Sharing with Clients

Configure how clients see photos and videos of their horses through the client portal, balancing transparency with privacy.

Client portal media sharing keeps horse owners informed and engaged without constant manual photo updates. Understanding visibility controls ensures you share appropriate content while protecting privacy for all clients.

Overview

EquineOps provides automatic and manual media sharing options:

Automatic Sharing: Photos tagged with a client’s horses automatically appear in their portal

Manual Sharing: Explicitly share specific photos with selected clients

Privacy Protection: Clients can only see photos you’ve shared with them or of their horses

No Configuration Required: Basic sharing works out of the box

What Clients Can See

By default, clients viewing their portal can see:

Their Horses’ Photos

Any photo or video tagged with a horse assigned to their client profile:

• Daily care photos
• Training session videos
• Turnout and paddock photos
• Health documentation (if enabled)
• Show and competition media

Example: If Sarah owns “Luna” and “Jasper”, she automatically sees all photos tagged with Luna or Jasper.

Shared Event Media

Photos from events where their horses were involved:

• Show day photos (their horses + venue)
• Group activity photos
• Facility photos if marked for client viewing
• Barn update photos shared with all clients

Explicitly Shared Media

Photos you manually share with specific clients:

• Special occasion photos
• General barn updates
• Educational content
• Promotional materials

What Clients Cannot See

Clients cannot see:

Other Clients’ Horses

• Photos of horses not assigned to them
• Videos featuring only other clients’ horses
• Private documentation of other horses

Private/Internal Media

• Photos marked as “Staff Only”
• Internal documentation
• Behind-the-scenes operations
• Private facility photos

Untagged Media

• Photos not tagged with any horses
• Media not explicitly shared
• Administrative screenshots
• Staff training materials

Sensitive Content

• Injury documentation marked private
• Veterinary procedures (unless shared)
• Financial documents
• Staff-only communications

Client Portal Media View

When clients log into their portal, they see:

Media Gallery

Display Format:

• Grid view of all accessible photos/videos
• Organized by date (most recent first)
• Thumbnail previews
• Click to view full size

Filtering Options:

• Filter by specific horse
• Filter by date range
• Filter by event type
• Search by description

Individual Horse Profiles

Within Each Horse’s Profile:

• Media tab showing photos of that horse
• Organized chronologically
• Quick access to recent photos
• Training progress videos

Recent Updates Section

Dashboard View:

• Latest photos across all their horses
• Recent activity summary
• Notification of new photos

Enabling Photo Sharing for a Client

Manual Photo Sharing

Share specific photos with selected clients beyond automatic sharing:

Client Privacy Best Practices

Respect Individual Privacy

Never Share:

• Photos of other clients’ horses without permission
• Sensitive health information across clients
• Personal information in photo backgrounds
• Confidential documentation

Always Consider:

• Would this client want others seeing their horse?
• Does this photo reveal sensitive information?
• Is this appropriate for the intended audience?

Default to Conservative Sharing

When in doubt:

• Share less rather than more
• Ask permission for sensitive content
• Mark questionable photos as private
• Verify client preferences

Background Awareness

Review photos for background content:

• Other horses visible in background
• Facility conditions
• Staff or other people
• Sensitive equipment or areas

Edit if Needed:

• Crop to focus on subject
• Blur backgrounds
• Remove identifying information
• Annotate to add context

Health Documentation Sharing

Generally Private:

• Injury photos
• Veterinary procedures
• Medical treatments
• Sensitive conditions

Share Only When:

• Client specifically requests
• Veterinarian recommends
• Part of health monitoring plan
• Educational with consent

Sharing Scenarios

Scenario 1: Weekly Training Updates

Situation: You want to share weekly training progress with each client.

Approach:

1. Take training videos weekly
2. Tag with appropriate horses
3. Automatic sharing sends to owners
4. No manual intervention needed

Benefits:

• Consistent updates
• Clients feel connected
• Reduces “how’s my horse?” calls
• Demonstrates value

Scenario 2: Show Weekend Photos

Situation: Multiple clients’ horses attended a show. You have group photos and individual photos.

