownership: Link to one or more client owners
  • Programs: Feed, farrier, and health program assignments
  • Documents: Registration papers, health records, and other files

Let’s explore each aspect of profile management in detail.

Name Display System

EquineOps supports both registered names and barn names, giving you flexibility in how horses are displayed throughout the system.

Understanding Name Types

Barn Name

The barn name is the everyday name you use for the horse - what you call them around the barn, during training, and in casual conversation.

Examples:

  • “Buddy”
  • “Star”
  • “Blue”
  • “Princess”
  • “Thunder”

When to Use:

  • Short, easy to say and remember
  • Friendly and personal
  • What riders and staff call the horse
  • May be a nickname or shortened version

Why It Matters: Barn names make daily operations smoother. Staff can quickly identify horses, and communication is clear. “Bring in Buddy” is easier than “Bring in Conquistador’s Fancy Footwork.”

Display Preferences

EquineOps lets you choose how horse names appear throughout the system. You have three display options:

1. Registered Name Only

  • Shows: “Conquistador’s Fancy Footwork”
  • Best for: Show barns, formal operations, sales facilities

2. Barn Name Only

  • Shows: “Buddy”
  • Best for: Training barns, informal operations, young horse training

3. Both Names (Default)

  • Shows: “Buddy (Conquistador’s Fancy Footwork)”
  • Best for: Most operations - combines everyday ease with formal accuracy

Flexibility: You can set different display preferences for different horses. Show horses might display both names while training horses show barn name only.

Changing Name Display Preference

Open the Horse Profile

Navigate to the Horses page and click on the horse whose display preference you want to change.

Click “Edit Profile”

In the top right corner of the horse profile, click the “Edit” button.

Find Name Display Setting

Scroll to the “Name Display” section of the profile form.

Select Display Preference

Choose from the dropdown:

  • Both (default): “Barn Name (Registered Name)”
  • Barn Name Only: “Barn Name”
  • Registered Name Only: “Registered Name”

Save Changes

Click “Save Profile” at the bottom of the form. The new display preference takes effect immediately throughout the system.

System-Wide: The display preference you set affects how the horse appears everywhere in EquineOps - task lists, schedules, reports, search results, and more.

Registration Numbers

Track multiple registration numbers for each horse, supporting all major breed and competition organizations.

Supported Registries

EquineOps supports registration numbers from:

Breed Registries:

  • American Quarter Horse Association (AQHA)
  • The Jockey Club (Thoroughbred)
  • American Warmblood Society
  • American Paint Horse Association
  • Appaloosa Horse Club
  • Arabian Horse Association
  • Morgan Horse Association
  • And many more…

Competition Organizations:

  • United States Equestrian Federation (USEF)
  • United States Hunter Jumper Association (USHJA)
  • United States Dressage Federation (USDF)
  • United States Eventing Association (USEA)
  • Federation Equestre Internationale (FEI)
  • And more…

Other Organizations:

  • Microchip numbers
  • Insurance policy numbers
  • Passport numbers (international)

Adding Registration Numbers

Open Horse Profile for Editing

Click the horse’s profile, then click “Edit Profile”.

Find Registration Numbers Section

Scroll to the “Registration Numbers” section of the profile form.

Click “Add Registration”

Click the ”+ Add Registration” button to add a new registration number.

Select Registry Type

Choose the registry or organization from the dropdown:

  • Start typing to search (e.g., “USEF”, “Jockey Club”, “AQHA”)
  • Select the correct registry from the list

Enter Registration Number

Type the registration number exactly as it appears on official papers:

  • Include any dashes, spaces, or special characters
  • Double-check for accuracy
  • Leading zeros matter for some registries

Add More Registrations

Repeat steps 3-5 to add additional registration numbers. Many horses have multiple registrations:

  • Breed registry + USEF number
  • USEF + USHJA member number
  • FEI passport + national federation
  • Microchip + breed registry

Save Profile

Click “Save Profile” to save all registration numbers.

Verification: After saving, registration numbers appear on the horse profile and in the horse information summary. Verify they display correctly.

Uploading Registration Papers

Keep digital copies of registration papers with each horse profile:

  1. Access Documents: Go to the horse profile’s “Documents” tab
  2. Upload Papers: Click “Upload Document” and select registration paper files
  3. Label Clearly: Name files like “USEF Registration - Buddy” or “Jockey Club Papers - Blue”
  4. AI Extraction: EquineOps can automatically extract registration numbers from uploaded papers using AI

AI Magic: When you upload registration papers, EquineOps uses AI to automatically detect and extract registration numbers, saving you typing time and reducing errors. Review extracted numbers to ensure accuracy.

Basic Information

Maintain complete basic details about each horse:

Core Details

Breed

  • Select from extensive breed list
  • Important for registration, sales, and program planning
  • Examples: Thoroughbred, Quarter Horse, Warmblood, Paint, etc.

Date Foaled

  • Enter birthdate for precise age tracking
  • Or enter approximate age if birthdate is unknown
  • Affects feeding programs and training expectations

Color

  • Bay, chestnut, gray, black, etc.
  • Important for identification and showing
  • Include patterns (roan, dun, palomino, etc.)

