Paceway Help

The dashboard gives you a daily snapshot of your stable the moment you log in:

• Daily Worklist — today's care plan tasks for every horse, grouped by category (training, breakfast, dinner, therapy). Confirm items as you complete them.
• Today's Training — see which horses have been worked today. Mark a session complete inline, or tap a horse name to log a full session.
• Deadline Alerts — stakes payments due within 14 days and upcoming race entries (accepted or nominated) in the next week.
• Outstanding Invoices — total amount owed across all sent invoices. Shows red when any invoices are overdue.
• Recent Owner Updates — the last few updates you've sent to owners, with a quick link to send a new one.

Use the top navigation bar (desktop) or bottom tab bar (mobile) to move between sections:

• Horses — horse profiles, ownership, care plans, gear, training and race history
• Plan — daily worklist, care plan templates, and printable plan view
• Training — daily training log and session history
• Races — race entries, results, and stakes eligibility
• Billing — invoices for owners
• Updates — send messages to your owners (desktop nav only; also accessible from any horse profile)

Go to Horses → Add Horse. Fill in the required fields:

• Name — the registered name
• Gait — Pacer or Trotter
• Status — In Work, Racing, Spelling, or Retired

Optional fields include sex, age, colour, sire, dam, national rating, registration number, microchip, freezebrand, hopple length (pacers only), location, and notes.

• In Work — actively training, not yet racing
• Racing — currently in the racing program
• Spelling — resting/spelling away from the stable
• Retired — no longer racing

• Qualified — current qualifying certificate
• Stood Down — certificate lapsed; requalification required before racing
• Never Qualified — young horse yet to qualify

On the horse profile, tap the photo area to upload a profile photo. Supported formats: JPEG, PNG, WebP, HEIC. Maximum file size: 5 MB.

Each horse can have one or more owners. Percentages must add up to exactly 100%. Ownership records are dated so Paceway tracks when shares change hands.

Owners are drawn from your stable's People list. If an owner isn't appearing in the dropdown, add them first via the People section.

• Jog — steady pace work; log distance in metres
• Training Mile — timed work; log distance and time (e.g. 1:57.8)
• Qualifying Trial — official qualifying race
• Swim — aquatic therapy session
• Paddock Rest — day off in the paddock
• Treadmill — treadmill work
• Other — anything else; use the notes field

Go to Training → Log Session and select the horse, date, type, and any timing or distance data. You can also log a session directly from a horse's profile under the Training tab.

To log the same session type across multiple horses at once — common for jog days — use Training → Bulk Entry. Select the horses, set the session details, and submit once.

Training mile times can be entered in either M:SS.t format (e.g. 1:57.8) or as raw seconds (e.g. 117.8). Paceway converts between the two automatically.

A care plan belongs to one horse and one category (e.g. "Breakfast" or "Training"). For each day of the week you fill in what should happen — the title (e.g. "Jog"), optional details, and optionally who it's assigned to. Plans marked Active drive the daily worklist.

From a horse's profile, go to the Plans tab and click New Plan. Choose a category, give the plan a name, and fill out each day of the week. You can leave days blank — they'll show as a day off on the worklist.

• Training — exercise and conditioning work
• Breakfast — morning feed
• Dinner — evening feed
• Therapy — treatments, physio, recovery
• Supplements — supplement routines
• Other — anything else

Templates are care plans not assigned to any horse. Create them from the Plan page under Templates. When you apply a template to one or more horses, Paceway copies the plan — including any structured feed items — to each horse. Changes to the template after applying don't affect existing horse plans.

Each horse has a Standing Instructions field on its profile. These appear on the printed plan page alongside the horse's daily tasks — useful for permanent notes like "always muzzle in paddock" or "feed separately".

Sometimes the plan needs a one-off change — a horse is spelling today, or the vet visit replaces the usual therapy session. Use an override to skip, replace, or add items for a specific date without editing the underlying plan. Overrides appear on the worklist with a visual indicator.

