New Boarder Onboarding
- 1Inquiry form submitted via website
- 2Automated email sends boarding contract and barn rules
- 3Document signed and Coggins upload requested
- 4Stable manager notified to prep the stall
Systems for Stables
Modern Systems for Stables and Riding Facilities
Equestrian centers make money through boarding fees, training programs, and private lessons, but margins often thin due to manual administrative work. Revenue leaks occur when trainer hours are tracked incorrectly, tack lockers go unpaid, or boarding renewals fall through the cracks of a paper-based system.
Pet Services
- Digital Waiver Vault
- Equine Health Trackers
- Arena Booking Portal
- Incidental Log Automation
- Boarder Reactivation
Also for: Horse Boarding
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
Prospective boarders or riders inquire about stall availability or lesson packages via the website.
- 02
Evaluation
Staff schedule a barn tour and an assessment ride to determine the appropriate training level or horse temperament.
- 03
Onboarding
Owners sign boarding agreements, liability waivers, and submit Coggins tests and vaccination records.
- 04
Care Plan
The stable establishes feed charts, turnout schedules, and specific supplement instructions for the horse.
- 05
Active Boarding
Ongoing communication regarding farrier visits, vet calls, and facility maintenance updates.
- 06
Billing Cycle
Monthly invoices are generated for base board, training fees, and incidental barn charges like blanketing.
- 07
Retention
Long-term relationships are maintained through clinic announcements and community barn events.
Where it leaks
Common problems for equestrian centers.
01
Liability Gaps
Expired liability waivers and missing health certifications like Coggins tests pose a significant legal risk. Manual filing systems make it difficult to track which riders or owners have not signed updated annual releases.
02
Scheduling Friction
Constant back and forth between trainers and students regarding arena availability leads to double-booked rings. Without a central view, lesson cancellations often happen too late to fill the slot, resulting in lost revenue.
03
Billing Inaccuracies
Incidental services like administering medications, trailer parking, or extra bedding are frequently forgotten on monthly invoices. Barn managers often lack a real-time method to log these billable events as they happen in the stalls.
04
Communication Overload
Owners are often bombarded with individual texts and calls about barn hours, weather closures, or paddock rotations. This fragmented approach leads to missed information and frustrated boarders who feel out of the loop.
05
Record Management
Tracking the rotation of farrier visits and dental floats across forty different horses is prone to human error. When health records are not digitized, coordinating with visiting veterinarians becomes a time-consuming manual task.
What LATTICE can build
Systems built around how you work.
Digital Waiver Vault
Automatically send and store legally binding liability releases and boarding contracts during the onboarding process.
Equine Health Trackers
Automated reminders for Coggins renewals, vaccinations, and routine farrier visits to ensure the herd remains compliant.
Arena Booking Portal
A self-service calendar where trainers and riders can reserve arena time, preventing overcrowding and scheduling conflicts.
Incidental Log Automation
Allows barn staff to instantly log extra services from a mobile device that syncs directly to the monthly board invoice.
Boarder Reactivation
Identifies students who have not booked a lesson in several weeks and sends a personalized invite to return to the saddle.
Barn Bulletin SMS
Send bulk updates regarding turnout changes, weather alerts, or facility maintenance to all boarders simultaneously.
AI Intake Receptionist
An automated assistant that handles initial inquiries about stall openings and lesson pricing while staff is in the barn.
Example systems
What it looks like in practice.
Lesson Cancellation Recovery
- 1Rider cancels lesson via client portal
- 2System checks waitlist for that time slot
- 3Notification sent to eligible riders to fill the gap
- 4Schedule updated automatically for the trainer
Routine Care Notification
- 1Health record indicates vaccination is due in thirty days
- 2Automated SMS asks owner if they want to join the barn vet call
- 3Owner confirms and record is updated for the vet manifest
- 4Fee is automatically added to the next billing statement
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from equestrian centers
How can I track which horses are due for their farrier?
The system maintains individual records for every horse in your care. You can set automated triggers that alert both you and the owner when a specific number of weeks have passed since the last shoeing or trim.
Can boarders pay their monthly invoices through a portal?
Yes. A secure client portal allows boarders to view their itemized statements, including base board and any additional services, and pay via their preferred method without needing to mail paper checks.
We have multiple trainers. How do we manage ring time?
A centralized resource calendar allows you to designate specific arenas or round pens. Trainers can see real-time availability, ensuring that a group lesson does not conflict with a private training session.
What happens if a rider forgets to sign their annual waiver?
The system monitors the expiration dates of all documents. It will automatically send follow-up reminders via text and email to the rider until a new signature is captured and filed in their digital profile.
Is this system difficult to use for barn staff who are always on the move?
The interface is designed for mobile accessibility. Staff can quickly check a feed chart or log a supplement administration directly from the barn aisle without needing to sit down at a computer.