Lesson booking
Private, group and semi-private lessons by instructor, level and arena, paid online with SMS reminders.
Equestrian centre software: lessons, agistment & arena hire
Equestrian centres: lessons, agistment and arenas on one system. More saddle time, less admin.
Lessons get booked by text at 9pm, agistment invoices are typed up every month and the arena runs off a whiteboard in the tack room. We build lesson booking, agistment billing, arena hire and horse record systems for equestrian centres that all talk to each other. Then we host them and look after them.
Looking for equestrian centre software that handles lessons, agistment and arena hire?
An equestrian centre is a riding school, a boarding stable, a venue hire business and an event organiser all on the one property. Most run it on the instructor's phone, a whiteboard by the feed room, a Xero login and a folder of paper waivers. It holds together until a clinic weekend lands on top of a full lesson schedule and the agistment invoices are due.
Wollopit builds custom equestrian centre software around how your yard actually works. Riders book and pay for lessons online, school horses get allocated without overworking anyone, agistment bills itself with the extras included and arenas can be hired by the hour without a phone call. We connect the tools you already use, replace the ones holding you back and look after the lot on our own servers, so you can spend more time with the horses.
01The problems
What we hear from equestrian centres
Does your equestrian centre have these problems? Here's how we'd fix them.
Most equestrian centres we talk to have brilliant instructors and well-loved horses. The admin is what keeps them up at night, usually on the first of the month.
- The problemLessons booked by textParents text at 9pm to move Saturday's lesson. The instructor's phone is the booking system and nobody else can see it.How we fix itOnline lesson booking by instructor, level and arena, with paid bookings, make-up credits and SMS reminders the day before.
- The problemWho's riding which horse?Horses get matched to riders on a whiteboard each morning. The quiet school pony ends up doing five lessons while another stands in the paddock.How we fix itA horse allocation board that matches riders to suitable horses and caps each horse's lessons per day.
- The problemAgistment invoices typed monthlyEvery first of the month someone sits down with a spreadsheet and types up thirty agistment invoices by hand.How we fix itRecurring agistment billing by paddock, stable or full care, with invoices raised in Xero or MYOB on their own.
- The problemExtras that never get billedExtra hay, rugging, holding for the farrier and a bag of chaff here and there. Half of it never makes the invoice.How we fix itStaff log extras on their phone in the yard and they land on the next agistment invoice automatically.
- The problemArena hire on a whiteboardOutside riders ring to book the indoor, the cross-country course gets double booked and nobody remembers who paid.How we fix itOnline arena and facility hire with time slots, lights after dark, upfront payment and rules riders agree to before they book.
- The problemHorse records on the stable doorFeed charts taped to doors, worming dates in a notebook and the vet history in an owner's head.How we fix itHorse profiles with feed charts, vet, farrier, dental and worming history plus reminders before anything is due.
- The problemClinic entries by emailClinic and pony club rally entries arrive by email, Messenger and a note in the letterbox. Groups get built in a spreadsheet the night before.How we fix itOnline entries with classes, levels, capacity limits and payment, then groups and times sorted and sent out in one go.
- The problemPaper waivers and missing infoA new rider turns up without a signed waiver and nobody knows their experience level or emergency contact.How we fix itOnline waivers and rider profiles signed before the first lesson, with medical notes, emergency contacts and riding level.
- The problemTerm programs and holiday camps chased by handTerm fees paid in dribs and drabs and holiday camp spots held by people who never pay.How we fix itTerm enrolments and holiday camp bookings with deposits, payment plans and a waitlist that fills dropouts.
- The problemLate agistment paymentsChasing agistees for last month's board is awkward when you see them at the yard every day.How we fix itCard on file or direct debit, polite automatic reminders and an account page where agistees can see what they owe.
- The problemYard jobs in someone's headFeeds, rugging, muck-outs and water checks run on memory. When the regular is sick the new casual misses half of it.How we fix itA yard jobs list and roster on staff phones, with feeds, rug changes and checks ticked off as they're done.
02What we build
Solutions
What we build for equestrian centres. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Horse allocation board
Match riders to suitable school horses with daily workload limits and rest days built in.
Make-up credits & cancellations
Weather and sick-day cancellations turned into credits riders can rebook themselves.
Term enrolments & holiday camps
Term programs, camps and pony days with deposits, payment plans and waitlists.
Agistment billing
Monthly charges by paddock, stable or full care, plus extras, straight into Xero or MYOB.
Agistee portal
Owners see their invoices, extras, horse records and yard notices in one login.
Arena & facility hire
Indoor, outdoor, round yard and cross-country course bookable by the hour, paid up front.
Horse profiles & health schedule
Vet, farrier, dental, worming and vaccination history with due-date reminders for staff and owners.
Feed board
Each horse's feeds and supplements on a screen in the feed room, updated the moment an owner changes them.
Clinic & event entries
Clinics, rallies and in-house comps with classes, groups, times and payments in one place.
Online waivers & rider profiles
Waivers, medical notes, emergency contacts and riding levels signed before riders arrive.
Yard jobs & rosters
Feeds, rugging, muck-outs and checks on staff phones with a shared roster.
A website that canters
Fast on mobile with lessons, camps and arena hire bookable online, built to rank for 'riding lessons near me'.
