Horse Health Declarations - User Guide

    Overview

    Keep your horse's health records organized and up-to-date in one place. Horsify helps you track vaccinations, health certificates, and insurance documents required for event participation across Australia. When events require a biosecurity declaration, Horsify automates the entire two-stage process — collecting movement details at registration and sending you a secure email link on the day of the event so you can complete the health check from your phone. Never miss an important renewal date or be caught without the right documentation at an event.

    Who Should Use This Feature

    Perfect For

    • Riders attending events across Australia
    • Horse owners managing multiple horses
    • Anyone who needs to track vaccination schedules
    • Event participants who want to stay compliant with venue requirements

    Prerequisites

    • Have at least one horse registered in your Horsify account
    • Access to your horse's vaccination records and health certificates

    Two Types of Health Declaration

    Horsify has two related but distinct health declaration systems:

    Type When used Valid for
    Standalone Health Declaration Created in your horse's profile at any time 90 days
    Event Health & Movement Declaration Required at registration for specific events; completed on the event day Event day only

    If an event organiser has enabled the biosecurity declaration requirement, you will go through the two-stage event movement declaration described in the Event-Day Health & Movement Declaration section below. The standalone declarations in your horse profile remain useful for general compliance tracking.

    What You Can Manage

    📋 Health Declarations

    Complete pre-event health declarations digitally with your signature. Most Australian events require these declarations to confirm your horse is healthy and fit to compete.

    What's Included:

    • Digital signature for easy submission
    • Valid for 90 days from signing
    • Required for most Australian equestrian events
    • Quick and easy to complete online

    💉 Vaccination Records

    Keep track of all your horse's vaccinations in one place. Never miss a booster date again!

    Vaccinations You Can Track:

    • Hendra Virus ⚠️ Critical - Required by most venues
    • Tetanus - Standard requirement for events
    • Strangles (Streptococcus equi)
    • Equine Influenza
    • Equine Herpes Virus (EHV)
    • Rotavirus (for breeding mares)
    • Salmonella
    • Any other custom vaccinations

    What You Can Record:

    • Vaccination dates and due dates
    • Veterinarian details
    • Batch numbers
    • Upload vaccination certificates
    • Set reminders for boosters

    📄 Health Certificates

    Store and manage veterinary health certificates required for travel, events, and horse movements.

    Certificate Types:

    • General Health Certificate
    • Pre-Purchase Examination
    • Travel/Movement Certificate
    • Pre-Event Health Check
    • Export Certificate
    • Breeding Soundness Certificate

    Benefits:

    • Upload and store certificate documents
    • Track expiry dates
    • Get reminders before certificates expire
    • Have everything ready when you need it

    🛡️ Insurance Documents

    Keep your insurance certificates organized and current.

    Coverage Types You Can Track:

    • Public Liability ⚠️ Essential - Most venues require minimum $20M coverage
    • Mortality Insurance
    • Personal Accident (rider coverage)
    • Loss of Use
    • Veterinary/Medical
    • Theft and Straying
    • Transit Coverage
    • Trailer/Equipment

    Features:

    • Track policy dates and coverage amounts
    • Upload Certificate of Currency documents
    • Get 30-day expiry warnings
    • Quick access when venues request proof of insurance

    ⏰ Automatic Reminders

    Never miss an important renewal date! Horsify automatically tracks all your documents and sends you reminders 30 days before anything expires.

    What Gets Monitored:

    • Vaccination booster dates
    • Health certificate expiry
    • Insurance policy renewals
    • Health declaration validity

    ✅ Event Compliance Checker

    Before you register for an event, quickly check if your horse meets all health requirements. The system automatically validates:

    • Current health declaration
    • Up-to-date Hendra virus vaccination
    • Current tetanus vaccination
    • Any other event-specific requirements

    How to Access Your Horse Health Records

    1. Log into your Horsify account as a rider
    2. Navigate to "My Horses" from the main menu
    3. Select the horse you want to manage
    4. Click on "Health Records" tab
    5. You'll see all health-related documents organized in one place

    Getting Started: Step-by-Step Guide

    Step 1: Add a Vaccination Record

    Keep your horse's vaccination history up to date:

    1. Go to your horse's health records page
    2. Click "Add Vaccination"
    3. Select the vaccination type (e.g., Hendra Virus, Tetanus)
    4. Enter the vaccination date
    5. Add the booster/expiry date
    6. Enter your veterinarian's details
    7. Optionally upload the vaccination certificate
    8. Click "Save"

    💡 Pro Tip: Take a photo of vaccination certificates with your phone and upload them immediately while you're still at the vet. This way you'll never lose important documents!

