Operations Tools
The schedule, the horses, the people and the records, in one system that fills itself in as the day happens. Use it on its own, or let it feed the finance suite.
Nine tools, one record
Tools that help you keep your schedule, staff, and horses organized with less effort
Smart Scheduling
Event Product templates let you set the booking rules and price. Allow clients to book or sign-up on their own or make it bookable by staff only. Arenas can be assigned to an event booking and an overbooked space is flagged rather than blocked. The schedule can auto-generate a tacking list based on training rides and events marked with tacking services added. When a billable event has finalized, the charges get added to the client's bill.
Tasks & Notes
Tasks linked to horses, people and events, with subtasks, progress tracking, reminders and activity log. Add notes tied to events, tasks, clients and horses that stay in sync across the team. Search for a person, horse or keyword and the relevant task or note can be found.
Show & Planning Calendar
Shows, clinics, and trips go on a month-view calendar your staff share. Each event carries the people and horses going, its notes, and the prep as linked tasks with optional reminders, so the whole team sees what's done and what's due.
Feed Programs
Set each horse's hay, grain, and supplements by the amount, from pounds to flakes and scoops, with notes like "soak 10 min" at the feeding times you choose. Staff check off each line as they feed or mark it skipped with a reason, so you can see who fed what and when.
Prepaid Packages
Prepaid service packages are automatically tracked. Credit tokens are issued when the subscription renews and can be applied toward events that accept the issued tokens. Token usage shows on the client's invoice and clients can see their used and available tokens at any time. One package can be shared among a whole family with the Family Token Sharing feature enabled.
Board & Subscriptions
Board with add-ons and any other recurring product or service are set up as subscriptions and are renewed on your billing cycle.
Equine Management
Comprehensive horse profiles keep everything about each horse in one place: its owners, stakeholders and emergency contacts, its registry details, its insurance with renewal reminders, and its feed program. The health records section provides easy access to Coggins and health certificates with configurable renewal reminders. Notes and file storage keeps detailed information and documents attached to each horse's profile.
Effortless Records & System Search
Every calendar entry and every completed task becomes a record on its own, so nothing is entered twice. System Search searches anything and everything in the system and returns every relevant result in seconds; tap an avatar for the essentials.
Digital Whiteboard
A display for the barn: today's schedule, the horses and their notes, the weekly weather and a horse heat index. Set it up once and every screen you pair shows the same board.
Staff, Teams & Client Management
Permissions and access roles for every level. Grant role based access permissions to staff and teams, give clients user level access or manage them entirely by setting them as a managed client. Family accounts allow parents to manage their kids and connected family members.
Invoices, payments, expenses, and reports live in the Business Finance Suite, and every lesson, subscription renewal, and prepaid credit set up here is added to the right invoice automatically. Explore the Business Finance Suite
On its own, or connected
Run the schedule, tasks, feed programs and horse records. Every event and task still becomes a record.
Every finalized lesson, school horse fee and add-on becomes a charge on its own, and board, packages and subscription products renew onto the invoice. Nothing is entered twice.
Smart Scheduling
Each Event Product carries its own booking rules and billing. Choose whether clients can book themselves or only staff can book, set the price or the prepaid credits it accepts, and apply your late reschedule and cancellation policies automatically. When the event finalizes, the charge goes on the client's invoice.
See Smart SchedulingOperations FAQ
Create an Event Product, the template for a bookable event. Go to Manage › Event Products, add one, set its bookable start times and booking window, and turn on Allow client to schedule.
The Event Product also holds the group size, the trainer options, the price or the token types it accepts, and whether clients can reschedule or cancel. Once you turn on Publish this event and save it, clients see the open times in the app and book them themselves.
Yes, and HayNet applies them for you. Set your barn's Late Cancel Fee, a percentage of the service price, under Manage › Finances › Billing settings. Then, on each Event Product, turn on Allow client to cancel and Allow client to reschedule, set the notice you need in Min cancel before and Min reschedule before, and use Late Cancel Fee (percent) where one service needs a different fee.
Clients see the policy when they book. If they cancel inside the window, they're shown the fee and confirm before it's charged; with no fee set, they can't cancel that late and contact you instead. And when lessons are sold as Prepaid Packages, a missed lesson is already paid for.
HayNet moves on to the next space. Clients don't choose an arena: HayNet assigns one at booking from the resources on the Event Product, in the order you list them, and when one is full it tries the next. If every space is full, the client can still book, and HayNet marks the booking overbooked instead of turning it away.
Users with elevated access roles can also overbook a space on purpose, even when others are open, and HayNet marks it overbooked. A booking in an overbooked space, or with no space assigned, shows a location picker on the Agenda for its trainer and your managers, so the right person decides whether to move it, reschedule it or leave it as it is.
Each Prepaid Package is a subscription that gives the client a set of credits, called tokens, of a type you choose, like Private Lesson or Training Ride, with a fresh set every billing cycle. You're paid before the lessons happen, and each Event Product says which token types it accepts.
When a client books one of those events, a credit is set aside as Pending, and once the event finalizes it shows as Used. On the invoice, a used credit is a zero-dollar line with the event name, date and time.
Credits can expire after a period you set or never expire, and you can add or revoke them manually. You and your clients can check balances in the app at any time, with nothing to track on paper.
Yes. With Family Token Sharing, a package one family member buys can be used by every linked rider in the household. It's on by default for the barn, every event and every family, so there's nothing to set up, and a rider's own credits are used before the family's.
Every shared credit shows whose it was and whose booking used it, on the booking summary, in the barn's and the family's token managers, and on the invoice. Families link their accounts under Account & Billing › Family Account.
No card required. Available on Apple iOS, Android and Web.