Knowledge base
How to use Barnflow
Product documentation for barn staff and horse owners. Staff can also open a support ticket from the app.
Getting started (2)
Getting started
Get around on a phone
Staff: Today, Horses, Stalls, Clients, then More for Calendar, Billing, and the rest. Horse owners: Home, Horses, Invoices, then More for Messages, Documents, Bookings, and Leases.
Getting started
Safer forms on phone and desktop
Search updates after you pause typing. If you leave a horse, client, invoice, or stall-map arrange screen with unsaved edits, Barnflow asks you to confirm.
Sign-in & accounts (2)
Sign-in & accounts
Run a barn and board somewhere else
One login can be staff at your barn and a horse owner at another. Use Owner portal in the staff sidebar, or Barn app in the portal header. You never sign out to switch.
Sign-in & accounts
Sign in, sign up, and your barn account
Sign in with Google or email. Staff: name your barn on sign-up. Owners: use the email your barn invited.
Stalls & properties (14)
List occupancy or open Property Map. Place horses, arrange stalls, lease stalls to a trainer, and print the board — staff in /app/stalls.
Stalls & properties
Stalls list and Property Map
Open Stalls in the staff app. Use List to filter occupancy; switch to Map to place horses like the real aisle. Add a property, then add stalls, before you arrange the board.
Stalls & properties
Daily map work: operate and intake
On Property Map, drag a horse onto a stall. Search to spotlight someone, tap a tile for the unit drawer, and use Intake when you are placing new or returning horses. Undo appears for a few seconds after a move.
Stalls & properties
Arrange stalls on the map
Click Edit Layout, then drag stall tiles to match the real aisle. Drop on empty floor to place freely. Zoom does not save positions — only the tile drop does.
Stalls & properties
Draw aisles and zones
Managers can draw an aisle or a colored zone anywhere on the map — empty floor, not only stall tiles. Click points, then Done. Staff and trainers can see the shapes but cannot edit them.
Care & Today board (3)
Care & Today board
Run the morning on Today
Open Today to see care for the barn’s local calendar day (not UTC). Attention sits above the care list; weather, shifts, and turnout are under Barn status.
Care & Today board
Find horses faster on the list
Search horses by name on the server, move between pages of 50, and see photo thumbs when a horse has a profile picture.
Care & Today board
Share a horse card with a vet or farrier
Managers create a time-limited link under Share links. Copy it once and send it. The recipient opens /share/… with no Barnflow account. Revoke anytime.
Clients (1)
Inventory (1)
Documents (1)
Billing (13)
Board, care, and add-ons grouped by property and horse. Barn invoices go to the lease holder; trainers invoice horse owners from the lease workspace. QBO/CSV is barn invoices only.
Billing
Billing at a glance
Where your bill comes from and where to find it — staff in /app/billing, owners in /portal. One flow from property and stall to invoice and payment.
Billing
What you’re charged for
Board, care, and add-ons — grouped by property and horse, prorated by night. Rate changes apply from the new date forward.
Billing
Your invoice, explained
Draft → Sent → Paid. Once sent, your invoice can’t be silently edited — fixes show as adjustments. Find it in /portal/invoices.
Billing
How to pay
Pay in /portal/invoices or let staff record check/cash. Partial payments allowed; extra becomes credit. Receipts come by email.
Billing
Owner portal (3)
Owner portal
Barn notices for staff and owners
Managers post a notice under Notices in the staff app. Publish it so horse owners see it on portal Home. Staff-only notices stay in the staff list.
Owner portal
Ask the barn for something
Horse owners open Requests in the portal, pick a barn if they board at more than one, and send a care, health, billing, or facility request. Staff update status on Requests (Growth+).
Owner portal
Horse owner portal
What owners see: horses, care, documents, invoices, and messages.
Offline & PWA (1)
Team & roles (2)
Team & roles
Who is on today
Managers assign who is working a barn day under Shifts. Everyone on staff sees the list, and Today shows On today. Growth+ after trial. Not payroll or holiday rotas.
Team & roles
Team roles and permissions
Owner, admin, manager, staff, and trainer — who can bill, report, and manage the plan.
General (2)
Barn staff: Open a support ticket from the staff app.
Horse owners: Message your barn in the owner portal, or ask them to contact Barnflow.