When a horse arrives, its details, documents, care requirements and related tasks should be captured once and reach the people who need them automatically. When that depends on memory or a single person, care and communication suffer.
A new horse brings a wave of information: owner contact, vet and farrier details, feed and supplements, allergies, turnout needs, handling notes and paperwork. If that information lives in one person's head or a single paper form, it is fragile.
What should be captured
- Owner and emergency contact details.
- Vet, farrier and insurance information.
- Feed, supplements and any allergies or medical notes.
- Turnout, handling and behavioral considerations.
- Required documents: agreements, Coggins, vaccinations.
- The operational tasks the intake triggers: stall prep, feed setup, staff briefing.
Make intake trigger the work
The strongest intake processes do not just collect information. They turn it into the tasks and records the intake requires, so preparing for the horse and briefing the team happens as part of capturing the details, not as a separate step to remember.
Map what a new horse intake should trigger:
- Which records get created.
- Which staff need to be informed and about what.
- Which tasks need to happen before and on arrival.
- Which documents need to be collected and stored.