Every screen, in plain words.

Which app is which

Three doors into one barn. Everyone signs in with the same account, and a change made through any of them shows up in the others straight away.

Boarders don't use the EquiPortal app. A boarder sees their barn inside EquiAware, or at portal.equiportal.app/my-barn on any phone. Riders will find the same EquiAware chapters, on their own, at equiaware.com/guide.

Which version you have

In EquiAware: Profile → gear → scroll to the bottom of Settings. In the EquiPortal app: Settings → Help & Feedback, which shows the version on the first card. The web is always current; there is nothing to update.

App	Version	What it added
EquiAware	1.12 (43 and later)	Push notifications. Leaving a barn from Settings. The barn page scrolls to its end on every phone.
EquiAware	1.12 (40)	Buying and requesting barn extras. Editing and cancelling a request. Horse people and turnout on a horse's card.
EquiPortal app	1.1 (7 and later)	Push notifications for announcements and emergency alerts.
EquiPortal app	1.1 (6)	Barn switcher, the alerts inbox, requests, hours, care rounds, stall and room spots.
EquiPortal web	Current	Horses list in barn order, stall by stall, and sort by turnout or name. A horse's card says where, when and with whom it goes out, and has a Personality & quirks section. Owner notes on a horse show what they're about and which provider they name, and can be filtered by that. Ticking urgent on an announcement now selects email, text and push together.

If a feature described here is missing on your phone, you are on an older build. TestFlight users: open TestFlight and install the latest. App Store users: update from the App Store.

EquiAware · Getting started

Riders and horse owners, on iPhone and Apple Watch.

Creating an account

Open the app and choose Sign in with Apple or Create Account with an email and password. Accept the terms, then the app walks you through the setup that matters most: your profile, your emergency contacts, and location access for ride tracking.

Your account is shared with EquiPortal. If a barn has invited you as staff, or given you a boarder code, the same email and password work everywhere.

The free trial and Premium

Every new account gets fourteen days of Premium. When it ends the app stays fully usable on the free tier; Premium features show a prompt when you tap them and you can subscribe from there, monthly or yearly, through the App Store.

The five tabs

• Dashboard — your horses at a glance, recent rides, upcoming appointments, health alerts, and your barn section if you board somewhere on EquiPortal.
• Rides — start a ride, review past ones, find trails.
• Schedule — appointments and care due dates.
• Learn — lessons and badges.
• Profile — you, your horses in detail, and the gear for Settings.

EquiAware · Horses

Adding a horse

Profile → Add horse. Name, breed, age, a photo, and anything else you want on the card. Give a birth year instead of an age and the age keeps itself up to date. Everything you record about a horse — rides, care, notes — hangs off this card.

Sharing a horse with someone

Open the horse and choose Share. Enter the other person's email. They get an email with a link and, if they already use EquiAware, a notification on their phone. Once they accept, they see the horse and its records and can add care notes of their own. You remain the owner and can remove them at any time from the same screen.

If someone has shared a horse with you, it appears under Pending invites — tap the notification, or open the link from the email. You can accept even if you signed up with a different email address than the one they used.

EquiAware · Rides & safety

Tracking a ride

Rides → Start ride, pick the horse, and go. The app records your route, distance, speed and time, with the screen off and the phone in a pocket. Pause and resume as you like. When you stop, name the ride and save it; the route is drawn on a map with colour for speed.

Your ride keeps recording if the app is interrupted. If the phone restarts or the app is closed mid-ride, it picks up where it left off the next time you open it.

Apple Watch

Start a ride from the watch and it lands on your phone automatically, saved as a workout in Apple Fitness too. The watch also runs fall detection while you ride.

Fall detection and emergency contacts

With a ride running, a hard fall triggers an alarm on the watch and the phone with a countdown. If you don't cancel it, your emergency contacts are texted your location. Add contacts under Settings → Emergency contacts: name, mobile number, and priority order. A contact can set quiet hours; your first contact is always reached regardless.

The alarm sensitivity is yours to tune in Settings. There is also a test button so a contact can see what the message looks like before it ever matters. Once you're up, tap I'm OK and your contacts are told the alert is cleared.

EquiAware texts the people you choose. It does not call emergency services — that is for your contacts, or for you, to do.

