Adding Team Members
This guide walks you through creating staff profiles and inviting team members to access EquineOps.
Understanding the difference between staff profiles and user accounts is essential for effective team management. A staff profile stores information about a team member, while a user account allows them to log in and use the system.
Quick Tip: Create staff profiles first, then invite users. This ensures accurate contact information and role assignment.
Before You Begin
Gather the following information for each team member:
Required:
- Full name
- Email address (required for system invitations)
- Role/position in your organization
Optional but Recommended:
- Phone number
- Specialization (Veterinarian, Farrier, Trainer, Groom, Manager)
- Emergency contact information
- Start date
- Notes about responsibilities or preferences
Staff Types Explained
Choose the appropriate staff type based on their primary responsibilities:
Veterinarian
Veterinary professionals who provide health services to your horses.
When to Use:
- Licensed veterinarians
- Veterinary technicians
- Veterinary assistants
- Mobile vet practices
Benefits:
- Links to health records and medical events
- Quick access to vet contact info during emergencies
- Track which vet performed each procedure
- Maintain vaccination and treatment history
Farrier
Hoof care professionals who trim and shoe horses.
When to Use:
- Professional farriers
- Hoof care specialists
- Farrier apprentices
Benefits:
- Links to farrier visit records
- Schedule recurring visits automatically
- Track trimming cycles and shoeing history
- Maintain farrier contact information and specialties
Trainer
Training professionals who work with horses on riding, behavior, and performance.
When to Use:
- Riding instructors
- Professional trainers
- Exercise riders
- Behavior specialists
Benefits:
- Assign training tasks and programs
- Track training sessions and progress
- Coordinate training schedules
- Document training methods and results
Groom
Staff members responsible for daily horse care, grooming, and maintenance.
When to Use:
- Grooms and groomers
- Stable hands
- Barn workers
- Stall cleaners
Benefits:
- Assign feeding and turnout tasks
- Track grooming schedules
- Manage stall cleaning rotation
- Monitor daily care completion
Manager
Barn managers and supervisors who oversee operations.
When to Use:
- Barn managers
- Assistant managers
- Farm managers
- Operations supervisors
Benefits:
- Oversee program execution
- Manage staff schedules
- Handle client communication
- Coordinate with service providers
- Access to management reports
General Staff
Team members who don’t fit specific categories but contribute to operations.
When to Use:
- Maintenance staff
- Administrative assistants
- Volunteers
- Part-time help
- Contractors
Adding a Staff Profile
Navigate to Staff Page
From your dashboard, click “Staff” in the main navigation menu. The Staff page shows all current team members.
Click “Add Staff Member”
In the top right corner of the Staff page, click the ”+ Add Staff Member” button to open the creation form.
Enter Basic Information
Required Fields
Required Information:
- First Name: Team member’s first name
- Last Name: Team member’s last name
- Email: Valid email address (required for system invitations)
- Position/Role: Their job title or position
Email Accuracy is Critical: The email address must be correct for system invitations to work. Double-check spelling before saving.
Select Staff Type
Choose the staff type that best matches their primary role:
- Veterinarian: Links to health records
- Farrier: Links to farrier visits
- Trainer: For training assignments
- Groom: For daily care tasks
- Manager: For operational oversight
- General: For other roles
You can change this later if their responsibilities change.
Add Contact Details
Include phone number and emergency contact information. This is especially important for staff who work alone or handle critical tasks.
Phone Number Tips:
- Use mobile numbers when possible
- Include area codes
- Verify numbers are current
- Mark preferred contact method in notes
Document Specializations
Use the specialization field to note:
- Certifications (Licensed Vet, Certified Farrier, etc.)
- Special skills (Lameness specialist, Natural hoof care, etc.)
- Languages spoken
- Areas of expertise
This helps match staff to appropriate tasks and horses.
Add Notes
Use the notes field to document:
- Work schedule or availability
- Horses they primarily work with
- Special responsibilities
- Preferences or requirements
- Training needs
- Performance notes
Save Staff Profile
Click “Create Staff Member” at the bottom of the form. The profile is immediately available for task assignment and program management.