    Step 2: Complete a Health Declaration

    Before registering for an event:

    1. Navigate to your horse's health records
    2. Click "New Health Declaration"
    3. Answer the health status questions honestly:
      • Is your horse free from infectious disease?
      • Has your horse had contact with infected animals in the last 14 days?
      • Is your horse fit to travel and compete?
      • Are vaccinations up to date?
    4. Select your state/territory
    5. Review your answers
    6. Sign digitally by typing your full name
    7. Click "Submit Declaration"

    Your health declaration is now valid for 90 days and can be used for any event during that period.

    ⚠️ Important: Health declarations are legally binding documents. Always provide accurate information about your horse's health status.

    Step 3: Add Insurance Documents

    Keep your insurance information organized:

    1. Go to your horse's health records
    2. Click "Add Insurance"
    3. Select coverage type (e.g., Public Liability)
    4. Enter your insurance provider name
    5. Add policy number and dates
    6. Enter coverage amount (e.g., $20,000,000 for public liability)
    7. Upload your Certificate of Currency
    8. Click "Save"

    💡 Pro Tip: Most Australian venues require public liability insurance with a minimum of $20 million coverage. Check your event's specific requirements before attending.

    Step 4: Upload Health Certificates

    Store veterinary certificates for easy access:

    1. Navigate to your horse's health records
    2. Click "Add Certificate"
    3. Choose certificate type (e.g., General Health Certificate, Travel Certificate)
    4. Enter issue date and expiry date (if applicable)
    5. Add veterinarian details
    6. Upload the certificate document (PDF or image)
    7. Click "Save"

    Step 5: Check Event Compliance

    Before registering for an event, verify your horse meets all requirements:

    1. Go to the event page you want to attend
    2. Click "Check Compliance" next to your horse's name
    3. The system will show:
      • ✅ What requirements you meet
      • ⚠️ What's missing or expired
      • 📅 When documents need renewal
    4. Update any missing or expired documents
    5. Re-check until everything shows ✅

    This saves time at event check-in and ensures you won't be turned away!

    Australian Compliance Essentials

    🔴 Critical Requirements for Most Events

    1. Hendra Virus Vaccination

    Why It's Required: Hendra virus is a serious disease that can affect both horses and humans. Most Australian venues won't allow horses without current Hendra vaccination.

    Requirements:

    • Administered by a registered veterinarian
    • Annual booster required
    • Certificate must be current on event date
    • Some venues may require proof at entry

    💡 Tip: Book your Hendra vaccination well in advance during peak competition season as vets can be busy.

    2. Tetanus Vaccination

    Why It's Required: Protects your horse from tetanus infection, especially important when traveling and at events with many horses.

    Requirements:

    • Usually required every 2-5 years depending on vaccine
    • Must be current for event participation
    • Administered by registered veterinarian

    3. Public Liability Insurance

    Why It's Required: Protects you, the venue, and event organizers if your horse causes injury or damage.

    Requirements:

    • Minimum $20 million coverage (check specific event requirements)
    • Must cover event dates
    • Certificate of Currency required
    • May need to add venue/organizer as "additional insured"

    💡 Tip: Many equestrian associations offer public liability insurance as part of membership. Check before purchasing separately!

    4. Health Declaration

    Why It's Required: Ensures horses at events are healthy and reduces disease spread.

