Here's how you manage lesson cards in StalliQ: Go to Management → Quotas. Create card types with a horse type (School horse / Own / Both), assign cards to members and manage validity, balance, card sales and cancellations. Multiple matching card types can be linked to each riding lesson - when booking, StalliQ automatically filters by horse type and remaining balance. Sales feed into the finance overview; cancellations and refunds are recorded cleanly for accounting purposes as negative offsetting entries.
How do I create a card type?
Go to Management → Quotas and tap "Add type":
- Label - e.g. "10-card group lessons school horse", "5-card private lesson own horse", "Monthly subscription Both"
- Horse type - School horse (only for bookings with a school horse), Own horse (only for own horses) or Both (universal). Determines which booking pickers the card appears in
- Number of lessons - How many units the card contains (e.g. 10)
- Validity period (days) - Optional: After how many days the card expires (empty = unlimited)
- Price - Optional: Sale price of the card
- Monthly subscription - Toggle: When enabled, the quota is automatically topped up to the full count on the chosen day of the month. Ideal for monthly flat rates (e.g. "4 lessons per month" that automatically renew on the 1st of each month)
Tap "Save". The card type is immediately available to assign and to link to riding lessons.
How do I link card types to riding lessons?
When creating or editing a riding lesson (see Schedule) you'll find the list "Accepted lesson cards" - tap each type you want to allow (multi-select). Important: A lesson with only cards that don't have the School horse horse type allows only own-horse bookings - and vice versa. Also allow matching cash prices if both payment methods should work.
How do I assign a lesson card to a member?
Go to Management → Members, tap the member and scroll to the "Lesson cards" section. Tap "Assign new lesson card":
- Choose card type - Select the desired type from the list
- Count (optional) - Override the default count if needed
- Payment method - For paid cards: Cash, Bank transfer, Debit card or Other
Tap "Assign lesson card". The member sees the card immediately in their stable tab under "My lesson cards". The sale appears in the finance overview with a sequential receipt number.
How do I cancel a card sale?
If a sale turns out to be a mistake (e.g. wrong card type, wrong member), open the entry in the finance overview (Statistics → Finance tab) and select "Cancel":
- Enter a mandatory reason (free text, e.g. "Wrong card type, replaced with the correct card")
- Confirm
StalliQ removes the issued units from the member's account and creates a negative offsetting entry in the finance overview. The original sale stays visible, marked as "cancelled". The receipt number sequence remains gapless.
Caution: If units have already been used (remaining balance < original count), StalliQ throws "Card partially used". You then have to undo the affected bookings first (set attendance to "Excused") before you can cancel the card.
How do I extend the validity?
Single card: Open the member's card and tap "Extend validity". Choose the number of days (quick select: 7, 14, 30 days) and optionally a reason.
All cards stable-wide: In the Quotas area you'll find the "Extend all cards" button. With it you extend the validity of all active lesson cards in the stable at once - e.g. during a Christmas break or stable holiday.
How do I adjust the balance?
If a deduction needs to be corrected, open the member's card and tap "Adjust". You can credit or deduct units. Every adjustment is logged in the audit log. For manual changes, the member automatically receives a push notification.
How do I reset a negative balance?
Members can also have booked into a negative balance (e.g. "−2 in the red"). Once it's clear how these units were settled (e.g. paid extra in cash), tap "Set to 0" in the card. StalliQ asks for a mandatory reason (e.g. "paid manually"). The balance jumps to 0; the reset with its reason appears in the audit log and in the card history.
A list of all cards in the red can be found in the "Cards in the red" tab under Management → Receivables.
How do I see the usage?
Per member you see:
- Progress bar - Visual: Green (above 30%), Yellow (below 30%), Red (negative)
- Remaining balance - e.g. "8 of 10 left"
- Reservations - e.g. "2 reserved" when bookings for future lessons have already selected this card
- Expiry date - Or "Valid indefinitely"
- Active / Expired - Expired cards are greyed out
How does the billing overview work?
If you've set a price on card types, StalliQ records the payment method (Cash, Bank transfer, Debit card or Other) with each card assignment and automatically creates a receipt number. You'll find the full finance overview in the Stable statistics under the Finance tab:
- Total revenue - Sum of all sold lesson cards and cash lessons in the selected period (refunds + cancellations are offset)
- Cards sold - Number of assigned cards
- Breakdown by payment method - How much by Cash, Bank transfer, Debit card
- Sales list - Each sale with receipt number, date, member name, amount, card type and payment method. Refunds appear in red with a minus + reason; cancellations with 0 € + badge
- PDF and CSV export - Export the revenue overview as PDF or CSV
Small business regulation (§19 UStG): If, as a small business, you don't show VAT, enable the option under Management → Settings → "Small business regulation". The tax rate is then set to 0% and the note "No VAT shown pursuant to §19 UStG" appears on the receipts.
How do I see a member's booking history?
Tap a member's lesson card. The detail screen shows the complete transaction history:
- Riding lesson attended - Which lesson, when, automatic deduction
- Excused - No deduction, reason noted
- Late cancellation - Deduction despite cancellation
- Manual credit - Added by you, with a note
- Manual debit - Deducted by you, with a note
- Card purchased - Purchase date, amount, payment method, receipt number
- Card cancelled (refund) - Mandatory reason, negative entry in the finance overview
- Balance set to 0 - Mandatory reason
Each transaction shows the date, reason, amount (+/−) and who carried out the action. For manual changes, the member receives a push notification.
Frequently asked questions
Can members in StalliQ keep booking with a negative balance?
Yes. StalliQ allows negative balances - the member can keep booking lessons even when the quota is used up. You see the negative balance in the members overview and in the admin list "Cards in the red" under Management → Receivables.
How does the deduction for lesson cards work in StalliQ?
Automatically, based on attendance recording. Deduction for: present, absent without excuse, late cancellation. No deduction for: excused absence. When you change the status (e.g. from "Absent" to "Excused"), the deduction is automatically undone.
Can I link lesson cards to specific riding lessons in StalliQ?
Yes. For each riding lesson you specifically choose, in the "Accepted lesson cards" field, which card types are valid. For example, you can allow a "10-card group lessons" only for group lessons and offer a separate "5-card private" for private lessons.
Can a single riding lesson accept multiple card types?
Yes, several cards at the same time. When booking, StalliQ filters by the student's horse type and shows only matching cards with remaining balance in the picker. This way you can serve school-horse riders and own-horse riders with different cards in the same lesson.
What happens when I delete a card type?
Already issued cards remain and continue to be used. The type only disappears from the selection list for new sales and for lesson configuration. Riding lessons that accepted this type continue to check the card normally.