Your clients and their pets · Guide 14
Pets and vaccinations
Give every pet a proper record: health, behaviour, vet and vaccinations, so whoever looks after them knows exactly what they need.
Choose Pets in the menu to see every pet across all your clients. Each row shows the pet, their owner, their age and a flag if their vaccinations have run out or are due soon.
- Search by the pet's name or the owner's name.
- All, Dogs, Cats, Other narrows the list by kind of pet.
- Add pet asks Whose pet? first, because every pet belongs to a client. You can also add pets from the client's page, or while adding the client.
Adding or editing a pet
The pet form has three tabs. Only the name and kind of pet are needed: leave anything you're not sure about and add it later.
| Tab | What you can record |
|---|---|
| Basics | Name, a photo, species, breed, sex, date of birth, size (small, medium, large or giant), weight, microchip, colour and markings, and whether they are neutered or spayed. |
| Health | Vaccinations, their vet, allergies, diet, medical conditions, medication, feeding times, special care, insurance, and flea and worm treatment with the next date due. |
| Behaviour | Good with other dogs, with cats and other animals, and with children; how reliably they come back when called; what they walk on; whether they need a muzzle; triggers and things to know; the commands they respond to; and their temperament. |
A pet uses their owner's vet unless you choose sees a different vet. Choose Save pet when you're done.
A pet's page
Open a pet to see everything at a glance. At the top, Barclo warns you about any vaccination that has run out or runs out in the next 30 days, and Needs extra care picks out medication and allergies. Below that are About, Vaccinations, Health and Behaviour. Anything left blank says Not added.
Use Edit to change their details, New booking to book them in, and the ··· menu to add or change their photo or change their status.
Why good notes matter: when someone covers a regular walk, the behaviour notes tell them Bella is nervous of bikes and pulls for the first five minutes. Your team sees the pet's details before every visit, in the app as well as on the web.
When a pet stops coming
Choose ···, then Change status, and pick Died, Rehomed, Lost or No longer coming, with a reason if you like. The pet is hidden from your lists and new bookings. Past bookings, visit reports and invoices all stay, and Restore brings them back.
Vaccination records
Add a vaccination
On the pet's page, under Vaccinations, choose Add vaccination.
Which one?
Pick DHP (distemper, parvo), Leptospirosis, Kennel cough, Rabies, or Other and type its name.
The dates
Enter Date given and Runs out on. The 1 year after and 3 years after buttons fill in the usual run-out dates.
The details
Add the batch number and the vet practice if you have them, then save.
Each record shows where it stands:
| Label | What it means |
|---|---|
| Up to date | More than 30 days before it runs out. |
| Due in N days or Runs out today | It runs out within the next 30 days. |
| Expired | The run-out date has passed. |
| Renewed | An older record, replaced by a newer one of the same vaccination. Only the newest record counts. |
| No run-out date | No date has been entered. |
Tap a vaccination to edit it, delete it, or email the owner a reminder about it. Barclo won't send a second reminder about the same vaccination within 7 days. Under Vaccination card you can keep up to 8 photos of the pet's vaccination card or booklet.
Keeping on top of vaccinations
- The Vaccinations button on Pets shows how many of your active pets are up to date, due soon, expired or have none recorded, and lists every pet whose vaccination has run out or runs out in the next 30 days.
- Today shows a warning for pets booked in the next 7 days whose vaccinations have expired or are running out, with Notify for one owner or Notify owners for all of them.
Vaccinations and bookings
Choose how Barclo treats out-of-date vaccinations in Settings › Bookings, under Policies, then Vaccinations. It is set to Warn unless you change it.
| Setting | What happens |
|---|---|
| Off | No checks, and no vaccination warning on Today. |
| Warn | Today warns you about pets booked in the next 7 days whose vaccinations have expired or are running out. Bookings go ahead. |
| Block | The same warning on Today, and a booking made from your Barclo account for a pet with an expired vaccination is refused, naming the pet and the vaccination, so you can ask the owner to update their records first. |
A client can still book a pet whose vaccinations have run out. Barclo warns you instead, on Today and on the pet's page, and you can email the owner a reminder from either place. Block only refuses bookings you and your team make.
What clients can do
In their portal, clients can update their pets' details, health and behaviour, see the vaccinations you have recorded, and upload a photo of a vaccination card or another document for you to check. See The client portal.
Questions
A dog has had its booster but still shows as expired. Why?
Add the new booster as a new record rather than editing the old one. Barclo uses the newest record of each vaccination, and the old one then shows as Renewed.
Does Barclo email owners automatically when a vaccination runs out?
No. Barclo shows you on Today and on the pet's page, and you choose when to email a reminder.