Sharing a live ride

On a ride, tap Share live to get a link. Anyone with the link sees your position on a map in their browser while you ride, no app needed. It stops when you stop the ride, or when you tap stop sharing.

Trails

Rides → Find trails shows bridleways and riding trails around you from public map data.

EquiAware · Care & appointments

Schedule lists what each horse is due for: farrier, dentist, vaccinations, worming and so on. Set how often each one recurs per horse, log it when it's done, and the next due date rolls forward. Anything overdue shows as an alert on the dashboard.

Appointments with a vet, farrier or trainer go in the same tab and can be mirrored to your Apple Calendar. The app reminds you a day and an hour before, if you allow notifications. Care notes let you write down what happened at each visit; they sync with anyone the horse is shared with.

EquiAware · Your barn

For boarders at a barn that uses EquiPortal.

Connecting

Your barn gives you a connect code, by email or text. In EquiAware go to Profile → gear → Your Barn → Connect to Your Barn and enter it. A barn section appears on your dashboard. You can connect to more than one barn; a switcher appears at the top of the barn page when you do.

Your horse's history from the barn

For a horse you own, co-own or lease, EquiAware keeps a copy of what the barn records about it — health, vet and farrier entries, vaccinations and the notes on the horse, with their photos — on your own profile for the horse, under Barn history. If you had no profile for the horse, one is made for you from the barn's details (it doesn't count toward your free horse). It stays when you leave the barn, marked History up to the day you left. Someone who only rides the horse doesn't get a copy.

What's on the barn page

• Your horses — the horses the barn has on your record, with the barn's photo of them, their breed, age and colour, and their stall or field. They also show under Your Horses on the dashboard and in Profile. Tap one to see its care at the barn and the notes about it. If the barn's horse is one you had already added yourself, it shows once — your own card, marked At the barn — and opening it shows your profile and the barn's side together. The app matches the two by name, as long as breed, sex, age and colour don't disagree; an age more than a year away from the barn's is the usual reason they stay as two cards. If you own or lease the horse you can add to those notes; if you only ride it, you can read them.
• Lessons — upcoming lessons you can book. If a lesson is full you join the waitlist and are told the moment a seat frees up. If you bought a lesson package from the barn, the card shows how many lessons you have left; each lesson you book uses one, and cancelling gives it back.
• Extras — things the barn sells or offers: extra turnout, a clip, a bath. Buy one outright or ask for it; nothing is charged until the barn has done the work.
• Billing — what's outstanding and each invoice. Pay now on an unpaid invoice opens the barn's Stripe page for it. Payment method and Invoices & receipts open the barn's Stripe pages; adding a card there switches you to automatic payment on the barn's billing day, and you can still choose to have each invoice emailed to pay instead. EquiAware never sees your card or bank details.
• Announcements — notices from the barn.
• Requests — ask for anything you'd otherwise text about. You can edit or cancel a request until the barn acts on it, and you're told when they book it, price it, or finish it.
• Your details — the contact and emergency information the barn holds for you.

Notes on a horse

A horse's page at the barn keeps the notes about it, newest first — a change in behaviour, a vet visit you booked, a feeding note. Whoever owns a horse and whoever leases it can add to them. Someone listed only as the horse's rider, trainer or contact can read them, which is usually what they want: it's the same page the barn's staff read.

Each note says what it's about. Leave it as a plain Note, or file it under a kind of care — vet, farrier, dentist, chiropractor, bodyworker or other — so the aisle can find the farrier one without reading all forty. If the note is about a particular person the barn works with, pick them and their name travels with it: "Farrier · Sam Shoe" reads better in the barn than "the farrier is coming".

Leaving a barn

Profile → gear → Your Barn lists each connected barn with a Leave button. Leaving closes your view of that barn; it does not settle anything owed, and the app tells you the balance if there is one. To rejoin you'll need a fresh code from the barn.

EquiAware · Notifications

The app asks once, after setup. If you allow, you'll be told when:

• someone shares a horse with you, or accepts your share;
• your barn posts an announcement with push selected — urgent ones come through Focus modes;
• a care item or appointment is coming up (these are scheduled on the phone itself).

If you said no and change your mind: iPhone Settings → Notifications → EquiAware → Allow Notifications. The app picks it up the next time it opens.

EquiAware · Account & Premium

Settings → Account shows your email and lets you change your password, sign out, or delete the account. Deleting removes your data from our servers; it cannot be undone. Signing out clears the phone so another person can sign in without seeing your horses.