    Requirements:

    • Valid for 90 days from signing
    • Must declare horse free from infectious disease
    • No contact with sick horses in last 14 days
    • Horse is fit to travel and compete
    • Digitally signed by owner/representative

    Managing Expiring Documents

    Understanding Expiry Alerts

    Horsify automatically monitors all your documents and sends reminders 30 days before expiry. Here's what happens:

    1. Email Reminder: You'll receive an email 30 days before expiry
    2. Dashboard Alert: Your rider dashboard will show items needing attention
    3. Event Registration: You'll be warned if trying to register with expired documents
    4. Health Records Badge: A notification badge appears on the Health Records tab

    Viewing Expiring Items

    To see what needs renewal:

    1. Go to "My Dashboard"
    2. Look for the "Health Alerts" card
    3. Click to view detailed list of expiring items
    4. Take action on each item

    Items Tracked:

    • 💉 Vaccination booster dates
    • 📄 Health certificate expiry
    • 🛡️ Insurance policy renewals
    • 📋 Health declaration validity (90 days)

    Renewing Documents

    When you receive an expiry alert:

    For Vaccinations:

    1. Contact your veterinarian to book an appointment
    2. After vaccination, update the record in Horsify
    3. Upload the new certificate
    4. The alert will disappear

    For Insurance:

    1. Contact your insurance provider
    2. Renew your policy
    3. Update the policy end date in Horsify
    4. Upload new Certificate of Currency

    For Health Declarations:

    1. Complete a new health declaration
    2. The old one will be automatically superseded
    3. New 90-day validity period begins

    For Health Certificates:

    1. Visit your veterinarian for new examination
    2. Upload new certificate to Horsify
    3. Update expiry date

    Frequently Asked Questions

    General Questions

    Q: Do I need to enter health records for each of my horses?
    A: Yes, each horse needs its own health records. This ensures accurate tracking and compliance for each individual animal.

    Q: Can I edit records after I've saved them?
    A: Yes! You can edit vaccination records, insurance details, and health certificates at any time. However, submitted health declarations cannot be edited - you'll need to create a new one.

    Q: What if I don't have all the documents right now?
    A: That's okay! Add what you have now and update records as you receive new documents. Horsify will remind you when items are about to expire.

    Q: How far back should I record vaccination history?
    A: We recommend recording all current vaccinations (those not yet expired). Historical records are helpful but not essential unless specifically required by an event.

    Vaccination Questions

    Q: My horse has been vaccinated but I don't have the certificate. What should I do?
    A: Contact your veterinarian to request a copy of the certificate. Most vets keep digital records and can email you a certificate.

    Q: How often does my horse need Hendra vaccination?
    A: Hendra vaccination requires an annual booster. Check with your veterinarian for the exact booster schedule based on your horse's vaccination history.

    Q: What if I use multiple veterinarians?
    A: No problem! Each vaccination record can have different veterinarian details. Just enter the information for whoever administered each specific vaccination.

    Q: Can I track vaccinations that aren't on the list?
    A: Yes! Select "Custom/Other" as the vaccination type and enter the specific vaccine name in the notes field.

    Health Declaration Questions

    Q: How long is a health declaration valid?
    A: Health declarations are valid for 90 days from the date you sign them. After 90 days, you'll need to complete a new declaration.

    Q: Can I use one health declaration for multiple events?
    A: Yes! As long as your health declaration is less than 90 days old, you can use it for any number of events during that period.

    Q: What if my horse's health status changes after I've signed a declaration?
    A: If your horse becomes sick or is exposed to infectious disease, the declaration is no longer valid. You should notify any events you're registered for and complete a new declaration once your horse is healthy again.

    Q: Do I need a separate declaration for each horse?
    A: Yes, each horse requires its own health declaration as it's specific to that individual animal's health status.

    Insurance Questions

    Q: What's the difference between public liability and personal accident insurance?
    A: Public liability covers damage or injury your horse causes to others. Personal accident insurance covers injuries to you as the rider. Most events require public liability; personal accident is optional but recommended.

    Q: My insurance covers all my horses. Do I need to enter it separately for each one?
    A: If your policy covers multiple horses with one policy number, you can enter the same policy details for each horse in Horsify. This helps track compliance requirements per horse.

