> For the complete documentation index, see [llms.txt](https://help.horsespot.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.horsespot.com/general-management-tools/getting-started/account-settings/tenant-profile-and-user-roles.md). # Tenant Profile & User Roles {% embed url="" %} ## Setting Up Your Tenant Profile in Horse Spot This guide walks you through setting up your tenant profile in Horse Spot for the first time. It covers each settings tab you'll need to review, in order. ### Your Tenant Profile Homepage Once you're logged into your personalized tenant profile, the layout will look familiar — it's similar to the exhibitor and public views, with a few additions for quick access: a **Drafts** section, the option to **add a new show**, and a **staff portal** button for any horse shows you're currently hosting. To access your account settings, click the dropdown in the top right corner with your tenant name. From there, you can work through each of the following tabs. ### Horses and People The Horses and People tab is where you manage the database of owners, riders, trainers, and horses in your horse show. This is also where you handle duplicate entries. If the same person or horse appears twice, select the duplicate and merge it with the correct entry. Merging transfers information from the original record into the entry you keep and fills in any details that were missing. This tab is also the place to track and update back numbers. If you reassign back numbers each year, you can reset them all at once using the bulk action rather than updating them one by one. The Horses tab works the same way as People — if a horse appears twice, merge the duplicate entries here too. ### Payments The payment screen shows all of your payment activity. There's little to configure here beyond two things in Settings: * **Card service fee** — we recommend setting this to 4% so the convenience fee is covered by exhibitors rather than absorbed by you. * **Refund policy** — add yours here if applicable. If you plan to accept credit card payments, you'll also need to connect to Stripe. Click **Connect to Stripe**, and you'll be taken to Stripe's onboarding flow — enter your email address, click Continue, and follow the prompts to finish setting up your account. If you start this process and don't complete it, Horse Spot will flag your Stripe onboarding as incomplete and remind you to finish it. ### Reports This tab contains your 1099 and yearly prize money reports for tax purposes. No setup is required here. ### Series Points If you track series points, this is where you create and manage a series. 1. Click to create a new series and name it (e.g., "2026 Series Points"). 2. Add the shows you want included in the series. 3. Add divisions for each show — you don't need to include every division; add only the ones relevant to your series. 4. Add any special awards, such as a high-point trainer award, and specify whether points follow the trainer, the horse, or the horse-rider combination. 5. Click Continue, then Calculate to generate standings. As you add more shows throughout the season, refresh the screen to recalculate standings, and add divisions as new ones come into play. You can edit division settings at any time, and if you end up with duplicate series, you can delete the extras to keep just one active. ### Settings The Settings section has two tabs and is arguably the most important part of setup. **Profile tab:** Enter your business or horse show series name, website or Facebook page, and logo. Add a short description of your shows. You can also upload images for your main horse show page or public page — use high-quality photos that represent your shows well. Avoid uploading logos as these images, since the image formatting tends to distort logos; use the dedicated logo field instead. **Team tab:** Add admins and staff to your profile here. Available access levels include: * **Global admin** — access to every horse show under your tenant profile * **Owner, staff, secretary, and financial admin** — role-specific access levels You can also create custom roles for staff with specific responsibilities. For example, an announcer might only need permission to verify trips and enter results — you can assign that role for all of your shows or for specific ones, and customize the permissions attached to it. ### Next Steps Once you've gone through all five sections above, you're ready to set up your first horse show. After you start creating shows, you'll begin receiving notifications about upcoming tasks that need your attention. --- # Agent Instructions This documentation is published with GitBook. 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