HerdQuarters Support

Free on your device, or a team plan

HerdQuarters is free to use on one device, with no account. Your ranch records live in a private database on that device. Nothing is sent to us, and you get every record-keeping feature.

A team plan adds the following for your whole ranch:

• sync across your devices;
• inviting your team;
• control over who sees sale and purchase prices.

A team plan covers up to 2,000 active animals. Records on your device stay free either way.

Your first launch

When you open HerdQuarters for the first time, choose one of these:

• Start a new ranch sets up a new ranch on this device, with no account needed.
• I have an invite code joins a team someone has invited you to. See Team and Sync.
• Already use HerdQuarters? Sign in is for a team plan you already have, on a new phone or after reinstalling.

Setting up your ranch

Setup takes three short steps:

1. Ranch Info: your ranch name.
2. Country: used to format currency and dates. Your timezone is detected from it.
3. Livestock: how you identify animals. Pick a Primary ID and a Secondary ID. Each can be an ear tag, EID, brand, tattoo, name, registered number or other ID; the Secondary ID can also be None. They must be different.

You can change the IDs, units (acres or hectares, pounds or kilograms, inches or millimetres, °F or °C), region and breeds later. Go to Ranch Settings → Ranch.

Back up your ranch

On the free plan your records exist only on your device, so back them up.

1. Go to Ranch Settings → Account → Backup & Security and tap Back Up Now.
2. Save the file somewhere safe, such as cloud storage, email to yourself, or a computer.
3. Optionally, encrypt the backup with a passphrase of at least 12 characters. If you forget the passphrase, the backup can't be recovered.

To recover your records, use Restore from Backup on the same screen. It brings everything back, including on a new device. It replaces all data currently on that device.

HerdQuarters reminds you if you haven't backed up in 30 days.

On a team, your ranch is also synced to each member's device. Restoring isn't available while a ranch is connected to team sync. Members without access to prices (Hands) can't make backups, because a backup includes the financial records.

Adding animals

Tap + and choose Animal, then one of:

• Add Single Animal: enter ID tags, type (cow, bull, steer or calf), breed (including mixed breeds by percentage), birth date, status, field, origin (raised or purchased), registration details and sire and dam.
• Add Multiple Animals: add several rows at once, with Duplicate Last to speed things up.

Importing from a spreadsheet

1. Go to Ranch Settings → Ranch → Cattle Records → Data Import and choose Import Animals from CSV.
2. Select your CSV file.
3. Match each column to a HerdQuarters field, or skip it.
4. Check the preview and import.

Importable fields:

• IDs: ear tag, RFID, tattoo and brand;
• type, calf sex and breed;
• birth date and birth weight;
• purchase, sale and death dates and prices.

Finding animals

Cattle lists your herd. You can:

• search, and switch between list, grid, card and detail views;
• filter by status (active, sold, dead, reference), breed, origin, date, pasture or group.

Open an animal to see its details and its Health, Performance and Breeding history.

Recording events

Tap + and choose Animal Event, or tap Add Event on an animal. You can record events for one animal or select several and add them in bulk.

• Health: treatments and vaccinations (product, dose, route, lot, who gave it), feed and grain, and notes.
• Performance: weights, weaning, measurements, and scoring assessments (docility, feet, udder and more).
• Breeding: breedings and pregnancy checks. To record a calf, open the mother's Breeding → Offspring and tap Add Calving.
• Status and identity: update status, update tags, add a brand, promote a calf to cow or bull, move to another field.
• Disposition: record a sale, a death, or processing.

To keep an animal's history while removing it from your active herd, change its status to Sold, Dead or Reference. Deleting an animal removes it.

Sales and purchases

Under Financial, use Create New Sale or Create New Purchase to record tickets with dates, buyer or seller, location, pricing and fees. On a team, only the owner and Managers see sale and purchase prices.

Groups, products and chute sessions

• Groups organize animals however you like.
• Products keeps your feed, animal health and field input products. For medications this includes withdrawal and booster periods.
• Chute Session lets you set up a chute and work animals through it.

Adding a field

Tap + and choose Field, or go to Fields → Add New. Enter a name, a size and a description.

Use Draw Boundary to outline the field on the map. HerdQuarters then calculates its area for you.

The map

Fields → Map shows your mapped fields. The map shows streets when zoomed out and satellite imagery as you zoom in.

Moving cattle

There are two ways to move cattle:

• Move Animal: choose the animal, the date, and the field it moves from and to.
• Sort by Pasture: sort many animals into pastures at once.

Field history and field work

Open a field to see the cattle in it and its Grazing History (who was there, when they moved in and out, and for how many days).