    Q: What does "additional insured" mean?
    A: Some venues or event organizers require being listed on your insurance policy as an "additional insured party." This means your policy extends to cover them too. Check with your insurance provider about adding parties to your policy.

    Q: Where can I get public liability insurance?
    A: Many options exist including:

    • Equestrian Australia membership (includes insurance)
    • Pony Club membership (includes insurance)
    • Private insurance providers specializing in equestrian coverage
    • General sports and recreation insurance providers

    Compliance & Events

    Q: What happens if I try to register for an event and my horse isn't compliant?
    A: Horsify will warn you about any missing or expired documents. You can still proceed with registration, but you'll need to resolve compliance issues before the event date or risk being turned away at the gate.

    Q: Do all events have the same requirements?
    A: No, requirements vary by event type, venue, and state. Always check the specific event's requirements. Horsify shows you what's commonly required and will flag event-specific requirements when available.

    Q: Can events see my health records?
    A: Event organizers can only see health information that's relevant to their event (e.g., if you're compliant with their requirements). Your detailed health records remain private unless you choose to share them.

    🐎 Event-Day Health & Movement Declaration

    Some events require a full Horse Health and Movement Declaration — a two-stage biosecurity workflow that collects horse movement information at registration and a health check on the day of the event.

    Why This Is Required

    Many Australian equestrian venues and events require movement declarations to:

    • Track where horses are travelling from and to
    • Ensure horses on-site are healthy on the day
    • Create an audit trail for biosecurity authorities
    • Reduce the risk of disease spread at equestrian gatherings

    How It Works: Two Stages

    Stage 1: Completing Movement Details at Registration

    When you register for an event that requires health declarations, you will see a Horse Health & Movement Declaration section in the registration form.

    Information you need to provide:

    Field Description Example
    Horse Name Your horse's full name "Midnight Star"
    Breed Horse breed "Thoroughbred"
    Colour Horse colour "Bay"
    Sex Mare, Gelding, or Stallion "Mare"
    Age Horse's age in years "8"
    Microchip Number If microchipped "982 000 123456789"
    Registration Number EFA or other registry number "EA123456"
    Person Responsible Who is responsible for the horse at the event Your name and contact details
    Origin Property Where the horse is travelling from "Smith Farm, 123 Station Rd, Toowoomba QLD 4350"
    Destination After Event Where the horse will go after the event "Return to origin property"
    Transport Details Vehicle/float details (optional) "White Toyota Landcruiser, white float"

    💡 Tip: Have your horse's microchip/registration number handy before registering. You can find this on your horse's registration paperwork or passport.

    Once registration is complete, your movement details are saved. Your declaration status shows as "Movement Details Saved" and you will receive your health declaration email on the event day.

    Stage 2: Completing the Day-of-Event Health Check

    On the morning of the event (or just before, depending on when the organiser schedules it), you will receive an email with a secure link to your health declaration form.

    Subject line: Something like "Horse Health Declaration Required – [Event Name]"

    Opening Your Declaration

    1. Open the email on your phone or computer
    2. Click the link in the email
    3. The form opens showing your pre-filled horse and movement details
    4. The link stays valid until 48 hours after the event ends, so you have plenty of time to complete it

    No Horsify account required to complete the form. The link is secure and anyone who receives the email can complete the declaration.

    Reviewing Movement Details

    At the top of the form, your movement details are pre-filled from registration. If anything has changed (e.g., you're now coming from a different property), tap "Edit" to update them.

    Answering the Health Questions

    You must answer 8 health questions honestly:

    # Question Expected answer
    1 My horse is in good health today ✅ Yes
    2 My horse is eating and drinking normally ✅ Yes
    3 My horse has shown signs of illness in the last 72 hours ❌ No
    4 My horse has or has had a fever, nasal discharge, coughing, or other symptoms ❌ No
    5 I am aware of any disease exposure in the last 14 days ❌ No
    6 I agree NOT to bring my horse if it becomes unwell before the event ✅ Yes
    7 I agree to notify the event organiser immediately if my horse shows signs of illness during the event ✅ Yes
    8 I agree to follow all biosecurity directions from event officials ✅ Yes

    If you answer "Yes" to a health concern question (questions 3, 4, or 5), you will be prompted to describe the concern in a text box. The declaration will be flagged for review by the event biosecurity officer. Do not travel to the event until you have spoken with the organiser.

