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Canterly Documentation

website·Indexed 30 days ago

https://canterly-docs.vercel.app

An equestrian operating system and SaaS platform for managing facility operations. Features include a System of Record for horses and clients, booking lifecycles with smart horse assignment, real-time scheduling, role-based access control, and integrated billing via Stripe.

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What's inside Canterly

  1. Overview of Canterly core operational modules

    Canterly is organized into five core modules designed to manage the full operational lifecycle of an equestrian facility:

    1. System of Record: The central source of truth for all data regarding horses, clients, staff, and services.
    2. Products & Services: Used to define service types (lessons, boarding, leases, packages, memberships) including their pricing and availability.
    3. Smart Booking: A client-facing system for booking requests that manages horse assignment and logistics.
    4. Scheduling: A visual scheduler for staff, horses, and arenas featuring conflict detection and alerts.
    5. Billing & Payments: A Stripe-integrated system for one-off invoices, recurring billing, and payment tracking, supporting PDF and CSV exports for accounting.

  2. Overview of Canterly equestrian operating system

    Canterly is a comprehensive SaaS platform designed for equestrian facilities (boarding stables, riding schools, training centers, and multi-discipline facilities). It replaces fragmented tools like spreadsheets and paper schedules with a unified system to manage horses, clients, staff, scheduling, and billing.

  3. Manage client profiles and horse links

    Client profiles consist of an Overview (contact info, experience level), Bookings (history and upcoming), Invoices (billing and balances), and Leases (active agreements).

    Clients can be linked to specific horses through ownership or lease agreements. The booking engine uses these established relationships when assigning horses to riders.

  4. Navigate and filter the Canterly schedule view

    The Canterly scheduler provides a real-time calendar interface of facility activities including lessons, care appointments, arena use, and staff assignments. Users can toggle between three primary views: Day view (single day detail), Week view (weekly overview), and Staff view (filtered by individual staff member).

  5. Understand the Canterly booking lifecycle

    Canterly manages the full lifecycle of a booking through the following stages:

    1. Request: Client requests a booking via the portal or staff enter it manually.
    2. Assignment: A suitable horse is automatically assigned based on availability and suitability.
    3. Confirmation: The client is notified of the confirmed booking.
    4. Reminder: Automated reminders are sent prior to the session.
    5. Attendance: Staff mark attendance after the session is complete.

  6. Manage horse profiles and availability

    Horse profiles in Canterly serve as a central record containing an Overview (basic info, photos, ownership), Care History (vet/farrier visits, medical notes), Training Records (progress and history), Schedule (upcoming bookings/lessons), and Documents (passports, certificates).

    To manage availability, horses can be marked as unavailable for specific dates (such as rest days or vet appointments). The booking engine automatically respects these unavailability markers.

  7. Create and manage service products in Canterly

    To enable bookings and invoicing, you must define your facility's offerings in the Products section of the sidebar. To create a new offering:

    1. Click New Product and select the desired service type.
    2. Configure the pricing, capacity, and specific options for that type.
    3. Set the product to Active to make it available for clients.

    Products can be deactivated at any time; doing so will not affect existing bookings or invoices.

  8. Manage horses and clients in Canterly

    Horses and clients are the core entities in Canterly. Use the Horses section to add horse details, care notes, and training history. Use the Clients section to create profiles for riders, lessees, and boarders.

  9. Set up recurring billing for clients

    For ongoing services such as memberships or boarding, you can configure recurring charges. Canterly will automatically generate and send invoices based on the defined billing cycle.
    1. Open the client's profile
    2. Go to Billing → Recurring
    3. Click Add Recurring Charge
    4. Select the product, frequency (monthly/annual), and start date

  10. Handle booking cancellations and policies

    Staff can cancel bookings directly from the booking detail view. Cancellation policies, including the application of fees or credits, are configurable at the product level.

  11. Manage bookings and attendance in the Bookings section

    The Bookings section allows staff to perform the following administrative tasks:

    • View and filter upcoming and past bookings by date, horse, client, or service type.
    • Create manual bookings on behalf of clients.
    • Edit or cancel existing bookings.
    • Mark client attendance for completed sessions.

  12. Change a team member's role

    To update the permissions for a team member, follow these steps:

    1. Navigate to Settings → Team.
    2. Click on the specific team member.
    3. Select a new role from the dropdown menu.

    Changes to roles take effect immediately.