Custom Task Lists

Go beyond the default task types with custom task lists - your solution for organizing project-specific work, special events, and unique workflows.

Custom task lists let you create specialized collections of tasks that don’t fit neatly into Training, Treatment, or To-Do categories. Think of them as folders for organizing related tasks around specific goals, events, or projects.

What Are Custom Task Lists?

Custom task lists are named collections of tasks that you create for specific purposes. Unlike the default task types (Training, Treatment, To-Do) that categorize individual work items, custom lists organize multiple related tasks into a cohesive checklist or workflow.

When to Use Custom Lists

Consider creating a custom list when you have:

• Project Work: Multiple related tasks with a common goal
• Special Events: Coordinated activities for shows, clinics, or audits
• Recurring Procedures: Step-by-step processes used repeatedly
• Seasonal Work: Time-specific activities like winter prep or spring turnout
• Training Programs: Progressive skill development over time
• Onboarding Workflows: Standardized procedures for new horses or clients

Custom Lists vs. Default Task Types

Understanding the difference helps you organize effectively:

Default Task Types (Training, Treatment, To-Do):

• Categorize individual tasks by nature of work
• Always available for any task
• Great for day-to-day, ongoing operations
• Filter view by type of work

Custom Task Lists:

• Group related tasks by project or goal
• Created for specific purposes
• Perfect for temporary projects or special workflows
• Track progress toward a specific outcome

You might use both! For example, a “Show Prep” custom list might contain Training tasks (“School course one more time”), Treatment tasks (“Give SmartCalm the night before”), and To-Do tasks (“Pack tack trunk”).

Common Custom List Examples

Here are popular custom lists used by EquineOps customers:

Show Preparation

“Regional Championships - Week of Sept 15”

Tasks might include:

• Review entries and ride times
• School courses at 3’3” on Monday
• Apply fly spray and sunscreen to grays
• Braid all manes Thursday evening
• Pack tack trunk with show equipment
• Load trailer Friday 5am
• Walk courses Friday 2pm
• Final grooming before first class

New Horse Intake

“New Horse Onboarding Checklist”

Tasks might include:

• Take photos for insurance records
• Record registration numbers and upload papers
• Schedule initial vet check and vaccinations
• Order custom halter and nameplate
• Assess training level - groundwork, under saddle
• Introduce to herd - paddock turnout plan
• Create feeding program and supplements
• Add to farrier schedule
• Set up tack locker and equipment

Seasonal Maintenance

“Winter Barn Prep - November”

Tasks might include:

• Install heated water buckets in all stalls
• Check all blankets - repair or replace damaged
• Order winter hay delivery
• Winterize outdoor wash rack
• Stock up on ice melt and traction sand
• Test backup generator
• Schedule blanket washing service
• Update emergency contact list
• Review winter weather protocols with staff

Training Progression

“Buddy - First Level Dressage Goals”

Tasks might include:

• Master 10m circles at trot and canter
• Develop consistent connection and throughness
• Establish medium trot across diagonal
• Practice simple lead changes through walk
• Improve suppleness in lateral work
• Memorize First Level Test 1
• School complete test with judge feedback
• Competition readiness assessment

Barn Renovation

“Arena Footing Replacement Project”

Tasks might include:

• Get quotes from three footing companies
• Schedule delivery and installation dates
• Arrange temporary riding space during work
• Notify clients of arena closure dates
• Move jump standards to storage
• Prepare arena - remove old footing
• Monitor installation progress
• Test and adjust new footing
• Schedule grand reopening ride

Client Experience

“Clinic with Olympic Trainer - March 20”

Tasks might include:

• Send clinic announcement to qualified clients
• Collect registrations and payments
• Schedule riding times - 45 min sessions
• Prepare arena - set up seating area
• Order lunch for participants
• Set up video recording for each rider
• Coordinate auditor seating
• Send thank you notes and video links

Creating a Custom Task List

Ready to create your first custom list? Here’s how:

Managing Custom Task Lists

Once you’ve created custom lists, here’s how to work with them effectively:

Adding Tasks to a List

Add tasks to your custom list in two ways:

From the List Page:

1. Open your custom list
2. Click “Add Task”
3. Task automatically associates with the list

From the Tasks Page:

1. Create a new task
2. In the task form, select your custom list from the “List” dropdown
3. Save the task

Viewing List Tasks

See all tasks in a custom list:

1. Go to the Lists page (/lists)
2. Click on your custom list name
3. View all associated tasks in one place
4. Check off tasks as they’re completed
5. Track overall list progress

Filtering by Custom List

From the main Tasks page:

1. Click the “Filter” button
2. Select “List” filter
3. Choose your custom list
4. View only tasks from that list

This helps you focus on a specific project without distractions.