Changing your email

One account signs you in to EquiAware, EquiPortal and the boarder portal, so its email changes everywhere at once. On the web: managers use Settings → General, staff use Your profile, and boarders use the bottom of Overview in the portal. Type the new address and your current password (leave it empty if you only ever use Sign in with Apple), then enter the 6-digit code we email to the new address within 30 minutes. Nothing changes until the code is entered. You stay signed in where you made the change; your other phones and browsers are signed out and sign in again with the new address.

Units (miles or kilometres), the colour theme, and ride accuracy are under Settings too. Manage or cancel Premium in your Apple subscriptions.

EquiPortal on the web · Getting started

Barn managers, at portal.equiportal.app on a desktop or laptop.

Creating your barn

Pick a plan on the pricing page — Boutique, Gold or Platinum, sized by the number of horses and by what each includes — choose monthly or yearly, and create your account. Every plan starts with a free trial of all features. If you already have an EquiAware account, sign in with it instead of creating a second one.

Finding your way

The left navigation is the barn: Dashboard, Map, Horses, Boarders, Staff, Tasks, Turnout, What’s due, Schedule, Announcements, Alerts, Requests, Extras, Billing, Expenses, Inventory, Reports, Hours, Settings. Help in the navigation has short answers to the questions each page raises. If you manage more than one barn, the barn switcher is at the top; billing stays one plan per account. On Enterprise you add another barn location yourself, from the switcher or from Settings → Plans; it starts empty, on the same setup checklist as your first.

EquiPortal on the web · Getting set up

Barn managers and owners.

The checklist

Getting set up is ten things: your barn profile, centring the property map, stalls, horses, boarders, staff, board rates, connecting payments, your hours rules, and a first announcement. Each one is worked out from what is actually in your barn — there is nothing to tick off by hand, and the same list shows on the phone, so a step you did on a laptop is already done there.

Have us set it up for you

While you are on trial, someone from EquiPortal will set the barn up with you, free. Tell us the barn's name, roughly how many horses and boarders you have, what you use today and when to ring you. You get an email straight away confirming it, and someone is in touch within one business day. Asking twice does not send it twice.

Bringing the spreadsheet you already have

If your horses, boarders or staff are written down somewhere — a spreadsheet, or an export from whatever you use today — import the file instead of retyping it. Paste it or upload a CSV, and you get a plan first: row by row, what would be created, what is already here, and what would be skipped and why. Nothing is written until you say so. We recognise the column names the usual programs export ("Horse Name", "Owner Email", "Board Type", "Pay Rate"), so your existing file mostly just works, and there is a blank template for each kind. Importing the same file twice never creates anything twice. Staff rows go out as email invitations.

Your barn's logo

On Barn profile, choose a JPEG or PNG, position and zoom it, and it is saved. Your boarders then see your logo at the top of their invoice PDFs, in the header of the boarder portal and beside the barn's name in EquiAware. The barn logo is part of Platinum.

On the same card, pick a brand colour: it replaces EquiPortal's gold as the accent on your invoices, in the boarder portal and in EquiAware, and a colour too light to see is drawn a shade darker. With payments connected, your logo and colour also appear on the invoice emails and pay page Stripe sends for your barn. Both can be set from the phone app as well, on Barn Profile.

EquiPortal on the web · Map & property

The Map is where the barn is laid out: aisles, stalls, rooms and pastures. Add stalls to an aisle, number them however the barn does, span a stall across two spaces for a foaling box, and drop a horse into any stall or field. Rooms hold spots for things that aren't horses — tack, feed, wash bays. Arenas and other facilities can be changed or removed from the map.

The stall map can be edited from the EquiPortal app as well, with the Barn settings permission: a section, stall, room or arena added, renumbered or removed on a phone is saved to the barn, so the website and every other phone show the same map. A horse put on hold in the app is the barn's record too — every phone shows it with the reason, and the website marks the horse On hold on the Horses page and its own page, with the reason, and Hold on the Turnout board. Anyone with Horse records, Health or Turnout can place or lift a hold from the horse's Status card, here or in the app; staff get a notification when one is placed.

The Property tab is the satellite view: pin your buildings and draw your fields on the real land, with acreage worked out for you. Drag a pin to move it, and drag the gold dot beside a building or a field to turn it until it lines up with the picture.