Each morning, Paceway reads every active care plan for every horse in your stable, checks today's day of the week, applies any overrides, and presents the result grouped by category. Horses with no plan for today appear in a "No plan" section with a link to create one.

As you work through your morning, tap the confirm button next to each item. Confirmed items show a green checkmark. You can also Confirm All for an entire category block (e.g. mark all breakfasts as done at once).

If a horse isn't doing what the plan says today, you can skip the item (records that it was deliberately skipped) or modify what was actually done. These create override records so you have an accurate log of what happened versus what was planned.

For feed categories (breakfast, dinner, supplements), the worklist shows the feed details for each horse — either structured feed items with quantities or a text description, depending on how you've set up the plan. Expand any row to see the full feed breakdown.

Click Print Plan to generate a clean, printable version of today's plan. The printout groups tasks by category and includes standing instructions — useful for pinning up in the feed room or giving to staff.

The quickest way to set up feeding is a free-text description on each day of a feed plan. Just type the full meal in plain language — e.g. "2 scoops chaff, 1 scoop oats, handful of lucerne, electrolytes". This appears on the worklist and printout exactly as written.

For more precise tracking, build a Feed Item Library for your stable. Each item has a name, category, and default unit of measurement. Then, on each day of a feed plan, pick items from the library and set quantities.

• Grain — oats, barley, corn
• Chaff — wheaten chaff, lucerne chaff
• Hay — lucerne hay, meadow hay, oaten hay
• Supplement — electrolytes, vitamins, joint support
• Oil — canola oil, rice bran oil
• Other — anything else

A feed plan day can have both a text recipe and structured items. On the worklist, structured items are shown first (with quantities and units), followed by the text description. This lets you track the main feed precisely while noting extras in free text.

When you apply a feed template to horses, Paceway copies both the text recipes and all structured feed item selections to each horse's new plan.

• Nominated — submitted to the club; awaiting acceptance
• Accepted — accepted to start
• Scratched — withdrawn after acceptance
• Ran — race has been run; result recorded

Go to Races → Add Entry. Select the horse, enter the race date, track, race number, type (overnight, stakes, qualifying, etc.), distance, and conditions. Set status to Nominated or Accepted as appropriate.

From the Races page or a horse's Races tab, find an Accepted entry and click Enter Result. Record the finishing position, finish time, and prize money won. This updates the entry status to Ran.

• Overnight — standard handicap or class race
• Stakes — feature race, often with series eligibility
• Claiming — claiming race
• Qualifying — official qualifying trial
• Trial — non-TAB trial

When you create a stakes record, add each payment in the schedule with its date, amount, and description (e.g. "First sustaining", "Final acceptance"). Paceway tracks which payments have been made.

On the stakes detail page, each unpaid entry in the schedule has a Mark as Paid button. Tap it to record the payment date and mark that sustaining complete.

Payments due within 14 days appear in the Deadline Alerts card on the dashboard. Overdue payments show in red — don't ignore these, as missing a sustaining usually means losing eligibility.

• Eligible — payments up to date; horse can race in the series
• Lapsed — a payment was missed; eligibility lost
• Completed — all payments made; series finished

Each configuration lists individual gear items by category:

• Headwear — blinkers, visors, shadow rolls, ear plugs, head poles, Murphy blinds
• Hopples — standard hopples, no hopples, gag
• Boots — shin boots, bell boots, knee boots
• Mouth — bit type, tongue tie
• Body — breast plate, over-check, martingale
• Other — anything not in the above categories

For pacers, record the hopple length in centimetres. This is displayed prominently on the horse profile alongside the gear list.

If gear changes require notification to the racing authority (e.g. adding a Murphy blind), tick Authority Notified and record the notification date. Paceway flags un-notified changes so nothing slips through.

Set the effective date to when the new configuration first applies — usually the date you changed the gear or the date of the next race start. The current config is whichever record has the most recent effective date.

