Records email

Turning it on

Records email comes with the Barn and Program plans. The owner or a manager turns it on under Barn settings → Records email with Turn on. Then the page shows the barn's address, like stagecoach@records.1barn.com, with a Copy button. Give it to your vet's office and your farrier, or forward records to it yourself.

To say which horse an email is about, add a plus and the horse's name before the @: stagecoach+reba@records.1barn.com. The plus part is only a hint; the email still reaches the same inbox.

While records email is off, email sent to the address isn't read and isn't lost straight away: it waits in the Held tray (Horses → Records → Emailed in) for 24 hours, unread, and Barn settings → Records email says how many came. Turn records email on within the day and email from your approved senders is read; the rest stays in the tray as usual. After 24 hours it's deleted. To turn it off, use Turn off on the same page; it asks first.

If the address starts drawing junk, Get a new address changes it to one with a random ending (stagecoach-k7x2@…). The old address stops working at once, so tell your senders the new one.

Who can send

Only email from your approved senders is read. The list is on the same settings page, and the owner and managers keep it:

1. All staff, on unless you turn it off: anyone who works at the barn, from any email address on their person or their login. Staff often forward a vet's email, so a forward from a staff member counts.
2. A person in 1barn, such as your vet or farrier. Their main email and every other email on their person count. Pick an organization (a clinic) and the email of everyone who works there counts too, each filed as the vet who sent it.
3. An address that isn't anyone's in 1barn, like records@valleyequine.com.
4. A whole domain, like valleyequine.com, for a clinic that sends from several people or from its practice software. This is broader: anyone with an address there can send records.

An email's sender is easy to fake, so an email only counts as coming from a listed sender when the sender's mail server proves it (SPF, DKIM and DMARC). One that doesn't is treated like a stranger's.

Held

Email from anyone else waits in the Held tray of Horses → Records → Emailed in, unread. It isn't spam: spam and viruses are dropped before they reach your barn. Each email says why it's there: New sender (not on your list yet), Couldn't verify sender (on your list, but their mail server didn't confirm the email is theirs), or Came while off (with how long until it's deleted). Staff see who sent it, the subject and the names of the files, never the text. The owner or a manager can Approve sender (just that address, or their whole domain), which adds them to the list and reads the email. Anyone on staff can Discard it. Held email deletes itself after 14 days (24 hours if it came while records email was off).

1barn never replies to anyone who emails the address, so nobody can use it to send email in your name.

What the AI does

Email from an approved sender is read by AI (Anthropic's Claude): the text and the attachments themselves, PDFs and photos included, so a scanned Coggins needs no extra step. It first sets aside newsletters and ads, then suggests a record for each thing it finds:

1. Vaccination, vet visit or farrier visit: a health record, with the date, the vaccine and lot, what was done and when it's due next.
2. Coggins: a paper on the horse, with the test date, accession number and result. It expires a year after the test unless the paper says otherwise.
3. Invoice: a document on the horse, with the invoice number and total. Billing the owner for it comes later.
4. Other: any other document about a horse.

It matches horses by name or registered name, and the vet or farrier to your vendors. One email with three horses' Coggins becomes three suggestions. A barn can have up to 100 emails read a day; past that, the rest wait for the next day.

Adding to 1barn

New suggestions show on the dashboard's Open tasks (“3 records ready to add”) and in Horses → Records → Emailed in. Open one to see the email and its attachments beside the suggested record, already filled in. Anything the AI wasn't sure of is outlined with Check this. Then:

1. Add to Blaze's records (the button names the horse) makes the record and attaches the email's files to it. Change anything first (a date, the horse, the vet) and the button adds with changes.
2. Split by horse turns one suggestion for several horses into one per horse, to add or change separately.
3. Attach to a record puts the files on a record the barn already has, such as a Coggins you typed in from paper.
4. Dismiss sets it aside, with a reason if you like.

Nothing is added until someone adds it. Your corrections are kept, and the AI reads your barn's recent ones before it reads the next email, so it learns your horses' nicknames and your vet's habits.

From ChatGPT or Claude

If you've connected ChatGPT or Claude to 1barn, you can ask it what's waiting (“What's in the records inbox?”) and have it add a suggestion to 1barn (“Add the Coggins from Dr. Kim to Blaze's records”). It reads you the fields the AI wasn't sure of and asks before it adds anything. It sees who sent each email, the subject, the file names and the suggested records, never the email's text or its files; open those in the Records inbox.

The owner or a manager can also ask it to add, remove or approve a sender. Before it adds or approves one, it tells you that email from that sender will be read by AI (Anthropic) and asks you to confirm. Staff can read and add records but can't change the list, the same as in the app.

What happens to the email

The original email and its attachments are deleted after 30 days. What you added stays: the records, and the files as documents on the horse.

Email sent to the AI goes to Anthropic, under 1barn's account, only for barns that turn records email on and only from approved senders. See the privacy policy.