EquiPortal on the web · Horses & health

The horse list is in barn order — the way you walk the aisles, stall 2 before stall 10, horses without a stall last — and can be sorted by turnout (grouped by field, then AM, Daytime, 24/7, 24/7 in to feed, PM, Overnight) or by name. On a horse's card, Turnout says where it goes out, when, on what schedule, and with which horses — or Alone, which is its own answer and not the same as leaving it blank; horses that go out together form a group — each shows on the others' cards — and share one pasture and one schedule. Personality & quirks sits beside it for what everyone handling the horse should know — kept as typed.

Sex is picked from a list with the words for horses, donkeys and mules (mare, gelding, stallion, filly, colt; jenny, jack, donkey gelding; molly, john, hinny; or other / not sure). A horse's Status marks it away — at a show, at the vet, in training or elsewhere, with a note and the day it's due back — which keeps it on the roster with an Away badge, keeps its stall and its board, and leaves it off the day's care round until it's back in the barn. If a horse has passed away, record the date there: it leaves the roster, the care round and turnout lists, its board stops from the next billing period, and every record and past invoice is kept under Left & passed away. Owners see the away status and the horse's sex in EquiAware from its next update.

Every horse has a card: owner, stall and turnout, board plan, and its people — a leaser, a trainer, a co-owner — so the right person hears about the right horse. Health records, vaccinations with due dates, farrier visits, medications and feed plans live on the card, and staff see them in the app. A horse that pays no board — your own, a working student's, a trainer's — can be marked Do not track billing, on the horse or on its customer; extras and services are still billed. When a horse leaves the barn, close it out rather than deleting it; its history stays.

A health, farrier or note entry can carry up to six photos — the cut on day one and day five, the vet's sheet, the new shoes. Pick them when you add the entry, or use Add photo on an entry already there; click a thumbnail to see it full size, and the × on it to take it off. Anyone with the Health switch can add and remove them. Photos an owner puts on their note show on the horse's card too.

Every entry has a tag — Health (general), Vet visit, Vaccination, Deworming, Medication, Weight & condition, Injury, Lameness, Colic; Farrier, Dental, Chiropractic, Bodywork / massage; or Note, Behavior, Other — and the filter above the list offers just the tags that horse has. A Vaccination or Deworming entry is a line on the history; the Vaccines & worming card is still where due dates and reminders live. The same tags are on the phone.

Stall rest

When a horse has to stay in, open its page and choose Start stall rest under Status. You can give the last day of rest — the horse is back to normal the day after — or leave it empty and end it yourself, and add a note such as Abscess, left fore. The form lists the horse's daily care with the items that will be skipped already ticked: anything tagged Turnout, Exercise or Training. Tick or untick to choose exactly what is off. Staff are told when stall rest starts.

While a horse is on stall rest it shows a Stall rest badge on its page, on the care round and on the Turnout board, where its row is marked as not going out; it keeps its field, so the board knows where it goes back to. Skipped care stays on the round, crossed out and labelled Stall rest. It can't be ticked and it never counts as missed, and medication doses are never skipped. Change edits the last day, the note or what is skipped; End stall rest puts turnout and the skipped care back from today. To decide ahead of time how one care item behaves, edit it and set During stall rest to follow its tags, be off, or still be done. Anyone with the Horse records, Turnout or Health switch can start and end stall rest.

What’s due

What’s due is a tab of Schedule on the website, and a segment of the Schedule tab in the app. It is one list for the whole barn: every horse's vaccinations, worming, farrier, vet and dental dates, grouped Overdue, This week and Later, looking 30, 60 or 90 days ahead. You keep it from the list itself: Add something due takes a horse, what it is and the day — for anything coming up that has no record yet, such as a new horse's first shots. Done on a row records it on the horse's page (a vaccination or worming under Vaccines & worming, a farrier, vet or dental visit under Records) on the day you give, with the next date if you know it. Change date moves a row, and Remove takes off something added by mistake. In the app, the Schedule tab's What's due segment has the same Add and Done, with Change date and Remove under a row's menu. A date also gets there from a Next due date on an entry under a horse's Records, or from Farrier every … weeks in the horse's Details, which counts from its last farrier entry. Each night the barn's owner and managers are emailed anything that has just come within a week of its date or just gone overdue — once each, not every night — and a horse's owner gets the same for their own horses when the barn has their email address.

