Contacts

What Contacts are

Contacts are the people connected to your barn: owners, riders, lesson students, employees, volunteers, and vendors. Each contact stores names, phone numbers, emails, mailing address, emergency contact details, organization memberships, notes, and a profile picture. You can also link contacts to horses and assign them roles.

Contacts is available on every plan.

To open it, go to Contacts in the navigation. The list shows each contact's name, type (roles), linked horses, primary email, phone number, and billing contact.

The contacts list

The list page gives you these tools:

Tool	What it does
Search	Search contacts by name.
Activity filter	Show Active, Archived, or All contacts.
Role filter	Filter by a single role: Lesson Student, Employee, Owner, Rider, Vendor, Volunteer, or Other.
Pin	Pin a contact so it sorts to the top of the list.
Sort	Click a column header to sort by name, type, horses, email, or phone.

Click a contact's name to view its full details. On a phone you open a details page; on desktop the details open in a panel.

Roles (contact types)

When you add or edit a contact, you choose one or more roles. A contact can have several roles at once. The available roles are:

Role	Notes
Employee
Lesson student
Owner
Rider
Volunteer
Vendor	Requires a vendor type (see below).
Other	Lets you record a custom role label.

When you select Vendor, you must also pick a vendor type: Vet, Farrier, Dentist, or Other. If you pick Other, type your own custom vendor label.

When you select Other (as a role), you can record a custom role that is not in the standard list.

Adding or editing a contact

1. On the Contacts page, select Create Contact. To change an existing contact, open its action menu and select Edit.
2. Complete the wizard. It has five steps: Basic Info, Contact Info, Billing Contact, Organizations, and Attachments.
3. Select Save to finish.

You need edit permission for contacts to create or edit. Permissions are managed under Users & Permissions.

Step 1 — Basic Info

Field	Notes
Profile picture	Upload an image (up to 10 MB).
Name	Required.
Roles	One or more (see Roles above).
Vendor type	Required when the Vendor role is selected.
Notes	Free-text notes with formatting.
Horses	Select one or more horses to link to this contact.

Step 2 — Contact Info

Field
Primary Phone
Cell Phone
Primary E-Mail
Secondary E-Mail
Mailing Address (Street 1, Street 2, City, Country, State, ZIP Code)
Emergency Contact (Name, Relationship, Phone, E-Mail Address)

All fields in this step are optional, but emails and phone numbers must be in a valid format if entered.

Step 3 — Billing Contact

A billing contact is the party that receives and pays invoices. You can choose:

• No billing contact needed
• Contact pays for themselves — uses the contact's own primary email for billing.
• Someone else handles billing — link to an existing billing contact (for example, a parent).

Billing contacts connect to the Invoicing feature, which is part of the Pro plan.

Step 4 — Organizations

Record memberships such as associations or registries. For each organization, enter the Organization Name, an ID Number, and an expiry date. Use Add Organization to record more than one.

Step 5 — Attachments

Attach files to the contact (for example, documents or forms).

Linking contacts to horses

Link a contact to one or more horses in the Basic Info step using the Horses selector. Linked horses appear as chips in the contact's row on the list. To remove a link, edit the contact and clear the horse from the selector.

Archiving and reactivating

Use a contact's action menu to Archive it (you'll be asked to confirm). Archived contacts are hidden from the active list but can be found with the Activity filter set to Archived or All, and reactivated from their action menu.

Importing contacts (bulk upload)

You can add many contacts at once from an Excel file.

1. On the Contacts page, select Bulk Upload.
2. Select Download Template and fill in the provided Excel template. Use the template every time, because the importer checks for the required sheets and columns.
3. Drag the completed file onto the upload area, or click to browse. Supported formats are XLS and XLSX.
4. Review the preview table. Roles, horses, countries, and states/provinces are chosen from dropdowns; other fields are editable inline.
5. Select Validate Data. The importer flags problems such as missing names, invalid email or phone formats, duplicate emails (within the file or already in the system), and horses, countries, or states that aren't in the system. Fix any highlighted cells.
6. When validation passes, select Import Contacts.

Notes:

• Each row needs a Name. Rows without a name are skipped.
• You can import up to 100 contacts per file. If a file has more, only the first 100 are loaded.
• Rows with validation errors are skipped on import; valid rows still import.
• The template supports up to 5 linked horses and up to 3 organizations per contact.
• You can stop an import in progress; contacts already imported stay in the system.

A note on Vendors

Vendors is a separate list (under the admin area) for service providers such as vets, farriers, and dentists. It is part of the Essential plan. Vendors are filtered by type (Dentist, Vet, Farrier, Other) and status (Active or Archived).

This is distinct from giving a contact the Vendor role on the Contacts page. Use the Vendor role when you want a service provider in your Contacts list; use the Vendors area to manage your vendor directory.