Equestrian club CRM: from lesson packages to level records every member in one dashboard

It organizes the many moving parts outside the arena on a single panel: trial lesson requests, the remaining count in lesson packages, rider level records, the horse-instructor-time lesson schedule, membership fees and competition-event announcements. Messages from WhatsApp, Instagram and web forms come together in a unified inbox; each member's card holds their level, package, remaining lessons, membership fee status and all correspondence in one place. Trial lesson visitors get a call back, remaining lessons are always visible, the schedule is built without conflicts, and events reach the right members — none of it is left to a notebook in the stable or an instructor's memory.

You define packages in the catalog: a 10-lesson starter, a 20-lesson package, and so on. A sold package is linked to the member card; as each completed lesson is marked, the remaining count updates automatically. When a member asks "how many lessons do I have left", the answer is ready on the card next to the conversation; there's no need to check a notebook, and the relationship stays transparent. Membership fees and package payments are tracked with installments and due dates, receipts you receive are detected by AI, and when a package ends, the segment for renewal is ready. Online payment collection is not available — there is no payment link; the system keeps the record of the payment and the remaining lessons.

There is no ready-made level module built specifically for clubs; let's be upfront about that. The right setup works with tags and notes: you give each member their current level tag (beginner, jumping, advanced, and so on), and you add progress observations and level changes as notes on the member card. When you create a level group, the segment filter pulls up a list like "advanced level, weekend group" in seconds, and you send the announcement to that group as a campaign. When a new instructor joins, the member's history and level are ready on the card; progress is tied to a traceable record, not to the instructor's memory.

The task board is the right tool for this. You plan which member will work with which horse, with which instructor and at what time on task cards, and assign them to instructors; with checklists you tick off pre-lesson preparation and horse care steps. The online appointment page and Google Calendar sync keep lesson times in order. One more thing, to be clear: ÖzgürKod is not dedicated stable management software and does not automatically manage stable operations such as horse health and farrier tracking; it organizes the lesson schedule and member-instructor coordination with task logic and lets you track these with notes and tags.

No. The system does not send scheduled messages on its own; let's be honest about that. Here is how it works: you send the announcement for a competition, show or social event to the relevant segment (for example the advanced level or children's group) as a campaign using a Meta-approved WhatsApp template; duplicate protection prevents a second message to the same member. Responses are collected, the organization runs on the task board, and who is coming and the event tasks are tracked as a checklist. You always decide which announcement goes to which member and when.

With role-based permissions, you decide which member records each instructor can see and manage; incoming requests can be distributed in turn with round-robin, so no trial lesson request is left without an owner. If you turn on the "team members see only their own members" rule, each instructor accesses only their own group's records, while the club owner sees everything. All access is logged; you have a record of who handled sensitive information such as health notes. When an instructor leaves the club, the member list, level records and message history do not go with them, they stay with the club.

In practice they describe the same need. Businesses usually search for "Equestrian club software", "Equestrian club software", "Equestrian club appointment software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: member communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.