Overview
Every person who takes a lesson at your riding school has a client profile in Horsify. A profile carries the details a school needs beyond a name and phone number — experience level, weight and height for safe horse allocation, medical conditions, dietary requirements, waiver status and any staff alerts — and it links the client to their bookings, lesson packages and student progress.
The Clients page (Organiser → Riding School → Clients) is where you find, filter, edit and export those profiles.
Who this is for: Riding schools and equestrian centres on the Riding School plan (and solo instructors on the Instructor tier, where the menu item is labelled Your Clients). You need to be an administrator of your organisation to open the page.
How clients get into Horsify
You don't fill in a big form to create a client — profiles are created for you as part of booking:
- You add them while making a booking. On the new booking form (Organiser → Riding School → Bookings → New Booking), choose Add New Client next to the client selector, enter a Display Name, Email (required) and optional Phone, and save. The client is created, selected for the booking, and emailed an invitation to set up their Horsify account. The same Add New Client option is available on the facility hire booking form.
- They book online. When someone books a lesson through your public booking page, a client profile is created for them at your school automatically the first time they book.
- They already have a Horsify account. If the email you enter belongs to an existing Horsify user, that person is linked to your school as a client rather than a duplicate being created.
For children, enter the parent or guardian's contact details on the Add New Client form — the parent's email is where the account invitation and lesson emails go. Each client needs their own email address: entering an address that already belongs to one of your clients returns that existing client rather than creating a new one.
If your Clients page is empty, use the Create Booking button shown there to add your first client as part of a booking.
The client invitation
When you add a client with an email address, Horsify sends them an invitation email with a personal link. The link is valid for 30 days.
What the client sees when they open it:
- A You're Invited! page naming your riding school.
- Create Account & Get Started — they set up their Horsify account (their email is verified automatically because they arrived via the invitation link) and their client profile is linked to it.
- If they already have a Horsify account, they can Sign In instead; once signed in with the invited email address, they choose Accept Invitation with This Account.
Once linked, the client can sign in to see and manage their lessons under My Bookings, and their progress under My Progress.
If the link has expired or has already been used, the page tells them to contact your organisation. Clients who never accept the invitation still work perfectly well as clients — you can keep booking lessons for them, and you (rather than they) can edit their contact details until they set up an account.
Finding clients
At the top of the Clients page:
- Search by name, email or phone — results filter as you type.
- Filter buttons: All, Active, Inactive and Pending Waiver (clients with no signed waiver on file). Each button shows its count.
- Cards / Table toggles between a card view (which shows the most detail, including alerts and any guardian or emergency-contact details on file) and a sortable table (20 clients per page).
- Export CSV downloads the currently filtered list — name, email, phone, age, status, experience level, waiver status, medical conditions, dietary requirements and date added.
Three summary tiles show Total Clients, Active and Pending Waiver at a glance.
If you administer more than one organisation, a Select Organisation dropdown appears above the page.
What a client profile holds
| Section | Fields | Who edits it |
|---|---|---|
| Contact information | Name, email, phone | You — until the client has a confirmed Horsify account, after which the client owns these details in their own account settings |
| Riding details | Experience level, preferred lesson type, weight (kg), height (cm), medical conditions, dietary requirements, special needs | You |
| Waiver status | Signed (with date) or Pending, plus the full waiver history | Updated automatically when a waiver is signed |
| Alerts | Short staff notes pinned to the client's card | You |
| Status | Active / Inactive | Shown on the profile |
| Age | Shown when a date of birth is on file, with a (Minor) marker for under-18s | Shown on the profile |
Editing contact information
Use Contact (table view) or Edit Contact Info (card view) to change a client's Name, Email and Phone. Name and email are required.
If the client has already confirmed their Horsify account, this dialog is read-only and shows an Account Linked notice — the client updates their own name, email and phone from their account. This keeps the details the client sees and the details you see identical.
