Clients

Choose Clients in the menu. On a phone, Clients is in the More sheet. Each client has one row: their name and phone, their pets, their next booking and what they owe.

Finding a client

• Search by the client's name, a pet's name or a phone number, typed any way you like.
• Active, Paused, Archived, All: the list opens on Active.
• Sort by name, next booking or balance.
• Forms to sign: this button appears when any active client still has a form to sign, and shows just those clients. See Forms and consents.

The last column says what a client owes, or Paid up. Team members who don't handle money see the client's status there instead.

Adding a client

Choose Add client. You need their first name, last name and email. Their email is how Barclo recognises them, so it is required. A phone number is optional but worth adding.

Everything under More details · all optional can be filled in now or later:

Choose Save client. If a client with that email already exists, Barclo says so and offers to open them, so you don't make the same person twice.

A client's page

Open a client to see their status, how long they have been a client and how many pets they have, with Message, Call and New booking at the top. Message goes to their Barclo messages. The page has six tabs:

The ··· menu has Edit, Change status, Book again, Invite to the client portal and Reset their password. The portal options need an email address on the client.

Emergency contacts and who may collect

On Overview, Other contacts lists the second contact, the emergency contact and the people allowed to collect. Use Add next to each. Contacts the client added themselves in their portal show Added by client. To stop someone collecting, choose Revoke. Barclo checks that an emergency contact doesn't share the client's address, and lets you save anyway if they really do.

Notes

On the Notes tab, choose Add note. Notes are only ever seen by your team, and each one shows who wrote it. Turn on Pin this note for something everyone must see: a pinned note shows at the top of the client's Overview and on their bookings.

Regular carer

If one person usually looks after a client's pets, pick them under Regular carer on Overview. When a booking for that client doesn't name anyone, Barclo asks them first, as long as they do that service and are free. The client never sees this.

Active, paused and archived

Choose ···, then Change status:

The client portal

Choose ···, then Invite to the client portal to email the client a link to their own account, where they can book, see their visits, update their pets and sign forms. If they forget their password, Reset their password emails them a reset link. Barclo tells you whether the email was sent. See The client portal.

Deleting a client's data

There is no delete button on a client. For a client who has stopped using you, archive them: their history stays for your records and they drop out of your lists.

If a client asks you to erase their personal data under UK GDPR, email support@barclo.co.uk. Only the business owner can ask for this, and it can't be undone. Their name, contact details, pets, notes and messages are removed. Invoices, payments and bookings are kept with the name taken off, because you must keep financial records for six years. Signed forms are kept with the name removed. If you run day care or boarding, their dogs' entries in your licence register are kept for three years, as your licence requires.