Forms and consents

Forms are the documents your clients sign: your service agreement, a vet and emergency consent, a photo consent, and anything else you need agreed in writing. Each one is signed online, by the client typing their name and ticking to agree, and Barclo keeps a signed copy and emails one to the client.

To set them up, go to Settings, then the Forms tab. The owner and managers can change forms.

Adding a form

Choose Add a form. You can start from a template, which you then edit to suit you, or from a blank form.

For a blank form, give it a name and choose Each client signs once or Signed for each pet. The same list also offers team logs, which your team fills in rather than clients: see Daily logs.

Editing a form

Tap a form to open it. You can change:

• Name and Wording. Start a line with ## for a heading, and use **bold** for bold text. Names fill themselves in from the client's record if you use them in curly brackets, for example {client_first_name}, {pet_name}, {vet_name}, {emergency_contact} or {cancellation_policy}. Preview shows how it will read.
• Questions. Choose a type and Add a question: short or long answer, yes or no, pick one, pick any, date, time, number, initials, a heading, a paragraph of text, or a table. Each question can be Required, and a yes or no question can be Must be yes to sign, for a consent you can't work without. Use the arrows to reorder. Preview the questions lets you try them.
• When to ask: see below.
• Which services: all services, or only some. A form is only asked for when the booking is for one of its services.
• Ask again after: a number of months, if signatures should run out. Leave it blank and a signature lasts until you publish a new version.

Choose Save changes, then Publish. A form isn't asked for until it is published, and the list shows it as Draft, Live or Changes not published.

When clients are asked to sign

Bookings you make yourself are never held up by a form. When a client has several forms to sign, they see them together on one page and sign them all at once.

Getting forms signed

Clients can sign in four ways:

• While booking, for forms set to Before they can book.
• In their portal, on the Forms page, which lists what is still to sign and the copies they have signed.
• From a signing link. On the client's page, open the Forms tab and choose Send to sign. Barclo emails one link for everything they still have to sign. They don't need a password, and the link works for 30 days.
• On paper. Choose Record paper, pick the form (and pet), type who signed it and the date, and upload a photo or PDF of the signed page.

Email new clients a link to sign, at the top of the Forms tab, is on unless you turn it off. When you add a client yourself, or add a pet for a client added in the last 30 days, and there is something to sign, they get one email with the link. Clients brought in by import are never emailed.

Seeing who still needs to sign

• Today shows Forms still to sign when clients with a visit in the next 7 days still owe a form, with Send links to email them all at once. Anyone sent a link in the last day is skipped.
• Clients has a Forms to sign filter.
• The booking shows Forms to sign, with Send to sign.
• The client's Forms tab shows each form as Signed, To sign, New version, Expired or Not needed.

A form counts as owed by a client who has a booking coming up for one of its services, or who was added in the last 30 days. Forms set to Only when I send it are never counted.

Signed copies

Each signing makes a PDF with the wording as signed, the answers, the typed name, and the date, time and version. Barclo emails it to the client and keeps it privately: it is never at a public web address. Choose View copy on the client's Forms tab to download it. If a client's data is erased, their signed forms are kept as a record with their name removed.

Changing a form that is live

After you edit and save a live form, you choose how the change goes out:

Changes to When to ask, Which services and Ask again after apply as soon as you save. To stop using a form, choose Retire: nobody is asked to sign it again, and signed copies are kept.