Stall cards

Stall card on a horse gives a one-page card to print for the stall door: name, photo, stall, owner and phone, emergency contact, the horse’s vet and farrier with their phone numbers, feed by shift, medical notes, treats, turnout and gear. Pick each horse’s Vet and Farrier on its page, from the barn’s Service providers. Print all stall cards on the Horses page prints every horse, one to a page, in barn order. Stall cards are on every plan.

EquiPortal on the web · Boarders & staff

Boarders

A boarder is a customer record: name, contact details, emergency contact, the horses they own and how they pay. To give a boarder a window into the barn, open their record and send a connect code by email or text. They enter it in EquiAware or at /my-barn, and from then on they see their horses, announcements, invoices, lessons and requests. You can revoke the connection from the same place.

There is no shared barn code. Each boarder's code is theirs alone and works once; staff join on the link in their invite email.

Staff

Invite staff by email from Staff. They accept the link, create or sign in with their account, and can use the EquiPortal app. Staff, trainers and managers are all staff accounts: the role is a starting set of switches, and the switches decide. You grant them one at a time on their page — feed, health, turnout, tasks, schedule and lessons for the day's work, and billing, staff, hours, announcements, barn settings, boarders and horse records for running the barn — or hand them a role's usual set with one button and adjust from there. Each also has an alert phone number so emergency texts reach them, and their page shows the emergency contact they gave — each person keeps their own name, phone and emergency contact up to date, on their profile on the website or in the app. Removing someone from the roster takes them off every list at once, including push notifications.

EquiPortal on the web · Tasks & the day

Tasks is the day book: what needs doing, for which horse, on which shift, and who is doing it. Repeating tasks generate themselves by schedule. Care rounds — feeds, meds, turnout — run the same way, and anyone can tick something off from the app or here. When the same care applies to several horses — a fly mask for everyone in the back field — tick them all when adding it, and each horse gets its own copy on its page. Horses on the care round are listed in barn order, stall by stall, and a manager can put each horse's care in the order the work is done — drag an item, or use Move up and Move down — which the Feed chart, the Stall card and the app then follow. Previous days shows the record: what was done, by whom, and at what time. A manager can go back and mark things done for up to two weeks after the date — barn jobs and the care round alike, and the care round has its own day chips so Monday's feeds can be ticked on Friday. A day ticked after it ended is drawn as a correction, with who wrote it down, so nothing claims work was signed off at the time when it wasn't. Older than a fortnight and the day is closed.

On any horse task you can notify the assignee and owner by email, or raise an emergency, which reaches every active owner, staff member and trainer by email, text and push at once. See alerts for what happens next.

Couldn’t be done

Sometimes a job can't be done: the horse left his grain, the bute ran out, the storm came in. Instead of leaving it unticked with no explanation, press Couldn’t be done on the item — a care item or a medication dose on the Horse care round, or a job on the Task board — pick a reason (Horse refused, Horse unwell, Out of supplies, Weather, Ran out of time, or Other) and add a note if it helps; Other needs one. The item stays on the list, marked with the reason, the note and who said so, and the owner and managers get a notification. Take back removes the mark, and ticking the item done clears it. In Previous days the square for that day shows the reason in place of a bare miss, and care that was off for stall rest is shown as Stall rest, not as missed.

The feed chart

The Feed chart tab on Tasks is the feed-room sheet: every horse down the side in barn order, AM, Midday and PM across the top, and what each is fed, exactly as typed, with medications marked. It is drawn from the care items tagged Feed, Hay, Supplement or Medication, so changing a horse's care changes the chart. Print gives a landscape sheet with the barn's name and the date. The same chart is in the EquiPortal app, under Tasks, one shift at a time with a card for each horse. A barn job that is making up the feed — Make feed, Mix PM feed, Prep grain, Feed prep, or plain Feed — opens the chart when it is clicked or tapped, on the web and in the app; the tick still signs it off, and errands such as Order feed stay ordinary jobs. Barns make feeds ahead, so Making feed for picks the meal being made up — this meal, the next one, or tomorrow's AM — and a job that names its meal (Make tomorrow's AM feed, Prep PM grain) opens the chart on it; one that names none opens on the next meal. Medication given in feed is listed under the meal it goes into, with Added to feed to press as it goes in the bucket. Feed charts are part of Gold.