Sex

  • Stallion, Mare, Gelding, or Other
  • Affects turnout groups and management decisions
  • Important for breeding records

Height

  • Measured in hands (1 hand = 4 inches)
  • Format: 16.2, 15.0, 14.3, etc.
  • Used for equipment fitting and showing divisions

Markings

  • Distinctive white markings (star, stripe, snip, socks, etc.)
  • Whorls and unusual patterns
  • Important for identification and insurance

Updating Profile Details

To update any basic information:

  1. Open the horse profile
  2. Click “Edit Profile”
  3. Update the relevant fields
  4. Click “Save Profile”

Changes are immediate and appear throughout the system.

Photo Management

Add multiple photos to each horse profile and select a profile picture that appears throughout EquineOps.

Adding Horse Photos

Open the profile of the horse you want to add photos to.

Access Photo Upload

Click the “Photos” tab or the “Add Photo” button on the profile.

Select Photos

Click “Upload Photos” and select image files from your computer:

  • JPEG, PNG, and HEIC formats supported
  • Multiple photos can be uploaded at once
  • Recommended minimum resolution: 800x600 pixels

Add Photo Descriptions (Optional)

For each photo, you can add:

  • Description or caption
  • Date taken
  • Tags or keywords (e.g., “conformation”, “show photo”, “jumping”)

Save Photos

Click “Save” to add photos to the horse profile.

Setting Profile Picture

The profile picture appears throughout EquineOps - in horse lists, search results, task assignments, and more:

  1. View Photos: Go to the horse profile’s “Photos” tab
  2. Select Photo: Find the photo you want as profile picture
  3. Set as Profile Picture: Click the “Set as Profile Picture” option
  4. Confirm: The photo now appears as the horse’s avatar throughout the system

Best Profile Pictures: Choose clear, well-lit photos showing the horse’s head or full body. Avoid action shots that might be blurry. Profile pictures work best when the horse is facing the camera.

Photo Best Practices

Recommended Photos:

  • Head shot for profile picture
  • Full body conformation photo (both sides)
  • Action shots (jumping, dressage, etc.)
  • Markings and identification photos
  • Show photos and awards

Organization Tips:

  • Add photos when horse joins your facility
  • Update photos annually or when appearance changes
  • Tag photos by type for easy filtering
  • Keep registration papers as documents, not photos

Linking Owners

Associate horses with client owners to track ownership, billing, and relationships.

Adding Owners

Edit Horse Profile

Open the horse profile and click “Edit Profile”.

Find Owners Section

Scroll to the “Owners” section of the profile form.

Add Owner

Click “Add Owner” and select a client from the dropdown:

  • Search by client name
  • If client doesn’t exist, click “Create New Client” to add them first

Set Ownership Percentage (Optional)

For horses with multiple owners, you can specify ownership percentages:

  • Full owner: 100%
  • Co-owners: 50/50, 60/40, etc.
  • Syndicates: Specify each member’s percentage

Add Multiple Owners

Repeat steps 3-4 to add additional co-owners. Many horses have multiple owners, especially:

  • Family shared ownership
  • Syndicate ownership
  • Lease arrangements
  • Partnership agreements

Save Profile

Click “Save Profile” to link the owners to the horse.

Co-Ownership Support

EquineOps fully supports horses with multiple owners:

What It Enables:

  • Multiple clients linked to one horse
  • Percentage ownership tracking
  • Separate billing to each owner
  • Shared access to horse information
  • Communication with all owners

Common Scenarios:

  • Mother and daughter co-own a horse
  • Three friends syndicate a horse
  • Trainer partially owns client horse
  • Lease arrangement with owner retaining ownership

Client Portal: When clients have access to the client portal, they can view information about horses they own or partially own. Co-owners all see the same horse information.

Changing Ownership

To update or change owners:

  1. Edit the horse profile
  2. Remove old owners (click the X next to their name)
  3. Add new owners using the process above
  4. Update ownership percentages if needed
  5. Save profile

Ownership changes are immediate and affect billing, client portal access, and reporting.

Program Assignments

Link horses to programs for automated scheduling and tracking:

Available Programs

  • Feed Program: Assign feeding schedules and supplements
  • Farrier Program: Schedule regular farrier visits
  • Health Tracking: Enable health monitoring and vaccination schedules

Assigning to Programs

From the horse profile:

  1. Go to the “Programs” tab
  2. Click “Assign to Program”
  3. Select the program type
  4. Choose specific program details (schedule, protocols, etc.)
  5. Save assignment

Programs generate automatic tasks and reminders based on schedules.

Managing Program Assignments

  • View Current Programs: See all programs on the horse profile
  • Update Programs: Change schedules or protocols as needed
  • Remove from Programs: Unassign if program no longer applies
  • Program History: View past program participation

Learn more in our Programs guide.

Profile Management Best Practices

Keep Profiles Current

  • Update information as it changes
  • Add new photos periodically
  • Review registration numbers annually
  • Verify owner information regularly

Complete Critical Information

Priority information to maintain:

  1. Barn name (required for daily operations)
  2. Owner (required for billing and communication)
  3. Basic details (breed, age, sex for management)
  4. Profile photo (for visual identification)
  5. Registration numbers (for show horses)

Use Consistent Formatting

  • Enter heights consistently (16.2 not 16h2)
  • Use full registry names, not abbreviations
  • Format registration numbers consistently
  • Use standard color names

Document Important Information

Use the “Notes” section for:

  • Special care requirements
  • Behavioral quirks
  • Historical information
  • Contact information for previous owners
  • Important dates or milestones

Next Steps

Now that you understand horse profile management, explore related topics:

Ready to update a horse profile? Navigate to any horse profile and click “Edit Profile” to get started!

Need Help?

Questions about managing horse profiles? Our support team is here to help:

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