Team members

Your team lives inside Settings. Go to Settings, then the Team tab. The owner and any managers see this tab. Everyone in your business is listed with their name, their job and their role, for example Walker · Team member. People you have deactivated are listed underneath under Inactive.

Adding a team member

1. 1

   Open the form

   In Settings › Team, choose Add Team Member. A panel called Add a team member opens.

2. 2

   Their name

   Enter their first and last name.

3. 3

   What can they do?

   Pick their role: Owner, Manager, Office or Team member. Each one is explained on screen, and in the table below.

4. 4

   Job title

   Pick what they do: Walker, Groomer, Sitter, Trainer, Carer or Other. This is the label your team and calendar show. It is optional for an owner, manager or office role.

5. 5

   Email and phone

   Add their email if they will log in. Leave it empty if they won't, for example a helper you just want to put on the diary.

6. 6

   Add to team

   Choose Add to team. They start with the days you're open as their working days, which you can change afterwards.

The four roles

Each role is a fixed set of permissions. Barclo checks them every time someone does something, not just by hiding buttons, so a team member can't reach a page they aren't allowed to use.

• Everyone can see the whole diary and every client record. That is deliberate: a team member covering an emergency or a pick-up needs the details.
• Access codes (gate codes, key safes) are shown to owners, managers and the person doing that visit on the day.
• Only an owner can make someone an owner. Managers aren't offered the Owner role.
• Nobody can deactivate themselves, and the last active owner can't be removed.

Changing someone's role

Open the person on the Team tab, pick a new Role and press Change role. It applies straight away. Nobody can change their own role, only an owner can make someone an owner or change an owner's role, and a business always keeps at least one owner.

Inviting someone to log in

Each person on the Team tab shows where they are with their login:

Once they have logged in, team members can work from the Barclo app on their phone: their day, their visits, walk tracking and visit reports. See The Barclo app.

Working days, pay and calendar colour

Tap someone on the Team tab to open their details. Choose the pencil to edit:

• Available days: the days of the week they work. Barclo won't book them on a day they don't work.
• Pay type and Pay rate (£): per session, per hour, salaried, or unpaid / volunteer. This is for your records.

Under Services you can also pick their Calendar colour from a set of colours chosen to stay easy to tell apart. Barclo gives each new person a colour automatically.

Assigning services

Barclo only books someone for the services they do. There are two places to set this, and they stay in step:

• From the person: on the Team tab, tap them, choose Services, tick the services they deliver and choose Save.
• From the service: in the service wizard, Who delivers this lists your team. Only ticked people can be booked for it. See Services.

For a service with set sessions, each session also has Who runs it. See Sessions and the weekly schedule.

Time off

1. 1

   Open their time off

   On the Team tab, tap the person and choose Time off.

2. 2

   Add the dates

   Choose Add time off, then pick From and, for more than one day, To (optional). Add a reason if you like.

3. 3

   Save

   Choose Save. To cancel time off, use the bin next to it.

While someone is on time off, Barclo won't book them: the booking says they are on time off and offers another day, or anyone else who is free.

When someone leaves

Tap them and choose Deactivate, then confirm. They can no longer log in, see your business or be given bookings. Their clients, bookings and history stay. If they come back, find them under Inactive and choose Reactivate.