Editing a Custom List

Update list details as needed:

1. Open the list from the Lists page
2. Click “Edit List”
3. Change name, description, or visibility
4. Save changes

Archiving Completed Lists

When a project is complete:

1. Open the finished list
2. Click “Archive List”
3. List moves out of active view but remains accessible in archives

Archiving keeps your Lists page focused on current projects while preserving historical records.

Deleting a Custom List

If you need to remove a list entirely:

1. Open the list
2. Click “Delete List”
3. Confirm deletion

Custom List Best Practices

Naming Conventions

Use consistent naming patterns:

Include Key Information:

• Project + Date: “Spring Classic Horse Show - May 10”
• Purpose + Subject: “Onboarding - New Horse Apollo”
• Activity + Timeframe: “Barn Renovation - Q2 2024”

Keep It Concise:

• Aim for 3-6 words
• Front-load the most important info
• Avoid abbreviations that might confuse team members

Task Organization

Structure lists for easy completion:

Logical Order:

• Arrange tasks in the sequence they should be completed
• Group related tasks together
• Put dependent tasks after their prerequisites

Clear Milestones:

• Break large projects into phases
• Add milestone tasks to mark completion of phases
• Use due dates to pace progress

Complete Details:

• Write each task as a specific, actionable item
• Include enough detail that anyone can complete it
• Add notes with context or special instructions

Template Lists

Create reusable list templates for recurring workflows:

1. Create Master List: Build a complete list with all standard tasks
2. Add Thorough Details: Include comprehensive instructions
3. Duplicate for Each Use: Copy the template when needed
4. Customize: Adjust dates, assignees, and specifics
5. Archive After Use: Keep your active list clean

Example template lists:

• “TEMPLATE: New Horse Onboarding”
• “TEMPLATE: Quarterly Barn Maintenance”
• “TEMPLATE: Show Preparation”
• “TEMPLATE: Vet Visit Coordination”

Progress Tracking

Monitor project completion:

• Review list progress regularly
• Update due dates if timelines change
• Reassign tasks if team members change
• Celebrate milestones and completion
• Document lessons learned for future similar projects

Team Communication

Use lists to coordinate team efforts:

• Share list link in team meetings
• Discuss progress during daily huddles
• Update task notes with important information
• @ mention team members in task comments
• Close the loop when lists are complete

Real-World Use Cases

Use Case 1: Horse Show Circuit

Challenge: Managing 8 horses showing over a 10-week circuit with complex schedules, multiple staff, and detailed prep requirements.

Solution: Created a custom list for each show:

• “WEF Week 1 - Jan 8-14”
• “WEF Week 3 - Jan 22-28”
• etc.

Each list contained:

• Pre-show preparation tasks (braiding, packing, shoeing)
• Travel logistics (trailer loading, departure times)
• Show day tasks (warmup times, course walks)
• Post-show tasks (unpacking, horse care, equipment maintenance)

Result: Nothing forgotten, smooth execution, clear accountability.

Use Case 2: Sale Horse Preparation

Challenge: Preparing 5 horses for annual sale, each requiring different training, presentation, and marketing activities over 3 months.

Solution: Created a custom list for each horse:

• “Sale Prep - Fancy Pants”
• “Sale Prep - Blue Moon”
• etc.

Each list contained:

• Training goals and sessions
• Professional photos and videos
• Marketing materials creation
• Physical presentation (clipping, shoeing, weight)
• Sale logistics and paperwork

Result: Each horse received appropriate preparation, professional presentation, successful sales.

Use Case 3: Barn Relocation

Challenge: Moving 40 horses and all equipment to a new facility over a 2-week period.

Solution: Created multiple custom lists:

• “Pre-Move Preparation”
• “Moving Day Logistics”
• “Post-Move Setup”
• “Horse Transport Schedule”

Lists included everything from canceling utilities to arranging quarantine protocols, with over 150 individual tasks across all lists.

Result: Complex move executed smoothly with no forgotten details or lost horses.

Troubleshooting

I can’t find my custom list

• Check if it was archived - look in the Archives section
• Verify you have permission to view the list
• Search by list name in the Lists page search bar

Tasks aren’t showing in my list

• Confirm tasks were assigned to the correct list
• Check if tasks were filtered out by status (completed vs. pending)
• Verify you have permission to view those specific tasks

I accidentally deleted a list

• Contact support immediately - we may be able to recover it
• Tasks are not deleted, just unlinked from the list
• You can recreate the list and reassign tasks if needed

Next Steps

Now that you understand custom task lists, explore related features:

• Recurring Tasks - Automate routine work within custom lists
• Default Task Types - Understand how task types work with custom lists
• Task Management - Return to the main task management guide

Ready to create your first custom list? Head to /lists in EquineOps and get started!

Need Help?

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

• Email: support@equineops.com