Organiser Guide: Horse Health & Movement Declarations

    Overview

    Horsify includes a full Horse Health and Movement Declaration workflow that helps event organisers meet biosecurity obligations. When enabled on an event, the system automatically collects horse movement information at registration and sends riders a secure email link on the event day so they can complete a legally-binding health check — with no manual chasing required.

    This guide covers:

    • Enabling health declarations on your event
    • Configuring email timing and reminders
    • Monitoring and managing declarations on the day
    • Handling flagged declarations
    • Exporting declaration records

    The Two-Stage Workflow

    STAGE 1 — at registration              STAGE 2 — event day
──────────────────────────────         ──────────────────────────────
Rider registers for event         →    Rider receives secure email
System captures:                       Rider reviews movement details
  • Horse identification                Rider answers 8 health questions
  • Person responsible                  Rider signs digitally
  • Origin property address            System marks declaration complete
  • Destination after event            Flagged answers alert organiser ⚠️
  • Transport details

    Organisers see the status of every horse's declaration in real time from the Health Declarations dashboard.

    Step 1: Enable Health Declarations on Your Event

    1. Go to Events and open the event you want to configure
    2. Scroll down to the "Horse Health Declarations" section (or use the left-hand nav to jump to it)
    3. Check "Require Horse Health & Movement Declaration"

    The feature is now enabled. Riders will see the movement details form during registration.

    You only have to do this once. Whatever you save here becomes your club's default, and every event you create from now on starts with the same set-up — the requirement itself, the email timing, the reminder and the biosecurity contact. The notice at the top of the section tells you what new events will start with. Existing events are never changed.

    Note: Enabling this setting after registrations have already been submitted will create declarations with status "Movement Details Missing" for those riders. You can prompt them to update via the dashboard.

    Step 2: Configure Email Settings

    When the health declaration requirement is enabled, configure how riders receive their day-of-event link.

    Automatic Email (Recommended)

    Check "Automatically send health declaration email to riders" to have Horsify send the email without any manual action.

    Choose when to send the email:

    Option When email is sent
    Morning of the event At the time you specify on the morning of the event day
    X hours before event start A set number of hours before the event's scheduled start time
    Day before the event At the time you specify on the day before

    For most events, "Morning of the event at 07:00" works well. Riders then complete the form before they leave home.

    Reminder Email

    If a rider hasn't completed their declaration, Horsify can send a reminder. Check "Send reminder if declaration not completed" and set how many hours before the event start the reminder should go out.

    Recommended setup:

    • First email: Morning of event at 07:00
    • Reminder: 2 hours before event start

    Manual Email

    If automatic email is turned off, you can send emails manually from the declarations dashboard — either individually or in bulk. This is useful if you want to review declarations before triggering emails.

    Step 3: Set a Biosecurity Contact

    Add a biosecurity contact — name, phone, and email. This person's contact details are shown to riders whose declarations are flagged for a health concern. They receive a notification when a declaration is flagged.

    This should be a steward, vet, or committee member on-site who can handle biosecurity matters.

    Navigate to: Event Edit → Horse Health Declarations → Biosecurity Contact

    Step 4: Save Settings

    Click "Save health declaration settings" to apply your configuration.

    Saving does two things: it applies the settings to this event, and it records them as your club's default for events created afterwards. That applies to turning declarations off, too — if your club decides not to require them, switch the toggle off and save, and new events will start with them off from then on.

    Managing Declarations on the Day

    Accessing the Dashboard

    From the event edit page, click "Manage Declarations" or navigate directly to:
    /organiser/events/{eventId}/health-declarations

    Dashboard Overview

    The dashboard shows aggregate stats at the top:

    Stat Meaning
    Total All registrations requiring a declaration
    Details Missing Riders who didn't complete Stage 1 at registration
    Email Sent Email delivered, awaiting rider completion
    Completed Declaration signed and submitted ✅
    Flagged Health concern indicated — needs your attention ⚠️
    Cancelled Registration cancelled

    Filtering Declarations

    Use the filter bar to narrow the list by status. The "Flagged only" checkbox gives you an instant view of any declarations that need attention.

