Setting up riding-school operations in StalliQ

Here's how to set up riding-school operations in StalliQ: In this order:

1. Create disciplines (dressage, show jumping, lunging ...)
2. Create facilities, assign disciplines, set capacity + space requirements
3. Define and sort skill levels
4. Invite members and assign skill levels
5. Assign horses to the stable, mark school horses and configure rest days / max. lessons
6. Create lesson card types (with horse type: school horse / own / both)
7. Create riding lessons - set the horse-type permission and payment model (cash / card) per lesson

Only after that can students book. This guide walks you through every step, explains the modes (school horse vs. own horse, cash vs. card) and shows where typical mistakes happen.

Requirements

You've already created a stable in StalliQ (see Creating a stable), you're registered as the owner and you have a stable subscription from Stable S (45 €/month). Riding-school operations only work with an active subscription - free stable use is limited to the member list and the message board.

Step 1 - Create disciplines

Go to Management → Infrastructure → Disciplines and tap "New discipline". Create all the sports you offer in your stable:

• Dressage, Show jumping, Eventing, Lunging, Vaulting, Groundwork, Cross-country, Theory

Disciplines are just labels with no further settings. Important: they're the foundation for the facility configuration in the next step. So create them BEFORE the facilities.

Step 2 - Create facilities

Go to Management → Infrastructure → Facilities & arenas and tap "New facility". For each facility:

• Name - "Large indoor arena", "Outdoor arena", "Lunging arena", "Round pen"
• Capacity (units) - Maximum units usable at the same time (e.g. 6)
• Assign disciplines - After saving: specify the space requirement for each discipline

Example: Indoor arena with capacity 6

• Dressage → space requirement 1 → up to 6 dressage groups in parallel
• Show jumping → space requirement 3 → up to 2 jumping groups in parallel
• Lunging → space requirement 2 → up to 3 lunging spots in parallel

More details and edge cases under Facilities, disciplines and skill levels.

Step 3 - Define skill levels

Go to Management → Infrastructure → Skill levels and create all the levels used in your stable. Typical scales:

• School scale: Beginner → Advancing → Advanced → Competition
• Equestrian classes: E → E/A → A* → L → M → S

Important: The list is sorted (beginner at the top, advanced at the bottom). Use the arrow buttons to set the order. During the skill-level check, higher levels may join lessons of lower levels, but not the other way around.

Step 4 - Invite members and assign skill levels

You'll find the 6-digit invitation code under Management → Settings. Share it with your students and boarders. Join requests appear under Management → Members → "Join requests" - you accept or reject them.

For each accepted member: tap the entry and set the skill level. Without an assigned skill level, the member cannot book any riding lessons ("No skill level assigned").

If a member has managed people (e.g. children), you can set their skill levels separately on the member detail page.

Step 5 - Assign horses to the stable and configure school horses

Go to Management → Horses. Here you'll see:

• School horses - Horses that belong to the stable and can be assigned to students
• Members' own horses - Horses that belong to members and are kept at the stable

Create school horses: Tap "Add horse" and mark it as a school horse. For each school horse you configure:

• Max. lessons/day - How many riding lessons the horse should have at most per day (e.g. 3)
• Rest days - Weekdays on which the horse is not scheduled (e.g. Mon + Thu)

These settings show up as soft warnings during school-horse assignment - you can override them if needed. In case of an actual time overlap, StalliQ blocks hard.

Members' own horses: Members assign their own horses to the stable themselves under "Horse → Edit → Stable". You then see them in the management list but can't set school-horse settings.

More details under School-horse assignment.

Step 6 - Create lesson card types

Go to Management → Quotas → "Add type" and create one type per card model. For each type:

• Label - e.g. "10-lesson card group lessons school horse"
• Horse type - School horse / Own horse / Both. Determines which bookings the card can appear for
• Number of lessons - e.g. 10
• Price - optional, but a prerequisite for the financial overview
• Validity period - e.g. 90 days; empty = unlimited
• Monthly subscription - for flat rates that refill automatically

Typical setup for a riding stable:

More under Managing lesson cards.

Step 7 - Create your first riding lesson

Only now - with disciplines, facilities, skill levels, horses and cards in the stable - can you create a riding lesson.

Go to the Stable tab → Occupancy → Plus button. In the form:

1. Select facility, discipline, skill level, instructor as usual
2. Set max. participants, date, time, duration
3. Define the payment model - this is the crucial step:

Mode A: School horse, cash or card

• Price with school horse: 25 €
• Price with own horse: (empty)
• Accepted cards: "10-lesson group school horse", "5-lesson private school horse"

Result: Own horses are excluded. Students on a school horse can pay cash (25 €) or with one of the two cards.

Mode B: Own horse, card only

• Price with school horse: (empty)
• Price with own horse: (empty)
• Accepted cards: "10-lesson group own horse"

Result: Own horses only, card only. Cash isn't possible.

Mode C: Both horse types, card or cash

• Price with school horse: 25 €
• Price with own horse: 20 €
• Accepted cards: "Monthly subscription 4× both", "10-lesson group school horse", "10-lesson group own horse"

Result: The student first picks a horse, then payment. Per horse type, only matching cards + the matching cash price are shown in the picker.

Recurring lessons

• Repeat - e.g. weekly
• End - by date or X sessions. Maximum: 56 weeks into the future
• Bookable as a multi-session - enables the "Book all sessions" option for students

Tap "Save". The lesson immediately appears in your students' schedule.

What students experience now

As soon as the lesson is live:

1. Students see the lesson in the Stable tab → Riding lessons
2. The detail view shows the horse-type notes: "With school horse: cash or card" etc.
3. When they tap "Book in", they first pick a horse, then a payment method (see Booking riding lessons)
4. For recurring lessons with the multi-booking toggle, "Book all sessions" appears
5. StalliQ automatically checks skill level, time overlap, horse conflict and booking limit

Waitlists and automatic backfill

As soon as a lesson is full, additional students automatically go onto the waitlist. If someone cancels in time, the next person moves up immediately and automatically - push notification included. As the riding instructor, you don't have to do anything.

Where do I set up the booking rules?

Go to Management → Settings → Booking rules:

• Cancellation deadline - From when a cancellation counts as late (e.g. 24 h before the start). Late cancellations trigger a card deduction or cash charge
• Weekly booking limit - Maximum bookings per student per week (e.g. 3)
• Allow rebooking - Whether students may rebook into another lesson after a late cancellation (time window: 7 days)

Checklist: Before you give students the invitation code

• Disciplines created
• Facilities with capacity + discipline assignments created
• Skill levels created and sorted
• At least one lesson card created (with the correct horse type)
• At least one school horse marked AND rest days set (if school-horse lessons are planned)
• At least one riding lesson in the schedule, horse-type permission visible in the detail view
• Booking rules (cancellation deadline, booking limit) set
• Stable rules and opening hours filled in under Settings
• Contact details stored for members

Frequently asked questions

What's the difference between "school horse" and "own horse"?

School horse: Horse owned by the stable, created in the stable management area and marked as a school horse. Students get school horses assigned - they don't pick the horse themselves, the riding instructor assigns it. School horses have a workload configuration (max. lessons/day, rest days).

Own horse: A member's horse, created in the personal horse profile and assigned to the stable. When booking, the member picks their own horse from the picker.

A riding lesson can allow school horses, own horses or both - you control this per lesson via the payment configuration.

Why do I allow horse types via the payment model instead of a separate toggle?

Because the payment model and the horse type are closely linked. Example: A school lesson paid only in cash has a cash price with a school horse and no cards. A boarder lesson that runs only via a monthly subscription has no cash prices and a "Both" card. This way the horse-type notes in the student detail view are created automatically.

What do I do if I want to switch an existing lesson from "school horse only" to "also own horse"?

Open the lesson in the occupancy tab → Edit → either enter a "Price with own horse" or add a card with horse type "Own" or "Both". For series, you'll be asked whether the change should affect only this session or all future ones. Existing bookings stay unchanged.

How do I handle trial lessons for non-registered students?

You can add members to a lesson manually (via the participant list in the session detail), even if they don't have their own account - but for that you create them as a managed person of another member, or you add them directly as manual participants (the skill-level check can be skipped).

Which order is really critical during setup?

Disciplines must be created BEFORE facilities (facilities need a discipline assignment). Skill levels AND cards must be in place BEFORE the first lesson, otherwise you can't configure a lesson with a payment model. Horses (school horses) are only needed once the first lesson with a school horse takes place - until then it also works without them. Members and their skill levels must be assigned BEFORE they can book.