Medication courses

When the vet says give it every day for 7 days, then every other day, add a medication course on the horse's page instead of rewriting the care list each time the schedule changes. Type the medication and dose, then build the plan by tapping — how often, which shifts (AM, Midday, PM) and for how long, with Then… for the next phase. Or type the vet's words and press Read it: it fills the same plan in, and anything it isn't sure of is left for you to choose. You check the plan day by day before saving. After that the doses appear on the care round, here and in the app, only on the days they are due; ticking one records who gave it and when, and the course's page shows every dose given and any missed. You can change what is left of the plan or stop the course with a reason; doses already recorded never change. A medication mixed into the horse's food can be marked Given in feed: each dose is then on the feed chart under the meal it goes into, for whoever makes up the feed — even the night before — to add and mark Added to feed, and the care round shows it as In the bag. That is not the dose given; it is still ticked when the horse is fed. If the course is stopped or changed after a dose was bagged, the chart says to take it back out. Adding and changing a course needs the Health permission. The app follows the plan you confirm — it does not work out doses or suggest a schedule, and it is not veterinary advice.

Inventory

Inventory is what is on the shelf, each item with a count and what it is counted in. Items are filed by category — hay, grain, supplements and treats under Feed; bedding, medication, medical, grooming, tack, cleaning and other under Barn supplies; or a category of your own. Use − and + as a bag is opened or a delivery arrives, or tap the count and type the new number. Give an item a low-stock line and it is marked Low when the count reaches it; the owner and managers get a notification and an email, once, until it has been restocked. It is one list for the barn, the same on the phone. Changing it takes the Feed or Barn settings permission. Inventory is part of Gold.

EquiPortal on the web · Schedule & lessons

Turnout is the turnout board: every field with the horses that go out in it, when, and who with, and a list of the horses with no field. It is one board — the same on the website, on a horse's card and in the app on every phone — and it prints for the gate. Anyone with the Turnout permission can move a horse to another field or change its time from the board; horses that go out together move together, and a full field asks before it is overfilled. Anyone with Barn settings can add a field, rename one or remove one right on the board.

The Schedule is the week: lessons, farrier and vet visits, turnout, anything with a time. Events repeat by rule — weekly, on chosen days, for a term — and you can change this one or this-and-later. Care repeats on the gaps it actually runs on: every 2, 4, 6 or 8 weeks for the farrier and bodywork, every month, every 6 months for the dentist, every year for the Coggins and annual vaccinations. The schedule warns when a horse or a rider is booked twice at once.

The person working a shift can confirm it or ask to swap, in the app or on the website. The shift then shows Confirmed or Swap requested, and the Schedule lists the swap requests for the days on screen; a manager gives the shift to somebody else, or clears the request.

Lessons have seats. Boarders book from their portal; when a lesson is full they queue, and the next rider is promoted automatically when someone cancels. Riders are emailed and pushed when a lesson they hold a seat in moves or is cancelled. A lesson can be edited or cancelled from the app as well as the website — for one of a repeating run, this lesson only or this and later ones. A trainer opens My lessons for their own week — each lesson with its seats and riders — and a manager can look at any trainer's. When a vet or farrier visit is booked for a horse its owner is emailed, and owners and booked riders get a reminder the day before.

Lesson packages

Set packages up under Lesson packages at the top of the Schedule — "10 lessons for $450", with an optional expiry — and sell one from a customer's page. The sale goes on the customer's invoice. Each lesson the rider gets a seat in takes one off the package, oldest package first, and a cancelled booking gives it back; the customer's page shows what is left and lets you correct the count, and the rider sees it on their own lessons card. Lessons and lesson packages are part of Gold.

EquiPortal on the web · Alerts & announcements

Announcements

Post to everyone, staff only, boarders, or a type of customer. Attach photos. Choose how it travels: it always appears in the apps and the portal; tick email, text or push to send it out too. Ticking urgent selects all three — untick any you don't want before posting. Texts go to the mobile numbers on your records and push goes to phones that have the app with notifications allowed; after posting, the summary tells you exactly who was reached and who couldn't be.

Alerts

An emergency raised on a task lands in Alerts for the whole barn, not just the manager. Anyone can tap I've got it so everyone else knows somebody is with the horse. If nobody answers, the alert is chased again. When it's over, whoever handled it closes it, and the record of who came and when stays.