    Actions Per Declaration

    For each declaration, you can:

    Action What it does
    View details Open full declaration with horse, movement, health answers, and signature
    Send/Resend email Manually send the declaration link to the rider
    Copy link Copy the rider's personal link to share directly (e.g., via SMS)
    Mark contacted Record that you've spoken to the rider about a concern
    Mark reviewed Record that you've reviewed this declaration
    Add note Add an internal organiser note to the declaration

    Handling Flagged Declarations ⚠️

    A declaration is flagged when a rider answers "Yes" to one of the health concern questions:

    • Signs of illness in the last 72 hours
    • Fever, nasal discharge, coughing, or other symptoms
    • Awareness of disease exposure in the last 14 days

    What happens when a declaration is flagged

    1. The declaration is marked "Flagged for Review" on your dashboard
    2. You receive a notification (email to biosecurity contact if configured)
    3. The rider sees a message asking them to contact the biosecurity officer before travelling to the event

    What you should do

    1. Filter to flagged declarations on your dashboard
    2. Open the detail panel to read the health concern description
    3. Contact the rider (use their phone number shown in the detail panel)
    4. Discuss whether the horse should attend based on the severity of the concern
    5. Click "Mark Contacted" once you've spoken with them
    6. Click "Mark Reviewed" once the matter is resolved
    7. Add a note with the outcome using "Add note"

    Never allow a horse with active symptoms of infectious disease to attend your event. Refer to your relevant state/territory biosecurity guidelines if unsure.

    Exporting Declaration Data

    To export all declarations for an event to a CSV file:

    1. Go to the Health Declarations dashboard for the event
    2. Click "Export CSV" in the top right

    The CSV includes:

    • Horse name, breed, colour, sex, microchip number
    • Person responsible name, email, phone
    • Origin property and destination details
    • Declaration status, email sent time, completion time
    • Health question answers
    • Signed by (legal name)
    • Flagged and reviewed status

    Use cases for the export:

    • Printed gate list for checking declarations at entry
    • Biosecurity record-keeping for the event
    • Post-event reporting to state equestrian federation

    Declaration Statuses Explained

    Status What it means Action needed
    Movement Details Missing Rider registered but didn't complete movement details Ask rider to update via email or at gate
    Movement Details Saved Stage 1 complete, email not yet sent Will send automatically at configured time
    Email Sent Email delivered, waiting for rider to complete No action unless reminder needed
    Completed Declaration signed ✅ No action
    Needs Re-Signing Movement details were updated — rider needs to re-sign Email re-sent automatically, or send manually
    Flagged for Review Health concern indicated ⚠️ Contact rider before event
    Cancelled Registration cancelled No action

    Frequently Asked Questions

    Q: Do I have to turn declarations on for every single event?
    A: No. The first time you save the settings on any event, they become your club's default and every event you create afterwards starts with them already switched on, with the same email timing and biosecurity contact. You can still change them per event; changing them also updates the default. Clubs that have never enabled declarations are unaffected — new events stay off until you opt in once.

    Q: We turned declarations on once but don't want them any more. How do we stop?
    A: Untick "Require Horse Health & Movement Declaration" on any event and save. That records the decision as your club's default, so new events start with declarations off.

    Q: Can I require health declarations for only some horses at an event?
    A: No — the requirement applies to all horses registered for the event. If some registrations don't involve horses, those registrations won't have a health declaration.

    Q: What if a rider doesn't have email access?
    A: Use "Copy Link" on their declaration to share the link via SMS or another channel. The form works on any mobile browser without requiring a Horsify account.

    Q: Can I re-send the email if the rider deleted it?
    A: Yes — click the email icon (✉️) on the declarations dashboard for that rider. Each resend generates a new secure link.

    Q: What if a rider says they never received the email?
    A: Ask them to check their spam/junk folder first. If it's not there, use "Send/Resend email" or "Copy Link" to get them a fresh link.

    Q: Can the rider update their movement details after submitting?
    A: Yes — riders can click "Edit" on the movement details section of the form even after Stage 1 was submitted. If movement details change after a declaration has been completed, the status becomes "Needs Re-Signing" and the rider receives a new email.

    Q: Are declarations stored permanently?
    A: Yes. All completed declarations are stored securely and include a snapshot of the declaration text shown to the rider at signing time, along with the submission timestamp and IP address.

    Q: Can I see a completed declaration's answers?
    A: Yes — open the detail panel for any declaration. Completed declarations show all 8 health question answers and the rider's legal name signature.

    Regulatory Context

    Horse movement and health declarations support compliance with state and territory biosecurity requirements, including:

    • Queensland: Biosecurity Act 2014 (Qld) — general biosecurity obligations
    • New South Wales: Biosecurity Act 2015 (NSW)
    • Victoria: Biosecurity Act 2014 (Vic)
    • Other states: Similar legislation applies

    Horsify's declaration includes the 8 biosecurity questions most commonly required by Australian equestrian venues and state federations. Always check your specific event and venue requirements and consult your state equestrian federation or biosecurity authority if in doubt.

    Related Features:

    For technical support, contact support@horsify.com.au or visit https://kb.horsify.com.au/help\n\n---\n\nSource: wiki/features/ORGANISER_HORSE_HEALTH_DECLARATIONS.md \nLast synced: 2026-09-07 11:47:54 UTC

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