Task Management

Learn how to create, organize, and track work items across your equestrian operation with EquineOps task management.

Tasks are the backbone of daily operations in EquineOps. Whether you’re scheduling training sessions, tracking medical treatments, or managing barn maintenance, tasks help you organize work, assign responsibilities, and ensure nothing falls through the cracks.

Overview

The task management system helps you:

• Organize Work: Create structured to-dos, training schedules, and treatment plans
• Assign Responsibilities: Delegate tasks to staff members and track completion
• Track Progress: Monitor what’s done, what’s overdue, and what’s coming up
• Automate Routines: Set up recurring tasks for daily, weekly, or monthly work
• Link to Horses: Associate tasks with specific horses for complete care tracking
• Customize Workflows: Create custom task lists for projects and special events

Core Concepts

What is a Task?

A task represents any work item that needs to be completed. Each task includes:

• Title: What needs to be done (e.g., “Lunge Buddy for 20 minutes”)
• Type: Training, Treatment, To-Do, or custom list
• Due Date: When it should be completed (optional)
• Assignee: Who is responsible (optional)
• Horse: Which horse it relates to (optional)
• Status: Pending or completed
• Notes: Additional details or instructions

Task Types

EquineOps provides three default task types that cover common equestrian workflows:

1. Training Tasks: Exercises, schooling sessions, and training activities
2. Treatment Tasks: Medical treatments, medication administration, therapeutic care
3. To-Do Tasks: General work items, maintenance, administrative tasks, and miscellaneous

Each task type helps categorize work and makes it easier to filter and find relevant tasks. Learn more about when to use each type in our Default Task Types guide.

Custom Task Lists

Beyond the default task types, you can create custom task lists for specific projects, events, or workflows. Custom lists are perfect for:

• Show preparation checklists
• New horse intake procedures
• Seasonal maintenance projects
• Special event planning
• Training program progressions

Custom lists give you complete flexibility to organize work your way. See our Custom Task Lists guide to get started.

Recurring Tasks

Save time by automating routine work with recurring tasks. Set up daily, weekly, or monthly tasks that generate automatically, such as:

• Daily feeding checklists
• Weekly stall deep cleaning schedules
• Monthly barn maintenance routines
• Regular medication administration

Recurring tasks ensure routine work never gets forgotten. Learn how to set them up in our Recurring Tasks guide.

Key Features

Creating Tasks

Create tasks from multiple places in EquineOps:

• Tasks Page: View all tasks and create new ones
• Horse Profiles: Create horse-specific tasks directly from profiles
• Dashboard: Quick task creation from the home screen
• Mobile App: Add tasks on the go

Assigning Tasks

Delegate work effectively:

• Assign tasks to specific staff members
• Leave unassigned for team-wide visibility
• Reassign tasks as priorities change
• Track who completed each task

Filtering and Searching

Find tasks quickly:

• Filter by task type (Training, Treatment, To-Do, or custom)
• Filter by assignee (see your tasks or a team member’s)
• Filter by horse (view all tasks for a specific horse)
• Filter by status (pending or completed)
• Filter by due date (overdue, today, this week, etc.)
• Search by task title or notes

Task Completion

Track progress as work gets done:

• Check off tasks to mark them complete
• View completion history and who completed each task
• See completion timestamps for accountability
• Review completed tasks in task history

Horse Association

Link tasks to horses for complete care tracking:

• Associate tasks with one or more horses
• View all tasks for a specific horse from their profile
• Track training progression over time
• Monitor treatment compliance
• Review historical care activities

Common Workflows

Daily Task Management

1. Morning Review: Check overdue and today’s tasks
2. Assign Work: Delegate tasks to staff for the day
3. Throughout Day: Complete tasks as work is done
4. Evening Check: Review what’s completed and what’s pending

Weekly Planning

1. Review Upcoming: Look at next week’s scheduled tasks
2. Plan Training: Schedule training sessions for each horse
3. Schedule Maintenance: Add routine maintenance tasks
4. Check Resources: Ensure you have what you need for upcoming work

Special Projects

1. Create Custom List: Set up a list for your project or event
2. Add All Tasks: Break the project into individual tasks
3. Assign Deadlines: Set due dates for each milestone
4. Track Progress: Monitor completion as the project advances

Best Practices

Task Titles

Write clear, actionable task titles:

• Good: “Lunge Buddy for 20 minutes - focus on transitions”
• Avoid: “Buddy needs work”
• Good: “Administer bute to Star - 1 gram in PM feed”
• Avoid: “Give Star medicine”

Include specific details so anyone can complete the task without additional questions.

Due Dates

Use due dates strategically:

• Time-Sensitive: Set due dates for medication, vet appointments, show prep
• Flexible Work: Leave due date blank for general maintenance that can be done anytime
• Recurring: Use recurring tasks for routine work with regular schedules

Assigning Responsibility

Assign thoughtfully:

• Specific Skills: Assign training tasks to qualified instructors
• Accountability: Assign to individuals for clear ownership
• Team Visibility: Leave unassigned for work anyone can do
• Coverage: Consider who’s working each day when assigning

Notes and Details

Add helpful context:

• Include specific instructions or requirements
• Reference related tasks or previous work
• Note any special considerations or cautions
• Link to relevant documents or resources

Organization

Keep tasks organized:

• Archive completed tasks regularly
• Review and update recurring task templates
• Clean up obsolete custom lists
• Use consistent naming for similar tasks

Task Visibility

Who Sees What?

Task visibility depends on user roles:

• Admins & Managers: See all tasks across the organization
• Staff Members: See tasks assigned to them and unassigned tasks
• Clients: See only tasks related to their horses (if client portal access enabled)

Privacy Considerations

• Treatment tasks may contain sensitive health information
• Training tasks may include proprietary training methods
• Consider visibility when adding notes or details

Next Steps

Now that you understand task management basics, dive deeper into specific features:

• Default Task Types - Learn when to use Training, Treatment, and To-Do tasks
• Custom Task Lists - Create custom lists for projects and workflows
• Recurring Tasks - Automate routine work with recurring schedules

Ready to get started? Navigate to the Tasks page in EquineOps and create your first task!

Need Help?

Have questions about task management? Our support team is here to help:

• Email: support@equineops.com