To raise one yourself, press New alert on the Alerts page, or on Alerts in the app. Type what is happening, pick the horse if it is about one, and choose who to tell. The people who run the barn puts it on the board and emails the owner and managers. Urgent — everyone who works here emails, texts and sends a phone notification to the owner, managers, staff and trainers at once, and is chased again if nobody answers. Managers and staff can raise either; customers are never sent one. Afterwards you are told what actually went out, and who could not be reached and why.

An issue a staff member reports from the app — Report an Issue, or Flag issue on a care row — lands in Alerts as well, marked as an issue report with who sent it and the horse. It is emailed to the barn's managers and answered and closed the same way; it does not text anyone.

EquiPortal on the web · Requests & extras

Extras is your price list: services and products a boarder can ask for or buy — a clip, a bath, a bag of supplement. Requests is where boarders' asks arrive. You are emailed and pushed when one comes in. Approve it with a price and a date and it goes on the schedule; mark it complete and it's charged to the boarder. Nothing is billed until the work is done, and doing it twice cannot charge twice. You can decline with a note, and the boarder is told either way.

EquiPortal on the web · Billing

Getting paid

Stripe does the billing; EquiPortal is the window onto it. Connect a Stripe account from Billing; money goes from the boarder straight to the barn and EquiPortal never holds it. Every client on board has a Stripe subscription. A client with a card on file is charged automatically on the barn's billing day; a client without one gets an invoice emailed by Stripe with a Pay button, due in 14 days. Boarders can also pay from a bank account once Stripe has switched bank payments on for your account (Billing says when); a bank payment takes a few days to land and shows as on its way until it does. Lessons and extras are one-time Stripe invoices. For cash or a check, use Record payment on the invoice; it is recorded in Stripe, which then stops asking for it.

Pending changes and rates

Billing has six tabs: Overview, Invoices, Clients, Pending changes, Payments and Settings. Nothing you change reaches a client's subscription until the billing person approves it under Pending changes — a new client or horse starting, a price change, adding or removing a horse, how they pay, cancelling or resuming. A new client or horse has a Starts on choice — today, next month, or a date — with a preview of the first invoice, including any prorated first month; Hold keeps a client off Stripe, with a reason. Base rates, under Billing → Settings (one Save for the whole page), are the price list for new board. Existing clients keep their price; change one with Edit price in Billing → Clients or on the horse, and pick when it Takes effect. It waits in Pending changes.

One switch, Remind clients who pay by link, has Stripe re-send the invoice 3 days before it's due, on the due date and 7 days after; clients on autopay are never reminded. Credits and credit notes handle the odd adjustment. A refund on an invoice that is still partly unpaid is refused — collect the rest first, then refund.

Records

Every payment, refund and payout is listed. A boarder's statement reconciles their ledger. QuickBooks exports a month as a CSV ready to import — customers, invoices, payments and now expenses too. The in-app Help page has the detail on which invoice can be changed and how.

EquiPortal on the web & app · Expenses and profit & loss

Expenses is what the barn spent, a month at a time: the day, a category, the vendor, the amount and tax, how it was paid, the horse when it was for one horse, and a photo of the receipt. A bill that comes round every week, month or year is entered once and written onto the books on the day it comes due. Categories start as a sensible equestrian list you can rename, map to a QuickBooks account, or archive — archiving keeps it on every expense that already used it.

Profit & loss puts money in against money out for whatever range you pick, with a bar per month and a view for one horse. Income counts what was paid, on the day it arrived, so the figure agrees with the bank rather than with the invoices. Your net this month also sits on the Billing page.

It is the same ledger on the phone and on the web. Expenses you entered on a phone before it was linked to the barn are offered up once, with the choice to move them or let them go — nothing moves quietly. Staff don't see any of this unless a manager gives them Billing.

EquiPortal on the web · Reports & exports

Reports shows the barn over time. Revenue, month by month is the last twelve months, billed against collected; Stall occupancy is how many stalls were filled, a bar a day, with a day added each night. Both charts are part of Gold. Below them are links to every other report: profit and loss, aging, payouts, delivered vs billed and payable hours.

Exports are your records as CSV files for a spreadsheet: horses, customers and who owes what as they stand, and invoices, invoice lines, payments, expenses, profit and loss and revenue by month for a range of dates. Data exports are part of Platinum. The QuickBooks export on Billing is separate, and on every plan.

