People and logins

Relationships and role

Relationships say what someone is to the barn, and a person can have several at once: a boarder who is also a parent, a groom who also rides. They help you find people and decide what shows up for them. They don't let anyone see or do anything.

Role is what their login can do (owner, manager, staff, instructor, customer, vendor). Only people who can sign in have one. On People it shows in capitals, a dash for someone with no login, and “off” for a login that has been turned off.

Most relationships fill themselves in from your records and keep themselves current:

• Boarder: owns or leases a horse at the barn today. Sell the horse and it goes.
• Rider: rode a lesson in the past year or has one coming, or has a rider level.
• Parent: recorded as a parent or guardian of someone.

Two are switches on the person's page: Works here, which puts them on the schedule and payroll, and Teaches, which lets them be assigned to lessons. The rest you set by hand, for what records can't tell: Vendor and Emergency contact. Staff change these on the person's page, or when adding someone.

Vendors and vendor types

A vendor's page says what they do for the barn: Vet, Farrier, Dentist, Bodywork, Chiropractor, Trainer, Hauler or Other, and several at once when that's true (bodywork and chiropractic, say). Picking a type makes them a vendor; turning Vendor off takes their types away. On People, a vendor's types show after the Vendor tag.

The types are your barn's own list, under Barn settings → Vendor types: add one (a saddle fitter), rename one (Veterinarian), move them up and down, or archive one you don't use. People who had an archived type keep it. Vet, Farrier and Dentist are built in, because the app relies on them: you can rename them but not archive them. Changing the list is barn setup, so it takes the owner, or a manager the owner gave the Settings permission; everyone on staff can see it.

Wherever you pick who did the work, the right vendors come first: the vets for a vet visit, vaccination or test, the farriers for farrier work, the dentists for dental, and bodywork and chiropractic for therapy. The same goes for a service day by its kind (a day can have several vendors, of any type), and for the vet and hauler on a horse's emergency card. Every other vendor is listed under them, and Someone else… at the bottom lets you type anyone in the barn, or a new name to add.

Organizations: clinics and companies

An organization is a clinic, a company or your barn's own business, kept with your people: “ISU Vet Med” with its eighteen vets, “Valley Equine”, a feed company, or “Stagecoach Stables” when the barn itself owns horses. Add one from People → Add person → Organization. It has one name, its own email (the front desk), phone, address and website, and vendor types (a clinic is a Vet). It can't sign in, be billed, ride, or work here, so those parts aren't on its page.

Anywhere you can name a person, you can name the organization or one person at it. A horse's vet can be ISU Vet Med or Dr. Erin Shaw there; so can a service day's vendors and the vet on the emergency card. When the card's vet is a vet at a clinic, the clinic shows beside her and its number answers when she has none of her own. An organization can own a horse, and it shows as the owner, not as a boarder.

The people who work there are its contacts. On the organization's page, Add contact picks someone already in the barn or adds a new name; Remove takes them off the list and keeps them in the barn. A person's page says where they work (“Works at ISU Vet Med”), with Change and Remove. Wherever it helps to know who someone is, they read as “Erin Shaw (ISU Vet Med)”, and the pickers list each organization with its people under it: “Erin Shaw · ISU Vet Med”. A clinic's Horses and Visits tabs include its vets' horses and visits. A vet with a vendor login sees the horses linked to them and the horses linked to their clinic, but not a colleague's own horses, and stops seeing the clinic's when they're removed from it. Linking a clinic to a horse lets every vet at the clinic see it; linking one vet keeps it to that vet. When you add a vet who works at a clinic to a horse's care team, tick Also link the clinic to do both at once.

Already have a record like “Stagecoach Stables” filed as a person? Open it and choose ⋯ → Make this an organization. Its horses, notes and links stay. A record with a login, billing, a rider level, a birth date or Works here stays a person; an organization people still work at can't be made a person again until they're moved.

Other emails, phones and the billing address

A person can have more than one email address and phone number. The Other ways to reach them card on their page holds the rest; each email must be a real address (with a domain like .com). Other emails find the person when you search, and they match the person when one of those addresses signs a form or comes in from an import, so you don't get a second copy of them. They never sign anyone in: a login always uses the person's main email.

The Billing address card sits under the mailing address. Tick Same as mailing when the bills go to the same place, or type the billing address with the same street lookup.

Finding someone

The search box on People finds people by the start of any word of their name or email, or of one of their other emails: “ann sm” finds Mary Ann Smith. A word of an organization's name finds it and the people who work there: “isu” finds ISU Vet Med and its vets. Below it, quick filters narrow the list, each with how many people it holds:

• Staff: anyone switched to Works here.
• Instructors: anyone marked as teaching, staff or not.
• Lesson students: anyone who rode a lesson in the past year or has one coming, or has a rider level.
• Boarders: anyone who owns or leases a horse at the barn today.
• Parents: anyone recorded as a parent or guardian of someone.
• Vendors: anyone tagged Vendor or with a vendor type, organizations included.
• Organizations: the clinics, companies and businesses on file. Each shows a building where a person has a face, and how many people work there.
• Has a login: anyone who can sign in.
• Archived: people who have been archived. The other filters leave them out. Only the owner sees this one (and managers the owner lets manage logins).