Creating a staff profile doesn’t give them system access yet. Continue to the next section to invite them as a user.
Inviting Users to Join EquineOps
After creating a staff profile, invite the team member to access EquineOps:
Navigate to User Management
From the Staff page, find the team member you want to invite. Click the “Invite to EquineOps” button next to their name.
Alternatively, go to Settings → Team → Invite User.
Enter Email Address
Confirm the email address is correct. This is where the invitation will be sent.
Verify the Email: Invitations go to this address. If it’s wrong, they won’t receive access instructions.
Select User Role
Choose the appropriate role based on what they need to do:
Admin
Admin Role
Full system access including billing and settings.
Can:
- Manage all horses, staff, clients, programs
- Access billing and subscription settings
- Manage integrations and system settings
- Invite and remove users
- Delete records
Best For:
- Business owners
- Operations directors
- Primary system administrators
Limit This Role: Only assign to people who need full system control.
Send Invitation
Click “Send Invitation” to email the team member. They receive an email with:
- Welcome message
- Login instructions
- Link to create their account
- Your organization name
Invitations Expire: Invitation links are valid for 7 days. If they don’t accept in time, resend the invitation.
Team Member Accepts Invitation
The invited team member:
- Receives the email invitation
- Clicks the invitation link
- Creates their password
- Completes their profile
- Gains immediate access based on their role
Verify Access
After they accept, verify:
- They can log in successfully
- Their role permissions are correct
- They see appropriate horses and programs
- They understand how to use the system
Onboarding New Team Members
Help new team members succeed with proper onboarding:
System Orientation
Provide:
- Quick start guide or tutorial
- Overview of your barn’s workflows
- Explanation of their responsibilities
- Introduction to key features they’ll use
Show Them:
- How to view and complete tasks
- Where to find horse information
- How to add notes and observations
- Mobile app download and usage
Set Expectations
Clarify:
- Daily tasks and responsibilities
- How to handle urgent situations
- Communication protocols
- Data entry standards
Establish:
- When to mark tasks complete
- How to document issues
- Who to contact for questions
- Response time expectations
Training Resources
Share:
- Links to relevant documentation
- Your barn’s specific procedures
- Best practices and tips
Assign Initial Tasks
Start new team members with simple tasks to build confidence:
- Review horse profiles
- Complete basic tasks
- Add notes to familiar horses
- Practice using key features
Mobile First: Most barn staff work from their phones. Ensure they download the mobile app and understand mobile workflows.
Common Questions
Can I create a staff profile without inviting them to EquineOps?
Yes! This is useful for external contractors like veterinarians or farriers. Create their profile to link to records, but only invite them if they need system access.
What if I enter the wrong email address?
Edit the staff profile to correct the email, then resend the invitation. The old invitation will be invalid.
Can I invite multiple people at once?
Currently, invitations are sent one at a time. For large teams, plan invitation timing to manage onboarding effectively.
What if they don’t receive the invitation email?
Check:
- Email address spelling is correct
- Invitation didn’t go to spam folder
- Email provider isn’t blocking automated emails
- Resend the invitation if needed
Can I change someone’s role after they join?
Yes! Admins can change user roles at any time from Settings → Team → User Management.
What happens if someone leaves?
Mark their staff profile as inactive and remove their user access from Settings → Team. Their work history remains in the system.
Do I have to assign a staff type?
No, staff type is optional. However, it’s useful for linking profiles to specific records (vets to health, farriers to visits).
Best Practices
Before Adding Staff
- Collect accurate information
- Verify email addresses
- Decide on appropriate roles
- Plan onboarding approach
During Creation
- Use consistent naming conventions
- Complete all relevant fields
- Document specializations clearly
- Add useful notes
After Invitation
- Follow up to ensure they received it
- Provide onboarding support
- Verify access is working
- Give training and guidance
Ongoing Management
- Review staff profiles quarterly
- Update contact information promptly
- Adjust roles as responsibilities change
- Remove access for departed staff immediately
Next Steps
Now that you’ve added team members, you might want to:
Need Help?
Questions about adding team members? Contact our support team for assistance.