Day to day · Guide 22
Automatic emails
Every email Barclo sends for you without being asked: what goes to clients, what comes to you, and which ones you can switch on or off.
Barclo keeps clients in the loop so you do not have to. Client emails carry your business name and logo, and most also appear as a short notice in the client's conversation in Barclo messages, so you can see what they were told. A client with no email address on file gets nothing by email; what would have been sent still shows in their portal where it applies.
Emails you can switch on or off
These are the ones with a switch. Only the owner and managers can change Settings.
| Where to switch it | Default | |
|---|---|---|
| Day-before reminder: an email at 6pm the evening before each confirmed booking | Settings › Bookings › How clients book, Remind clients the day before | On for accounts opened from 24 October 2026. Older accounts start off, and Today asks once whether to turn it on. |
| Invoices sent automatically, when Barclo creates them for you | Settings › Getting paid › Invoices, Email invoices to clients automatically (with Create invoices set to anything but Manual) | Off. Create invoices starts on Manual. |
| Form signing links to new clients | Settings › Forms, Email new clients a link to sign | On. Only when there is something for them to sign. |
| Signing links after a new version of a form | When you publish a new version, Email clients with a booking coming up | On each time you publish; untick it to publish without emailing. |
| Review requests | Settings › Bookings › Reviews, Ask clients for a review | Off |
| Waitlist offers | Settings › Bookings › How clients book, Offer a waitlist when a day is full | Off |
Day-before reminders
Each confirmed booking is reminded once, at 6pm the evening before it starts. Requests you have not approved yet are not reminded. If you move a booking after its reminder has gone, it is not reminded again.
Form signing links
With Email new clients a link to sign on, a client you add yourself, or a client added in the last 30 days when you add a pet for them, gets one email with a link to sign what applies to them. It is never sent for clients you import. You can always send a link yourself with Send to sign on the client's Forms tab. When a client signs, they are emailed a copy to keep. See Forms.
Review requests and waitlist offers
Both email clients on your behalf, so both start off. See Reviews for who is asked and when, and Waitlist for how places are offered.
Emails that always go to clients
These have no switch: they tell a client about something that has happened to their booking or their money.
| When | |
|---|---|
| Request received | A client asks for a booking and you approve requests. |
| Booked | A client books online and it is confirmed straight away, with a receipt if they paid. |
| Booking confirmed | You add a booking for them, or approve their request. |
| Request declined | You decline their request. |
| Booking cancelled | You cancel a booking. |
| Booking changed | You change a booking's date or time. A change of carer is only emailed when the visit is at the client's home. |
| Regular booking set up | Once when a regular booking starts, listing the schedule. After that, only a date that could not be booked is emailed, never every visit. |
| About your cancellation request | You have answered their request to cancel. |
| Invoice | You send an invoice, with a link to pay by card if you take card payments. |
| Payment received | They pay an invoice online. |
| Payment reminders | See below. |
| Your card hold has ended | A hold on their card for a request ran out before you answered. |
| Last session on your package | A booking uses the last session of a package. |
| Visit report | You or your team send a visit report. |
| New message | You message them, at most once every 5 minutes for the same conversation. |
| Portal invite and password reset | You invite them to the client portal, or reset their password, from their page. |
Payment reminders
Once an invoice has been sent, Barclo chases it for you at 9am, until it is paid. A client with several unpaid invoices gets one email listing them all.
| Reminder | When |
|---|---|
| A quick heads-up | 1 day before the due date |
| Friendly reminder | 1 day after the due date |
| Reminder: overdue | 6 days after the due date |
| Final reminder | 11 days after the due date. After this Barclo stops chasing and the invoice shows as in arrears. |
To stop them for one invoice, open it in Money and choose Pause reminders, then pick the day they should start again. Resume reminders restarts them. Part-paid invoices keep being chased for what is left. There are no late fees. See Invoices.
Emails that come to you
- New booking request and New booking, when a client books online.
- A client sent you a message, at most once every 5 minutes for the same conversation, with Reply in Barclo.
- A client asked to cancel a booking or a regular booking.
- A client added a pet in their portal.
- A card hold is ending: 2 days before the hold on a request runs out, so you can answer it in time, and again if it does run out.
- Your plan: before your free trial ends, and if your account becomes read-only. See Subscription.
Sent only when you choose
Some emails are never automatic. Vaccination reminders are sent when you choose Email a reminder on a pet's vaccination, or Notify owners on the vaccinations card on Today, which lists pets booked in the next 7 days whose vaccinations have expired or are running out. Messages to several clients are sent from Messages.
To protect your clients from spam, an account must confirm its email address before it can email clients, and each business can send up to 250 emails a day.
Questions
Can I turn off booking confirmations?
No. Clients are always told when a booking is made, changed or cancelled, so nobody turns up on the wrong day.
Why did a client not get an email?
Usually because they have no email address on file. When you send a message or an invoice, Barclo tells you if it was not emailed and why.
Guide: Clients