You can also record field work from there:

• tillage, fertilizing, irrigating, planting and spraying;
• soil tests;
• cutting, windrowing, baling and stacking;
• notes.

Rainfall has its own page.

Available reports

Reports groups its reports into three kinds:

• Cattle inventory: active cattle, bulls, cows and calves; reference animals; sold animals; deaths.
• Management: active bull breeding, pasture movement, weight measurements, birthing.
• Financial: financial report, sales tickets, purchases, and bought and sold. On a team, these need access to prices (owner or Manager).

Exporting

Each report downloads as Excel or PDF; Active Bull Breeding is PDF only. On a phone, the file opens the share sheet so you can save or send it.

To export all your records as spreadsheets, use Ranch Settings → Billing → Account Data → Download My Data. You get a ZIP of CSV files.

Inviting your team

Inviting needs a team plan. Only the team's owner can invite.

1. Go to Ranch Settings → Account → Team and choose Invite Member.
2. Enter the person's email and choose a member type.
3. HerdQuarters doesn't send invitation emails. You get an invite code instead: copy it or tap Share invite, and send it to them directly.

The code is shown once and expires on the date shown. Pending invitations can be resent (a new code) or cancelled.

Joining a team

1. Install HerdQuarters and choose I have an invite code. You can also tap the invite link or go to the sign-in screen and choose Join your team.
2. Enter the code, the email it was sent to, your name and a password.
3. If you already have an account with that email, use its password.

Member types

• Owner: full control, including the team and billing.
• Manager: full ranch access, including sale and purchase prices.
• Hand: full ranch access, without sale and purchase prices. This is the default.

The owner can change a member's type or remove them. Both are on the same Team tab. A change reaches the member's devices at their next sync. A removed member is signed out on every device and can no longer sync.

How sync works

On a team plan, HerdQuarters syncs automatically:

• a few seconds after you make changes;
• when you open the app or come back to it;
• when your connection returns;
• every few minutes while the app is open.

You can always work offline, because changes wait on your device until you're back online. The Settings menu (gear icon) shows when you last synced, how many changes are waiting, and a Sync now button.

If two people change the same record, HerdQuarters keeps one version and lists the other under Sync Conflicts, so you can review it.

Signing out doesn't delete anything. HerdQuarters keeps working on the device, and syncing resumes when you sign in again.

A device that already has its own ranch records can't merge them into an existing team. HerdQuarters offers to back up and then discard this device's records so it can join the team ranch.

Subscribing

On iPhone and Android, the team plan is an in-app subscription:

1. The ranch owner goes to Ranch Settings → Billing → Subscription and chooses View Plans or Subscribe Now.
2. Pick monthly or annual and confirm in the App Store or Google Play.

There is no free trial. If you buy before you have an account, the app helps you create one afterwards.

Already subscribed on another phone? Use Restore purchases on the same screen.

Managing or cancelling

Ranch Settings → Billing → Subscription shows your plan, its billing period and the next payment or end date. To cancel, tap Manage Subscription. This opens your App Store or Google Play subscriptions. Your plan stays active until the end of the paid period.

Refunds

• 21-day money-back guarantee: we offer a 21-day money-back guarantee for all new subscriptions. If you're not satisfied, you may request a full refund within 21 days of your first subscription payment.
• How to ask: email with your account email and the reason. Refunds are processed within 5–10 business days, to the original payment method.
• App Store and Google Play purchases: these are billed by Apple or Google, and only they can issue a refund. Request one from Apple (reportaproblem.apple.com) or from your Google Play order history. We're happy to help if you contact us.
• Limitations: refunds aren't available for renewals beyond the first 21 days. We may refuse refund requests we determine to be fraudulent or abusive.

The full policy is in the Terms of Service.

Passwords

• Forgot your password: on the sign-in screen, tap Forgot password?. We'll email you a 6-digit code to choose a new one.
• Change your password: go to Ranch Settings → Account → Profile → Change Password.

Either way, your other devices are signed out.

Deleting your account

In the app (signed in):

1. Go to Ranch Settings → Account → Profile → Danger Zone and tap Delete Account.
2. We'll email you a code to confirm.
3. An owner can keep the ranch on the phone as a free, unsynced ranch, or erase it.

Before you start:

• A team owner must remove the other members first.
• Deleting your account doesn't cancel an App Store or Google Play subscription. Cancel it in the store.

Can't sign in? Delete your account on the web at api.herdquarters.com/delete-account with your email and an emailed code. If you'd rather not use the form, email support@herdquarters.com from your account's email address.

What happens to your data:

• Your account is anonymized, and your name is removed from team records.
• A deleted team's server files are erased after 30 days.
• Billing records are kept as the law requires.