Editing riding details
Use Details (table view) or Edit Details (card view) to open Edit Riding Details:
- Experience Level (e.g. Beginner, Intermediate) and Preferred Lesson Type (e.g. Group, Private)
- Weight (kg) and Height (cm) — for matching clients to suitable school horses and equipment
- Medical Conditions — allergies, injuries or conditions instructors should know about
- Dietary Requirements — useful for camps and clinics
- Special Needs — any additional support the client needs
Medical conditions and dietary requirements are highlighted in an amber panel on the client's card so they're hard to miss. Click Save Details when done.
Alerts
Add alert (card view) pins a short note to the client's card — for example "Outstanding balance — collect before next lesson" or "Prefers Instructor Sam". Choose a severity of Warning (red) or Info (blue). Each alert shows who added it and when. Dismiss an alert with the × on its banner once it's no longer relevant.
Waivers
Each client's Waiver column (or the Waiver signed / Waiver pending line on their card) shows whether a signed waiver is on file. Waiver history (card view) opens the full audit trail: every signed waiver — with version, date, signer, IP address, device and expiry, and buttons to view the signed document and the signature — plus every signature request you've sent and its status. From the same panel you can Send waiver request to email the client a link to sign.
Waivers are also handled at booking time: the new booking form shows whether the selected client has a valid waiver, offers Send waiver to sign, and — if you create the booking anyway — emails a waiver request automatically and shows you the signing link and QR code. Use the Pending Waiver filter on the Clients page to chase up anyone who still hasn't signed.
Lesson packages
Lesson packages (card view) shows the client's purchased packages — each with how many lessons remain and when it expires — and lets you Record sale of a new package to them. Recording a sale adds the lesson credits immediately; it doesn't take payment, so collect that however the client is paying. Packages themselves are set up under Organiser → Riding School → Packages.
See Lesson Packages for how packages are created, sold and spent end to end.
Clients, bookings and progress
- Bookings — a client is the person a lesson is booked for. Every booking you make (or the client makes online) is tied to their profile, so their lesson history stays consistent even as their details change. Clients who accept their invitation see their lessons under My Bookings.
- Student progress — every active client appears on the Student Progress roster (Organiser → Riding School → Student Progress). Open a client there to assess their skills against your curriculum; the client sees the result under My Progress. See Tracking Student Progress.
- Instructors — instructors see the clients booked into their lessons on their instructor dashboard.
Frequently Asked Questions
Q: I can't edit a client's name or email — the fields are greyed out. A: That client has confirmed a Horsify account, so those details belong to them. Ask them to update it under their account settings. You can still edit all of their riding details.
Q: A client says they never got their invitation. Can I resend it? A: There's no resend button yet. Ask the client to go to the sign-in page and enter the same email address — they'll be sent a sign-in code and can pick up their account from there. If the address was wrong, correct it via Edit Contact Info and contact support to have a fresh invitation sent.
Q: How do I add a child as a client? A: Add them via Add New Client on a booking, using the parent or guardian's email and phone. The parent receives the invitation and manages the account.
Q: How do I remove or deactivate a client? A: Clients can't be deleted from the Clients page — their bookings, waivers and progress history stay attached to them. Contact support if you need a client marked inactive.
Q: Why does the Pending Waiver count include people who don't need a waiver? A: The count is simply "no signed waiver on file". If you don't use waivers, ignore that filter.
Q: Can I import a client list? A: Not on the Clients page. Clients are created through bookings (yours or theirs). For a large existing client list, contact support.
Related Features
- Riding School Management — the wider riding-school toolset, including bookings.
- Riding School Setup Guide (End to End) — where clients fit in your setup.
- Tracking Student Progress — assessing the clients on your roster.
- Instructor Management System — the instructors who teach your clients.
- Membership Waivers — how e-signature waivers work.
Support
- In-app help: Click the Help link in the top navigation.
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Email: support@horsify.com.au\n\n---\n\nSource:
wiki/features/CLIENT_MANAGEMENT.md\nLast synced: 2026-09-07 11:48:53 UTC