03The systems
The big ones
Your whole yard, on one system.
These are the systems equestrian centres ask us about most. Each one works on its own and they get properly clever when they're joined up.
Lesson bookings
Lessons booked, paid and horsed before anyone texts.
Riders and parents book lessons online by level, instructor and time. Each booking is matched to a suitable school horse without overworking anyone. Rained-out lessons turn into credits so the phone stays quiet.
- Private, group and semi-private lessons
- Booking by rider level and instructor
- Horse allocation with daily limits
- Paid or packed up front
- Make-up credits for wet weather
- SMS and email reminders
- Instructor schedules on their phone
- Term programs and lesson packs
- Waitlists that fill cancellations
- Rider progress notes
Agistment billing
Agistment that bills itself on the first of the month.
Set each horse up once with its paddock, stable or full care package. Extras logged in the yard add themselves to the invoice. Invoices go out through Xero or MYOB and reminders chase the stragglers for you.
- Paddock, stable and full care rates
- Extras logged on staff phones
- Feed, hay and supplement charges
- Rugging, holding and handling fees
- Invoices raised in Xero or MYOB
- Card on file or direct debit
- Automatic payment reminders
- Agistee account portal
- Pro-rata for horses arriving or leaving
- Waitlist for stables and paddocks
Arena & facility hire
Arenas hired online. No more double bookings.
Outside riders book the indoor, outdoor, round yard or cross-country course by the hour and pay before they arrive. Lessons and clinics block out their slots automatically so nothing clashes.
- Hourly slots for every arena
- Lessons and clinics block slots
- Pay up front by card
- Lights after dark as an add-on
- Facility rules agreed at booking
- Waivers attached to each booking
- Regular hirer packs and passes
- Gate code sent by SMS
- Weather closures in one tap
- Hire income by arena
Horse records & feed
Every horse's story, off the stable door.
Each horse gets a profile with feed chart, vet, farrier, dental and worming history. The feed board in the feed room updates the moment an owner changes a supplement. Reminders go out before the farrier is due.
- Horse profiles with photos
- Feed charts and supplements
- Feed room screen
- Vet and vaccination history
- Farrier and dental schedules
- Worming and treatment logs
- Due-date reminders
- Owner and emergency contacts
- Injury and rest notes
- Shared with owners in the portal
Clinics & events
Clinic weekends without the spreadsheet.
Clinics, pony club rallies and in-house comps take entries and payment online. Groups and ride times get sorted from the entry list and sent to every rider. Waivers are signed before anyone unloads a float.
- Online entries and payment
- Classes, levels and capacity
- Groups and ride times sorted
- Times sent by SMS and email
- Waivers signed with each entry
- Stabling and yard bookings
- Visiting coach schedules
- Waitlists for full clinics
- Results and ribbons recorded
- Entry and income reports
04How it changes
Before and after
A clinic weekend, wolloped.
Here's how a clinic weekend could change. Every equestrian centre is different, so we map yours first.
Before
- Entries arrive by email, Messenger and phone
- Groups built in a spreadsheet the night before
- Paper waivers handed out at the float park
- Arena double booked with a private hirer
- Clinic fees chased for a fortnight
- Saturday lessons cancelled with a round of texts
After
- Riders enter and pay online
- Groups and ride times sorted from the entry list
- Waivers signed before anyone arrives
- Clinic slots blocked out of arena hire automatically
- Every entry paid before the day
- Affected lessons turned into credits with one SMS
05Services
Everything under one roof
Software, websites and systems for equestrian centres.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for equestrian centres
Built around how your equestrian centre actually runs: lesson booking, horse allocation board and the admin in between, in one system you own.
Websites for equestrian centres
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Equestrian centre system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for equestrian centres
Make-up credits & cancellations and term enrolments & holiday camps: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Stripe, Square and Xero so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your equestrian centre, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Stripe
- Square
- Xero
- MYOB
- Google Calendar
- Twilio SMS
- Mailchimp
- Nominate
- Equestrian Australia
- Pony Club Australia
- Google Business Profile
- Google Maps
- Deputy
- Shopify
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your equestrian centre: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in the yard, the arena and the office, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your lessons, horses, agistees, arenas, clinics, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the next billing run.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things equestrian centres ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can agistment extras like feed and rugging be billed?
Yes. Staff log extras on their phone in the yard and they're added to that horse's next agistment invoice automatically. No more forgotten bags of chaff.
Can it stop our school horses being overworked?
Yes. Each horse gets a daily lesson limit and rest days. The allocation board only offers horses that suit the rider's level and still have capacity.
How do make-up lessons work when it rains?
Cancel the session in one tap and every rider gets an SMS plus a credit. They rebook themselves into an open spot that suits them.
Can agistees see their own account?
Yes. Agistees can log in to see invoices, extras, their horse's feed chart and health records plus any yard notices you post.
We already use Nominate and Xero. Do we have to switch?
No. If Nominate is handling your competition entries and Xero your books, we build around them. If something is holding you back, we'll show you what replacing it would involve before anything changes.
How much does an equestrian centre system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online lesson booking or agistment billing can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most equestrian centres we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an equestrian centre problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.