Photos & Videos
Capture, organize, and share photos and videos of your horses with powerful media management built for equestrian operations.
Overview
The media management system in EquineOps helps you document your horses’ lives through photos and videos. Whether you’re tracking training progress, sharing updates with clients, or building a visual history, organized media management keeps everything accessible and secure.
Media in EquineOps provides:
- Centralized storage for all horse photos and videos
- Organization by horse, event, and date
- Flexible tagging system for easy retrieval
- Automatic thumbnail generation
- Secure client portal sharing
- Mobile upload support
- Search and filtering capabilities
Why Manage Media in EquineOps?
Document Progress: Track training development, physical changes, and achievements over time. Visual records complement written notes and provide objective documentation.
Client Communication: Share photos and videos directly with clients through the portal. Reduce constant photo requests and keep clients engaged with their horses.
Marketing and Promotion: Build galleries of horses for marketing purposes, showcase facilities, and demonstrate your operation’s quality.
Health and Veterinary: Document injuries, swelling, movement patterns, and other health-related observations. Share visual information with veterinarians remotely.
Event Documentation: Capture shows, competitions, training sessions, and special occasions. Organize event photos for easy access and sharing.
Operational Memory: Create a visual history of your operation, horses, and team. Reference past situations when making decisions.
Key Features
Upload from Anywhere
Upload photos and videos from:
- Desktop computer (drag and drop or file picker)
- Mobile app (direct from phone camera or gallery)
- Tablet devices
- Any web browser
Mobile uploads automatically include date and location metadata when available.
Organization and Tagging
Keep media organized with multiple organizational tools:
Link to Horses: Tag photos with specific horses. View all media for a particular horse from their profile.
Event Tags: Categorize by event type:
- Training sessions
- Shows and competitions
- Veterinary visits
- Farrier appointments
- Turnout and paddock time
- Grooming and care
- Special occasions
Date-Based Organization: All media includes upload date and can include event date if different.
Custom Tags: Add custom tags for flexible organization (e.g., “winter 2024”, “new jump”, “colic episode”).
Thumbnail Generation
The system automatically creates thumbnails for:
- All photo formats (JPG, PNG, HEIC)
- Video first frames
- Quick loading in gallery views
- Preview in search results
Media Gallery
View your media library with:
- Grid view or list view
- Sorting by date, horse, or event
- Filtering by tags and horses
- Full-screen viewing mode
- Slideshow capability
- Batch operations (tag, share, delete)
Search and Filter
Find media quickly by:
- Horse name
- Date range
- Event type
- Custom tags
- Upload date
- Who uploaded it
Client Portal Sharing
Share photos and videos with clients automatically or selectively:
- Automatic sharing of their horses’ photos
- Event-based sharing rules
- Manual sharing of specific media
- Private/public visibility controls
- Download permissions
Privacy Built-In: Clients can only see photos of their own horses unless you explicitly share other media with them.
Supported File Types
Photos
- JPG/JPEG: Most common photo format
- PNG: High-quality images with transparency
- HEIC: iPhone photo format (automatically converted for compatibility)
- WEBP: Modern web format
Videos
- MP4: Most common video format
- MOV: iPhone and Mac video format
- AVI: Windows video format
- WebM: Modern web video format
File Size Limits: Maximum file size is 100MB per photo and 500MB per video. For longer videos, consider editing or using compression tools.
Storage and Security
Your media is stored securely with:
Encryption: All files encrypted in transit and at rest
Backup: Automatic backups to prevent data loss
Access Control: Role-based permissions control who can view, upload, and share media
Privacy Protection: Client isolation ensures they only see authorized media
Audit Trail: Track who uploaded and shared each file
Common Use Cases
Training Progress Documentation
Upload weekly videos of riding sessions to track:
- Gait improvements
- Jump form development
- Behavior changes
- Training milestones
Compare videos over time to measure progress objectively.
Client Updates
Share regular photos with clients to:
- Show daily activities and turnout
- Document training sessions
- Provide health updates with visual evidence
- Share special moments
Reduce “how’s my horse doing?” phone calls with proactive photo sharing.
Health Monitoring
Photograph:
- Injuries and swelling for vet consultations
- Hoof condition before/after farrier visits
- Body condition changes
- Movement abnormalities
Share directly with veterinarians or farriers for remote assessment.
Show and Competition Records
Capture and organize:
- Show photos by event and date
- Competition videos for review
- Ribbon and award photos
- Facility and venue documentation
Build a complete competition history for each horse.
Marketing Materials
Create galleries featuring:
- Horses for sale or lease
- Facility photos for website
- Training and care quality demonstration
- Testimonials and success stories
Mobile App Benefits
The EquineOps mobile app makes media management effortless:
Camera Integration: Take photos directly in the app and immediately tag with horse and event.
Gallery Access: Upload existing photos from your phone’s photo library.
Automatic Metadata: Location and date information included automatically.
Offline Upload Queue: Photos queue for upload when you regain internet connection.
Quick Sharing: Share photos with clients instantly from your phone.
No Email Required: Skip emailing photos to yourself to get them in the system.
Most barn staff prefer mobile upload because they always have their phones. This increases media documentation consistency.
Best Practices
Consistent Tagging
- Tag photos immediately after upload
- Use consistent event names
- Link to all horses in the photo
- Add context in descriptions
Regular Uploads
- Upload photos weekly rather than in bulk months later
- Take photos during routine care, not just special events
- Capture both wide shots and details
- Document ordinary days, not just highlights
Quality Over Quantity
- Take multiple shots, upload the best ones
- Avoid blurry or poorly lit photos
- Consider composition for professional appearance
- Delete duplicates and mistakes
Client Communication
- Share proactively, don’t wait for requests
- Explain what photos show
- Send variety (not just training shots)
- Respect client preferences on sharing frequency
Storage Management
- Periodically review and delete unnecessary media
- Archive old event photos if not needed in active view
- Compress large videos before upload when appropriate
Privacy and Sharing
What Clients See
By default, clients can see:
- Photos of horses assigned to their account
- Event photos they’re tagged in
- General barn photos marked for client viewing
What Clients Cannot See
Clients cannot see:
- Other clients’ horses
- Photos marked as private or internal
- Staff-only documentation
- Behind-the-scenes operational photos
Sharing Controls
You control:
- Which photos are visible to all clients
- Which photos are private to specific clients
- Whether clients can download photos
- Whether clients receive photo notifications
Review Sharing Settings: Periodically audit what’s shared with clients to ensure appropriate content and privacy.
Common Tasks
Ready to start managing your media? Check out these guides:
- Uploading Photos & Videos - Step-by-step upload instructions
- Organizing Your Media Library - Tagging and organization strategies
- Sharing with Clients - Configure client visibility and sharing
Need Help?
Questions about media management? Contact our support team for assistance.
Next Steps
Get started with media management: