Inviting and Managing Members

EquiDuty is built around collaboration. The more active stable members you have in the system, the better the fairness algorithm can distribute work. This guide explains how to invite new members, assign the right roles, and manage existing users.

Finding the Invite Feature

Navigate to Members in the sidebar. Here you see a list of all current members in your stable. Click the Invite member button in the top right to open the invitation dialog.

You can also reach the invite feature via:

• Settings → Stable → Members → Invite
• Directly from the dashboard’s quick actions when you’ve just set up your account

Sending an Invitation

1. Enter the recipient’s email address
2. Select a role (see the role descriptions below)
3. Click Send invitation

The recipient receives an email with an invitation link valid for 7 days. If the link expires you can simply send a new invitation.

You can invite multiple people at once – click Add more to add additional email addresses before sending.

Role Hierarchy

EquiDuty has four built-in roles with different permission levels:

Stable Owner

The stable owner has full control:

• Creates and deletes the entire organization
• Manages subscriptions and billing
• Assigns all roles including Administrator
• Has access to all features in all modules

There can only be one stable owner per organization. Ownership can be transferred via Settings.

Administrator

Administrators can handle day-to-day operations:

• Invites and removes regular members
• Creates and edits routine templates and schedules
• Manages horse profiles (all horses in the stable)
• Manages feeding plans
• Sees all reports and statistics

Administrators cannot change subscription plans or delete the organization.

Rider/Groom (Member)

Regular stable members with access to their own tasks:

• Views and completes their assigned routines and tasks
• Views the schedule for everyone in the stable (read-only)
• Logs feeding if assigned to it
• Edits their own profile and notification settings
• Cannot invite others or change settings

Guest

Temporary access with minimal permissions:

• Views daily routines and schedule (read-only)
• Cannot be assigned tasks by the system
• Cannot change anything

The guest role is ideal for veterinarians, farriers, or visitors who need to see the schedule.

Role Overview

Accepting an Invitation (Recipient’s Perspective)

When someone receives an invitation email they need to:

1. Click Accept invitation in the email
2. If they don’t have an account: enter name and password to create one
3. If they already have an account: log in with their existing credentials
4. Accept the invitation to the stable

The invitation is tied to the specific email address. If the recipient already has an account with a different email they can still accept, but it’s recommended to use the same email to avoid confusion.

Managing Existing Members

Changing a Member’s Role

1. Go to Members in the sidebar
2. Click the three dots (…) next to the person’s name
3. Select Edit role
4. Choose a new role from the dropdown
5. Click Save

The change takes effect immediately.

Removing a Member

1. Go to Members
2. Click the three dots next to the person’s name
3. Select Remove from stable
4. Confirm in the dialog

Note: The person’s historical data (completed tasks, fairness points) is retained in the system to avoid disrupting reports. They simply lose their access to the stable.

Re-inviting Someone

If an invitation has expired or a previously removed person should be added back, just send a new invitation with the same email address.

Custom Permissions (Pro Plan)

With the Pro plan you can fine-tune permissions per module. Go to Settings → Permissions to open the permissions matrix.

Here you can, for example:

• Give a specific Rider/Groom the right to edit horse profiles
• Restrict an Administrator from viewing feeding data
• Create custom combinations of rights

These customizations apply on top of the standard roles, giving you full flexibility.

Frequently Asked Questions

Can a person belong to multiple stables? Yes, a person can have accounts in multiple stables, even with different roles in each. They switch between stables via the profile menu.

What if an invitation doesn’t arrive? Check that the email address is correct. Ask the recipient to check their spam folder. You can resend the invitation via the pending invitations list under Members → Invitations.

Can I see if an invitation has been accepted? Yes, under Members → Invitations you can see the status of all sent invitations: Pending, Accepted, or Expired.

How do I switch between different stables I belong to? Click on the organization name in the sidebar or profile menu to switch between stables and organizations you are a member of.