A filter with nobody in it doesn't show. Each row shows the person's relationships, their role, and their phone and email (on a phone, the narrow screen leaves the phone number and email for the person's page). Click Name, Role or Email to sort by it; sorting by role puts people without a login last. A long list comes a page at a time, with Next and Previous at the bottom. The search, filter, sort and page are all in the page's address, so you can bookmark or share them.

Roles

When a person has a login, their role at your barn decides what they can do:

Owner: everything, including finance, settings, and who else gets a login. Manager: everything staff can do, plus the staff schedule: building it and approving time, offered shifts, trades, time off and lesson covers. Staff: run the barn: horses, people, care, Sign, lessons, calendar, files, messages. Customer: their own horses, their emergency cards, the documents sent to them, their own barn page. Vendor: the horses they're linked to, and their organization's. Instructor: their own lessons and riders.

Inviting someone

On People, anyone with an email address has an Invite button. Staff can invite customers and vendors. Only the owner can invite staff or managers, and the owner picks the role on the invitation. The person gets an email with a link that expires in a few days; signing in with that email accepts it.

Changing what a login can do

Open the person's page. The Login card shows their role; the owner can change it there, for anyone except themselves. The change takes effect on the person's next request.

Archiving someone

Someone who works at your barn, or has employment history there, leaves through Change employment status… instead, in the same ⋯ menu: it hands on their shifts and lessons, cancels their requests, settles their time and access, and archives them as its last step if you choose. See Schedule and time.

When anyone else leaves the barn, open their page and choose Archive in the ⋯ menu, then confirm. They drop off every list, and if they have a login, it stops working at your barn right away (within a minute at most). It's only your barn: if they use 1barn somewhere else, that still works. An invitation that hasn't been accepted is cancelled.

Nothing they did goes away: their horses, signed documents, notes, time and pay history all stay. If shifts on the schedule still have their name, the page tells you how many, so you can reassign them.

To find an archived person, use the Archived filter on People. On their page, Unarchive brings them back, and their login works again with the same role it had.

Only the owner archives people, and managers if the owner turns on Logins for them. Nobody can archive themselves or the owner, and only the owner can archive a manager.

What managers can do

Under Settings → Managers, the owner sees who the managers are and four switches, each off until the owner turns it on. All managers share them.

• Pay: pay rates, pay history, payroll and closing pay periods, and adjusting time-off balances. Without it, managers still see who is set up for which work, but not what it pays.
• Finance: customer accounts and balances, charges and credits, cards on file, and the lesson billing policy. For events: amounts, payments and balances on registrants and in their CSV, a family's credit, issuing credits, refunds, waivers, payment links, recording a check or cash, Upcoming charges, and moving someone to an event at a different price. Without it, managers and staff see a Paid or Balance due chip and can move people between events at the same price.
• Logins: inviting staff, changing people's login roles, and archiving people. Only the owner makes someone a manager or an owner, or changes or archives a manager.
• Settings: setting up the barn: staffing policies, work types, holidays, time-off policies, time clock tablets, vendor types and the assistant.

Managers can see the switches but not change them. The 1barn plan and its billing stay with the owner.

Someone who is both staff and a boarder gets the staff role. They still see their own horses and barn page, since staff with a person record get those too.

A person's page

The name, relationships, contact details and login are at the top, then a Relationships card: the ones worked out from your records, each with where it comes from (“Owns Blaze”, “Parent of Mia”), the Works here and Teaches switches, and the hand-set tags. Below them, someone who works at the barn has two tabs: Customer for their horses, family, signed documents, events and billing, and Employee for their pay and time clock, time off, employment history and pay history. The Employee tab is there for staff, instructors and anyone with employment history, and only for whoever manages staffing on barns with Schedule. People who work here open on Employee and everyone else on Customer; with one side only, there are no tabs. Each tab has its own link (it ends in ?tab=employee or ?tab=customer), so you can send someone straight to it.

The Employee tab's Employment card also has their terms: Full-time or part-time (or not set) and Paid holidays, off unless someone turns it on, with the hours each paid holiday pays them (8 unless you change it) and their next one. Edit changes them from a day on, like a raise, and the list under it keeps each change. Any manager can set full-time or part-time; paid holidays and their hours need the Pay permission, and without it they read View only. A day in a closed pay period can't be picked. Nobody is notified. See Schedule and time for how paid holidays are paid.

Under the terms, Can clock in from the web and app decides whether they may clock in and out from their own login rather than only on the barn's tablet: Barn default, Allowed (any of their own shifts, even when the barn clocks in on its tablet) or Not allowed. It saves as you pick it. Any manager can change it. See Schedule and time, Where you clock in.

Families

Links between people (a parent and a rider, an emergency contact) are recorded on the person's page, so a family's horses, documents, and lessons are reachable from any member.