Approach:

1. Upload all show photos
2. Tag individual horse photos with specific horses (automatic sharing to owners)
3. Manually share group/venue photos with all attending clients
4. Send notification highlighting the event

Benefits:

• Each client sees their horse automatically
• All attendees see venue/event context
• Maintains privacy for non-attendees

Scenario 3: Injury Documentation

Situation: A horse has a minor injury. You photograph for vet consultation and owner information.

Approach:

1. Upload photos tagged with horse
2. Mark photos as “Private” or “Staff Only”
3. Manually share with horse’s owner only
4. Include message explaining situation
5. Share with veterinarian if consulting

Benefits:

• Owner stays informed
• Other clients don’t see concerning content
• Veterinarian can assess remotely
• Documentation preserved

Scenario 4: Facility Improvements

Situation: New arena footing installed. You want all clients to see the upgrade.

Approach:

1. Photograph new footing
2. Don’t tag with horses (general barn photo)
3. Share with all clients
4. Include message about improvements
5. Emphasize benefits to horses

Benefits:

• Demonstrates facility investment
• Builds client confidence
• Shares good news
• Marketing value

Scenario 5: Sensitive Health Case

Situation: A horse is recovering from surgery. Daily photo documentation needed, but owner requests privacy.

Approach:

1. Upload photos tagged with horse
2. Disable automatic sharing for this client
3. Manually share selected photos showing progress
4. Keep surgical/sensitive photos private
5. Share only positive progress updates

Benefits:

• Respects privacy request
• Documents recovery properly
• Shares appropriate updates
• Maintains trust

Client Communication About Sharing

Setting Expectations

During Onboarding:

• Explain photo sharing capabilities
• Ask client preferences
• Demonstrate portal media access
• Establish update frequency

Ask Clients:

• How often do they want photo updates?
• What types of photos do they prefer?
• Any privacy concerns?
• Notification preferences?

Gathering Feedback

Periodic Check-Ins:

• “Are you getting enough photo updates?”
• “Would you like more/fewer photos?”
• “Any specific moments you’d like captured?”
• “Is the portal easy to use?”

Adjust Based on Response:

• Increase/decrease frequency
• Focus on preferred content types
• Change notification settings
• Modify privacy settings

Promoting Engagement

Encourage Portal Use:

• Remind clients about portal access
• Highlight recent photos in communications
• Share portal features and tips
• Recognize clients who engage

Provide Value:

• Consistent, quality photos
• Timely updates
• Special moments captured
• Progress documentation

Managing Client Photo Requests

Handling Special Requests

“Can you send me photos?”

• Direct them to portal first
• Offer to share specific photos if needed
• Teach portal navigation
• Enable download if appropriate

“Can you take photos of [specific thing]?”

• Accommodate reasonable requests
• Document request preferences
• Set realistic expectations
• Deliver promptly when captured

“Can I share these photos on social media?”

• Clarify your sharing policy
• Grant permission if appropriate
• Request photo credit/tag
• Specify any restrictions

Photo Request Best Practices

Set Clear Policies:

• What you photograph routinely
• Special request process
• Turnaround times
• Sharing permissions

Communicate Policies:

• Include in client onboarding
• Document in agreements
• Post in client portal
• Remind periodically

Common Questions

Do clients automatically see all photos of their horses?

Yes, unless you disable automatic sharing for that client. Any photo tagged with their horse appears in their portal.

Can clients see photos of other horses in the background?

If the photo is tagged with their horse, yes. Crop or edit photos if other horses in background is a concern.

What if I accidentally share the wrong photo?

Unshare immediately:

1. Open the photo
2. Click “Manage Sharing”
3. Remove the client from sharing list
4. Photo disappears from their portal

Can clients download photos?

Only if you enable download permissions in their portal settings. Default is view-only.

Will clients be notified of every new photo?

Only if you enable notifications in their settings. You can choose real-time, daily, weekly, or no notifications.

Can I share photos via email instead of the portal?

Yes, but the portal is more efficient. You can export and email specific photos if requested.

What if a client doesn’t have portal access?

Create portal access for them or send photos directly via email. Portal is recommended for consistency.

Can clients comment on photos?

This depends on your EquineOps plan features. Check your plan or contact support.

Next Steps

Now that you understand client sharing, you might want to:

• Upload your first photos
• Set up client portal access
• Configure notification preferences
• Organize your media library

Need Help?

Questions about sharing media with clients? Contact our support team for assistance.