Bulk Onboarding
Upload and process multiple documents at once with AI-powered extraction for fast farm setup.
Bulk onboarding is designed for when you're setting up HorseBook for the first time or processing a stack of paperwork at once. Upload a batch of documents and let AI extract the data from all of them in one go.
How It Works
- Upload multiple documents — drag and drop or select a batch of files (PDFs, JPEGs, PNGs)
- AI processes each one — every document is classified by type and key fields are extracted
- Review all extractions — see all results in a review queue with the original files side by side
- Approve and create records — confirm each document to create the associated records in your account
Starting a Bulk Upload
- Go to the Documents section
- Click Bulk Upload (or start from the Smart Upload page)
- Select or drag in your files — you can upload as many as you need
- Click Process to start the AI extraction
Processing takes roughly 6-12 seconds per document. You can leave the page and come back — processing continues in the background.
Reviewing Results
After processing completes, each document appears in a review list showing:
- Document type — what the AI identified (Coggins, Registration, Health Certificate, etc.)
- Extracted fields — the specific data pulled from the document
- Horse match — if a horse name was found, HorseBook suggests a matching horse from your account
- Status — Ready for review, needs attention, or already approved
Click into each document to see the full extraction alongside the original file. You can:
- Correct any fields the AI got wrong
- Change the document type if it was misclassified
- Assign or reassign the horse
- Approve the extraction to create the record
Tip
Bulk onboarding works especially well for digitizing a folder of Coggins tests, registration papers, or receipts that have accumulated over time. Upload the whole stack and review them all in one session.
Horse Matching
When a document contains a horse name, HorseBook uses intelligent matching to find the right horse in your account. Matching is based on name similarity — a barn name or registered name that closely matches an existing horse will be suggested automatically.
If no match is found, you can:
- Select a horse manually from your roster
- Create a new horse using the information extracted from the document
Processing Limits
Bulk onboarding uses the same AI quota as individual Smart Upload. Each document counts as one AI extraction against your monthly allowance. See your account settings for current usage and limits.