Team Management

Manage your barn staff, assign roles, and collaborate effectively with team members throughout your operation.

Overview

The staff management system in EquineOps helps you organize your team, define roles and permissions, and track who is responsible for various tasks and programs. Whether you have a small team or a large operation, keeping staff information organized improves communication and accountability.

Staff profiles serve as the foundation for:

• Task assignment and tracking
• Program responsibility (feed, farrier, health)
• Role-based access control
• Team communication
• Work scheduling and coordination

Why Track Staff?

Task Assignment: Assign specific tasks to team members and track completion. See who is responsible for feeding, turnout, grooming, and other daily activities.

Program Management: Designate which staff members manage feed programs, coordinate farrier visits, or handle health tracking. Clear responsibility improves program consistency.

Role-Based Access: Control what each team member can view and edit based on their role. Admins have full access, managers can oversee operations, and members handle day-to-day care.

Specialization Tracking: Identify veterinarians, farriers, trainers, and other specialists. Link their profiles to relevant records like health events or farrier visits.

Team Coordination: Know who to contact for specific horses or programs. Reduce confusion and improve response times.

Staff Types

EquineOps supports various staff specializations:

Veterinarian

Veterinary professionals who provide health services. Link vet profiles to health records, medication administration, and treatment plans.

Common Uses:

• Track which vet performed each exam
• View vet contact information from health records
• Assign health monitoring tasks to veterinary staff

Farrier

Farrier professionals who provide hoof care services. Link farrier profiles to farrier visit records and trimming schedules.

Common Uses:

• Schedule recurring farrier visits
• Track which farrier worked on each horse
• Maintain farrier contact information and specialties

Trainer

Training professionals who work with horses on riding, behavior, and performance development.

Common Uses:

• Assign training tasks and programs
• Track training sessions and progress
• Coordinate training schedules

Groom

Staff members responsible for daily horse care, grooming, and maintenance.

Common Uses:

• Assign feeding and turnout tasks
• Track grooming schedules
• Manage stall cleaning and barn maintenance

Manager

Barn managers, assistant managers, and supervisors who oversee operations.

Common Uses:

• Oversee program execution
• Manage staff schedules
• Handle client communication
• Coordinate with service providers

General Staff

Other team members who don’t fit specific categories but contribute to barn operations.

Role-Based Permissions

EquineOps uses a role-based permission system to control access:

• Admin: Full system access including billing and settings
• Manager: Manage horses, staff, clients, and programs
• Member: View and update horses, complete tasks, limited deletion
• Client: Portal-only access to view their own horses

See the Roles & Permissions guide for detailed information about what each role can do.

Inviting Team Members

Creating a staff profile doesn’t automatically give that person system access. To allow a team member to log in:

1. Create their staff profile with accurate email address
2. Invite them as a user with the appropriate role
3. They receive an email invitation to join
4. They create their account and can immediately start working

This separation allows you to maintain staff records for external contractors (like visiting vets) without giving them system access.

Common Tasks

Here are the most common staff management tasks:

• Adding Team Members - Create staff profiles and invite users
• Roles & Permissions - Understand access control and best practices

Best Practices

Keep Information Current

• Update staff contact information promptly
• Mark staff as inactive when they leave (don’t delete)
• Review staff assignments when responsibilities change

Use Appropriate Roles

• Minimize the number of Admin users
• Use Manager role for barn managers and supervisors
• Assign Member role to daily staff
• Reserve Client role for horse owners only

Clear Specializations

• Mark veterinarians clearly for health record linking
• Identify farriers for visit tracking
• Designate trainers for program assignment
• Use consistent naming conventions

Security First

• Only invite trusted team members
• Use strong roles for sensitive data access
• Review permissions regularly
• Remove access immediately when staff leave

Communication

• Keep emergency contact information up to date
• Document preferred communication methods
• Track staff availability and schedules
• Maintain clear chains of responsibility

Staff and Programs

Staff members can be assigned to manage specific programs:

Feed Programs: Designate who is responsible for feeding schedules, special diets, and supplement administration.

Farrier Programs: Assign who coordinates farrier visits, schedules appointments, and tracks hoof care.

Health Tracking: Identify who monitors health, administers medications, and communicates with veterinarians.

Clear program ownership ensures consistent execution and accountability.

Staff and Task Assignment

Assign tasks to specific staff members to:

• Create accountability for task completion
• Track who did what and when
• Balance workload across team members
• Identify bottlenecks and training needs

Staff can view their assigned tasks, mark them complete, and add notes about execution.

Need Help?

Questions about staff management? Contact our support team for assistance.

Next Steps

Now that you understand staff management, you might want to:

• Add your first team member
• Learn about roles and permissions
• Configure program management