Licence register

If your council licenses you for day care, boarding or kennels, your inspector will ask to see a register of the pets in your care and the records behind it. Barclo already holds those records, so the licence register gathers them for whatever dates you choose. There is nothing extra to fill in, and nothing to keep up to date: it is built from your live records every time you open it.

To open it: go to Daily logs and press Licence register.

Before your first inspection

1. 1

   Add your licence

   In Settings › Bookings, in the Public profile card, fill in Your licence: the licence number, the licensing council and what you are licensed for. The register's first line shows them.

2. 2

   Set up consent forms

   Publish the forms you need signed in Settings › Forms, such as a vet consent. See Forms.

3. 3

   Keep daily logs

   Fill in your opening, environmental and closing checks and any per-pet welfare records in Daily logs. See Daily logs.

4. 4

   Keep pet records current

   Vaccinations, flea and worm treatment, microchip and vet details all come from each pet's record. See Pets.

What is on it

Choose the dates with From and To. It starts on the last 30 days, and can cover up to 400 days. At the top is your business name and licence line, the dates and how many pets were in your care.

A pet is on the register if it had a booking that went ahead in those dates (confirmed, in progress or completed; a request you never approved does not count), or a daily record about it. A boarding stay counts every day it covers. Each pet gets its own card with:

• Owner and Emergency contact, with phone numbers.
• Vet: the pet's own, or the household's.
• The pet's details: sex, date of birth, neutered or not, colour and markings, and Microchip.
• Vaccinations in force during the dates, with any day the pet attended when it was not covered marked in red.
• Flea and worm: last treatment, next due and the product.
• Health: conditions, medication, allergies and diet.
• Consents in force during the dates, who signed and when, with View signed form to open the signed copy.
• Stays (arrival and departure), Days attended and Welfare records.

After the pets come the Daily logs for each day, done or not: a missing closing check is exactly what an inspector looks for. Where something the guidance expects is missing, such as no vaccinations recorded, the register says so in red.

Printing and downloading

• Print gives the inspector a paper copy, with each pet on its own page.
• Download gives a spreadsheet (CSV) with one row per pet, for the dates on screen.

When a client asks to be erased

Licensing guidance asks you to keep records for three years, but a client can ask for their data to be deleted. Barclo does both. When a client is erased, a copy of each of their pets' register records is kept for the days the pet was in day care or boarding at your premises over the last three years. It appears on the register marked "owner's account erased, record kept until" a date, and is deleted automatically three years after the pet's last day with you.

Only day care and boarding are kept this way, because they are the licensed activities. Walks, home visits, house sits and grooming are not. Daily logs about an erased client's pets are listed by the pet's name under Records of pets since erased.