EquiPortal on the web · Hours

Staff hours are part of Platinum. With them, staff clock in and out in the app or on the web, or type their hours. Each week is submitted, then approved by a manager, and the payable total is ready for whoever runs payroll. Managers can correct a shift before approval and see a report across the team.

EquiPortal on the web · Plan & settings

Settings holds your plan, the boarder portal switch, the public listing for the barn directory, the email you sign in with, and closing the barn. Upgrade when you outgrow your horse count; switching to yearly saves against monthly. If a payment fails, the barn goes read-only rather than dark: everything can be seen and alerts still go out, and it reopens the moment the card is fixed.

EquiPortal on the web · What each plan includes

Four plans, each with everything in the one before it. Staff and boarders are unlimited on all of them. The trial opens every feature for 14 days, whichever plan you picked.

Plan	Horses	What it adds
Boutique	Up to 10	Running the barn and getting paid: the map, horse and boarder records, stall cards, schedule, tasks and the care round, the turnout board, What’s due and its reminders, announcements, requests and extras, the boarder portal and the apps, and full billing — card and bank payments, automatic payment, reminders and the QuickBooks export.
Gold	Up to 20	Lessons and lesson packages, vet and farrier visits on the schedule, the feed chart, inventory with low-stock alerts, expenses and the profit and loss, and the occupancy and revenue reports.
Platinum	Up to 40	Staff hours, roles and permissions, your barn's logo on invoices and in the boarder portal and app, and data exports as CSV files.
Enterprise	No limit	More than one barn location under one account. Arranged with us — contact us.

When a page says "Not on this plan"

A page that belongs to a feature your plan doesn't include still opens, with a Not on this plan note naming the plan that has it. What is already there stays, and can still be read and removed; nothing new can be added until the plan includes it. Reaching your horse limit is the same: every horse stays, and adding another asks you to move up a plan — nothing is charged as overage. Change plan under Settings → Plans.

EquiPortal app · Signing in

Managers and staff, on iPhone.

Accept the invite your barn emailed you, then sign in to the app with that account. Managers invite staff from the phone too: Account → Staff → + emails them the link, and a boarder's own code is sent from their page under Customers. The app asks which barn you're working at if you belong to more than one, and you can switch from the header. The first time you're inside, it asks to allow notifications — say yes, or the barn's emergency alerts can't reach you.

EquiPortal app · Around the app

• Home — today at a glance: tasks due, alerts open, the latest announcement, and the time clock if your barn uses it.
• Horses — every horse, its stall or field, its people, and its care. Tap through for health records, vaccinations and feed.
• Tasks — your shift's list. Tick things off as you go; raise an emergency on a horse task if something is wrong.
• Schedule — the week, lessons included. Anyone holding the schedule switch can add and move things.
• Billing — for managers: invoices and payments on the move.

Announcements, alerts, requests, hours and settings are under More. Alerts show a badge for emergencies nobody has claimed yet; tap I've got it when you're with the horse.

Everything you do in the app is saved to the barn, not to the phone. If you were offline, the app tells you what didn't save and retries.

EquiPortal app · Notifications

You're pushed for announcements sent with push selected and for every emergency alert. Urgent notices come through Focus modes; nothing sounds through the silent switch. If you turned notifications off, iPhone Settings → Notifications → EquiPortal turns them back on.

Getting support

All three apps now have the same door: Report a problem. It raises a support ticket, and we answer in the app itself as well as by email, so the whole conversation stays in one place instead of dying in an inbox after one reply.

• EquiPortal on the web — the Help page, or Report a problem at the bottom of the sidebar. Boarders find it on their My barn home screen.
• EquiPortal app — Settings → Help & Feedback → Report a problem. Your tickets beside it is the thread.
• EquiAware — Settings → Help → Report a Problem.

Tell us what you were doing, what you expected, and what happened instead. You don't need to say which version you're on, which phone or browser you're using, or which barn you're in — the app sends all of that with the ticket. A screenshot still helps enormously, and you can attach one on the same screen.

Every ticket gets a short number like #4F2A9C. When we answer, you get an email and — on a phone — a notification that opens the ticket. You can add to it at any time, and mark it sorted when it is; writing again reopens it.