1. Draft — create and edit; not yet sent to owners
2. Sent — dispatched to owners; editing is locked
3. Paid — all owner shares settled
4. Overdue — past the due date and unpaid

Once an invoice is sent, it cannot be edited or deleted. Ensure line items are correct before sending.

Go to Billing → New Invoice:

1. Select the horse
2. Set the billing period (e.g. 1 Feb – 28 Feb 2026)
3. Add line items — each with a description, category, unit amount, and quantity
4. Review the Owner Split Preview — Paceway calculates each owner's share automatically from their ownership percentage
5. Save as draft or submit

• Day Rate — daily training/spelling/agistment charge
• Farrier — shoeing and foot care
• Veterinary — vet visits, blood tests, treatments
• Race Fee — nomination, acceptance, and race entry fees
• Equipment — gear, tack, and equipment purchases
• Transport — float hire and transport to and from the track
• Other — anything else (describe in the line item)

When you select a horse, Paceway reads its current ownership and calculates each owner's share of the invoice total automatically. The split preview updates in real time as you add or change line items.

If ownership percentages change, update the horse's ownership records first — new invoices will then use the updated splits.

On an invoice detail page, each owner's recipient row has a Mark Paid button. Mark each owner as paid when you receive their payment. When all owners are marked paid, the invoice automatically moves to Paid status.

Any invoice can be downloaded as a PDF from its detail page via the Download PDF link. The PDF includes your stable's contact details, the billing period, a full line-item breakdown, and each owner's split. The PDF header shows DRAFT, INVOICE, OVERDUE INVOICE, or RECEIPT depending on the invoice status.

Go to Updates → New Update, or click Send Update on any horse's profile (which pre-selects that horse). Then:

1. Optionally select the horse the update is about
2. Choose who to send it to (see below)
3. Write a subject and message body
4. Click Send Update

• This horse's owners — everyone who has a share in the selected horse. The list is auto-populated from ownership records.
• All my owners — every person with the Owner role in your stable. Good for stable-wide news.
• Custom — select specific owners from a checkbox list.

All sent updates are listed under Updates in the nav, showing subject, horse (if applicable), recipient count, and date sent. The dashboard also shows your three most recent updates at a glance.

• My Horses — a list of every horse they have a stake in, with their ownership percentage, current status, and gait type
• Horse detail — key details for each horse (age, sex, colour, rating, location, trainer notes) and the full update history for that horse
• Recent Updates — all updates you've sent to them, across all their horses

Owners log in at /login using their email address and password (or a magic link). After signing in, they are automatically redirected to the owner portal. They cannot access the trainer dashboard.

To give an owner access, add them as a Person in your stable with the role Owner, then invite them to create an account using the email address you have on file.

The owner portal is intentionally limited. Owners cannot see other owners' financial details, horses they don't have a share in, training session data, race nomination details, gear history, or invoices for other owners' horses.

Invoices are per-horse. If you have charges that span multiple horses (e.g. a shared float trip), create a separate invoice for each horse with its portion of the cost, or add the full charge to one horse and note it accordingly.

Once an invoice is sent, it's locked. You'll need to create a new invoice with a correcting line item (e.g. a negative "Adjustment" line), or discuss the correction directly with the owner.

Set the race entry status to Scratched if the horse was withdrawn before the race, or Ran and leave the finish time blank if the horse broke stride and finished. Add a note in the race entry for context.

Yes — owners have their own portal at /owner. They can see every horse they have a stake in, their ownership percentage, and any updates you've sent them. Invoices are not yet visible in the owner portal; share invoices by downloading the PDF and sending it directly.

Once the horse has requalified (via an official qualifying trial), edit the horse profile and change the Qualifying Status to Qualified. Log the qualifying trial in the Training section for your records.

Yes — Paceway is fully responsive and designed for mobile. The bottom tab bar provides quick access to all sections on smaller screens.

For questions or issues, email support@paceway.dev.