    Signing Digitally

    At the bottom of the form, type your full legal name exactly as it appears on your ID. This serves as your digital signature and confirms the declaration is true and correct.

    Submitting

    Tap "Submit Health Declaration". You will see one of two results:

    • ✅ "Declaration Submitted Successfully" — You may attend the event.
    • ⚠️ "Declaration Submitted – Please Contact the Organiser" — A health concern was flagged. Contact the event biosecurity officer before travelling.

    What If I Don't Receive the Email?

    1. Check your spam/junk folder — Automated emails sometimes land there
    2. Wait 30 minutes — Emails are sent on a schedule, not immediately
    3. Ask the organiser to resend — Event organisers can manually resend the email from their declarations dashboard
    4. Ask for a direct link — Organisers can copy and share your personal declaration link directly (e.g., via SMS)

    Status Summary

    Status What it means
    Movement Details Missing You haven't completed Stage 1 in registration yet
    Movement Details Saved Stage 1 complete — waiting for event day email
    Email Sent You've received the health declaration email
    Completed Declaration signed and submitted ✅
    Needs Re-Signing Movement details were updated — please re-submit
    Flagged for Review A health concern was indicated — contact the organiser
    Cancelled Registration cancelled

    Tips for Success

    🎯 Best Practices

    1. Stay Organized

      • Add vaccination records immediately after vet visits
      • Take photos of certificates right away
      • Set calendar reminders in addition to Horsify alerts

    2. Plan Ahead

      • Book vet appointments well before peak season
      • Renew insurance at least 2 weeks before expiry
      • Complete health declarations 1-2 weeks before events

    3. Keep Certificates Handy

      • Upload all certificates to Horsify
      • Also keep physical copies in your truck/trailer
      • Consider laminating frequently-used certificates

    4. Check Before You Register

      • Always use the compliance checker before event registration
      • This prevents last-minute scrambling
      • Gives you time to schedule appointments if needed

    5. Annual Review

      • Set an annual reminder to review all health records
      • Update any changes in insurance or veterinarians
      • Confirm all information is accurate and current

    ⚠️ Common Mistakes to Avoid

    1. Waiting Until the Last Minute

      • Veterinarians are busy during peak season
      • Some vaccinations take time to become effective
      • Insurance processing can take several days

    2. Forgetting to Upload Certificates

      • Having the vaccination without the certificate doesn't help
      • Events may not accept your word alone
      • Upload photos immediately after receiving documents

    3. Not Reading Event Requirements

      • Each event may have specific requirements
      • Some require additional health checks
      • Review requirements before registering

    4. Letting Insurance Lapse

      • Many venues won't allow entry without current insurance
      • Getting emergency insurance is expensive
      • Gaps in coverage can affect claims

    Need Help?

    Getting Support

    For Technical Issues:

    For Health/Veterinary Questions:

    • Consult your veterinarian
    • Contact relevant state equestrian federation
    • Check with event organizers for specific requirements

    For Insurance Questions:

    • Contact your insurance provider
    • Check Equestrian Australia or Pony Club membership benefits
    • Speak with other riders for recommendations

    Useful Resources

    Australian Equestrian Organizations:

    Health Information:

    Insurance Providers:

    • Check with your equestrian association
    • Search for specialized equine insurance providers
    • Ask other riders for recommendations

    Related Features:

    This guide is designed to help riders keep their horses' health records organized and stay compliant with Australian event requirements. Always consult with your veterinarian and check specific event requirements for the most current information.\n\n---\n\nSource: wiki/features/HORSE_HEALTH_DECLARATIONS.md \nLast synced: 2026-09-07 11:49:44 UTC

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