Client Management & Profiles

    Client Management & Profiles

    Category: Organiser Features

    Overview

    The Client Management system lets riding schools and equestrian organisations maintain detailed profiles for their lesson clients and students. Profiles go beyond basic contact information to capture what matters for safe instruction — medical conditions, dietary requirements, experience levels, guardian relationships for minors, and emergency contacts.

    Client profiles are part of the Riding School subscription tier. Core identity information (name, phone) stays under the rider's own control, while riding school-specific details (medical, experience, waivers) are managed by administrators.

    Who Uses This

    Riding School Administrators & Organisers:

    • Create and manage client profiles for students and lesson participants
    • Track medical conditions, allergies, and dietary requirements
    • Maintain emergency contact information for safety compliance
    • Manage guardian relationships for minor clients
    • Invite clients to create Horsify accounts for online booking
    • Monitor waiver completion status

    Instructors:

    • View client medical information before lessons
    • Access emergency contact details during lessons

    Parents & Guardians:

    • Manage multiple children's profiles through one account
    • Update emergency contact information
    • Complete waivers and consent forms
    • Book lessons for their children

    Clients & Riders:

    • Book lessons through their invited account
    • View their own profile and lesson history
    • Update personal contact information (name, phone)
    • Manage email preferences

    Key Features

    Client Profile Management

    A client profile records:

    • Age classification: whether the client is a minor (under 18)
    • Date of birth: for age verification and insurance
    • Physical attributes: weight (kg) for safe horse allocation, and height (cm) for equipment sizing
    • Experience information: experience level, preferred lesson type, and own-horse details (if applicable)
    • Medical and safety: medical conditions or allergies, dietary requirements (for camps and clinics), and any special needs
    • Compliance: waiver completion status and account active status

    Riders manage their own core identity (name, phone), while your riding school maintains the operational details above. Bookings are tied to the rider's identity, so records stay consistent even as details are updated.

    Emergency Contact Management

    Each client can have multiple emergency contacts with a priority order, which is important for safety compliance and liability protection.

    Each emergency contact records:

    • Contact details: name, phone, alternative phone, email
    • Relationship to the client (e.g. "Parent", "Spouse", "Sibling", "Friend")
    • Priority order (1 = first to call, 2 = second, etc.)

    Why multiple contacts matter:

    • The first contact may not answer during an emergency
    • Different contacts suit different scenarios (medical vs non-medical)
    • Backup contacts cover times when the primary guardian is unavailable

    Suggested setup:

    1. Priority 1: Primary parent/guardian with mobile phone
    2. Priority 2: Secondary parent/guardian or trusted relative
    3. Priority 3: Local emergency contact (neighbour, family friend)

    Guardian Relationships for Minors

    For clients under 18, the system tracks formal guardian relationships with specific permissions.

    Each guardian record includes:

    • Guardian identity: name, email, phone (and optionally a linked user account)
    • Relationship type: e.g. "Parent", "Legal Guardian", "Step-parent"
    • Permissions: primary contact, can authorise medical treatment, and can pick up the child after lessons

    Common scenarios:

    • Shared custody: both parents marked as "can pick up"; the primary parent can authorise medical treatment
    • Grandparent as guardian with full medical authorisation
    • Step-parent with pickup rights but no medical authorisation

    Client Invitation System

    For clients who don't yet have a Horsify account, you can create their profile and invite them to register for online booking access.

    Each invitation includes an email, a unique registration link, and a 30-day expiry.

    Invitation workflow:

    1. Admin creates the profile with basic information
    2. The system sends an invitation email with a unique registration link
    3. The client registers, creating a password and completing sign-up
    4. The profile is linked to their new account automatically
    5. Online booking is enabled for the client

    How to Use

    Creating a Client Profile

    1. Navigate to Clients: From the Organiser menu, click "Clients"
    2. Add New Client
    3. Enter basic information: first name, surname, phone, email
    4. Set client type: check "Is Minor" if the client is under 18
    5. Enter physical details: date of birth, weight (kg), height (cm)
    6. Riding information: experience level, preferred lesson type, own-horse details (if applicable)
    7. Medical and safety information: medical conditions or allergies, dietary requirements, special needs
    8. Save profile

    Adding Emergency Contacts

    1. Open the client profile from the clients list
    2. Go to the Emergency Contacts section
    3. Add Emergency Contact and enter the name, relationship, primary phone, and optional alternative phone and email
    4. Set the priority (1 = first to call)
    5. Save, then repeat to add more contacts

    Managing Guardian Relationships (For Minors)

    1. Open a client profile marked as "Is Minor"
    2. Go to the Guardians section
    3. Add Guardian and enter the name, email, phone, and relationship type
    4. Set permissions: primary contact, can authorise medical treatment, and/or can pick up
    5. Save. You can optionally link the guardian to their own Horsify account.

    Inviting Clients to Create Accounts

    1. Create the client profile first, including an email address
    2. Send Invitation from the client profile
    3. The client receives an email with a registration link and 30-day expiry
    4. The client registers, creates a password, and confirms their email
    5. The profile is linked to their account and online booking becomes available

    Quick Client Creation

    For fast onboarding during busy periods:

    1. Use Quick Add Client
    2. Enter minimal information: name, phone or email, experience level
    3. Save immediately — the profile is created with minimal data
    4. Complete later — add medical details, emergency contacts, and guardians when you have time
    5. Optionally send an account invitation straight away\n\n---\n\nSource: wiki/features/CLIENT_MANAGEMENT.md \nLast synced: 2026-07-19 22:04:34 UTC
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