Bookings

Open Bookings in the menu to see the list. Choose Upcoming, Past or All, search by pet, client or service, and use Filters for service, carer, status and dates. Tap a booking to open it.

Booking someone in

Choose New booking on Bookings, Today or the Calendar (on a phone, the round + button). A panel opens with four steps:

1. 1

   Who

   Search by the client's name, a pet's name or a phone number, or add a new client.

2. 2

   What

   Pick the pets, then the service. A client with a package for it shows how many sessions are left.

3. 3

   When

   Pick the day and time (this changes with the service, see below), One-off or Repeats, and who is doing it.

4. 4

   Check

   Tick any paid extras, add notes, then Book it in (or Create repeat bookings). It tells you whether the client will get a confirmation email.

Who is doing it: choose Anyone free or a person. Barclo checks their diary. A clash stops you; a day they do not work asks Book it anyway?

Price: the Check step shows the working, including any multi-pet discount and extras. A booking covered by a package shows From package at £0. To charge something else, turn on Charge a different price and give a reason. Note for your team stays private; the note for the client is shown to them.

Repeat bookings for your regulars

Choose Repeats, the start day, Every week, Every 2 weeks or Every month, the days, and when it ends: No end date or After a number. Repeats stay with one person. Overnight stays cannot repeat. First bookings previews the dates, marking any that are Closed, skipped, Full, skipped or Clash, skipped.

Barclo keeps every series booked four weeks ahead, topping it up each night. If a new date cannot be booked, that date is skipped, the series carries on, and Today shows it under Regular bookings that couldn't be made until you choose Dismiss.

Each date is its own booking, so you can change or cancel one alone. For the whole series, open any of its bookings and choose Manage Series to pause it between two dates, resume it, or cancel its future bookings.

Answering requests

When clients ask and you approve (see Business settings), requests arrive as Pending and wait on Today under Waiting for you with Accept and Decline. On the booking the buttons are Confirm and Decline request. Requests for a regular booking also show on Bookings under Regular booking requests. If you take card payments up front, the amount is held on their card, taken when you confirm and released if you decline.

When a client asks to cancel, the booking says [Name] asked to cancel. Nothing changes until you choose Cancel booking or Keep it.

Booking statuses

Completing a booking

Choose Mark as completed on the booking, or Done on its row on Today. A stay shows Arrived on its first day and Done on the day they leave. Walks are finished in the Barclo app.

If Settings › Getting paid › Invoices › Create invoices is On completion, completing makes the invoice (and emails it if Email invoices to clients automatically is on). Otherwise use + Invoice, or it goes on their next invoice. + Report starts a visit report.

Editing a booking

Choose Edit to change the pets, date and time, carer, price or notes. The client and service cannot change, and a session booking cannot move to another session: cancel it and book again instead.

Cancelling and refunds

Open the More actions menu on the booking and choose Cancel booking. A reason is needed. To keep it but change the date, choose Move it to another day instead. Barclo then asks only what applies to the money:

• A card hold is released. Nothing was charged.
• A draft invoice has the booking taken off.
• A sent invoice: Take it off and send a corrected invoice, or Keep charging for it.
• Paid by card: Full refund to their card, Part refund or No refund, with your cancellation policy's suggestion shown. Refunds go back through Stripe.
• Paid another way: I've refunded them myself (Barclo records it) or No refund.
• Nothing paid: you can Charge a fee, added to a draft invoice.

More actions also has Mark as no-show and, when nothing is paid, held or invoiced, Delete booking, which removes it without telling the client. Book again copies a booking to a new date.