Every booking and invoice in Barclo is attached to a client record. The Clients section is your address book, your relationship hub, and your history log all in one. Adding a client is the first thing you do before creating their first booking.
To manage clients: click Clients in the left-hand menu.
Adding a new client
Click Add Client. Fill in their details:
Personal information, first name, last name, email, primary phone, secondary phone (optional), and communication preference (how they prefer you to contact them: email, SMS, phone, or WhatsApp).
Address, useful for home visits, dog-sitting, or boarding pickups. Also appears on invoices.
Emergency contact, a name and phone number to call if something happens to the pet while it's in your care. Especially important for boarding and daycare.
Notes, a free-text field for anything else you want to remember about this client. For example: “prefers early morning slots”, “pays by bank transfer on the 1st”, or “give 30 mins notice before arrival”.
Adding pets at the same time
At the bottom of the Add Client form, there's an optional Pets section. You can add one or more pets right alongside the client, no need to go to the Pets section separately afterwards. For each pet, you'll enter their name, species, breed, age, and any notes. This is the fastest way to get a new client and their animals into the system in one go.
Real example: Sophie Clarke comes to you for the first time with her two dogs, Max and Poppy. You add Sophie as a client, then use the “Add a pet” section to add Max and Poppy immediately. By the time you click Create Client, Sophie and both dogs are ready for bookings.
Client statuses · what each one means
Every client has a status. You can filter the client list by status to focus on a particular group:
| Status | What it means |
|---|---|
| Active | A current client who books with you regularly. The default for anyone you're working with. |
| Lead | Someone who's enquired or shown interest but hasn't booked yet. Useful for keeping track of people you want to follow up with. |
| Inactive | A former client who hasn't booked in a while. Keeps their record without cluttering your active list. |
| Suspended | A client you've chosen not to accept bookings from, for example, due to a payment dispute or a behavioural concern with their pet. |
The clients list
The clients list shows each client's name, email, phone number, number of pets, outstanding balance (money owed on unpaid invoices), and status. You can filter by status and search by name, useful once you have dozens of clients.
| Name | Pets | Balance | Status |
|---|---|---|---|
| Sophie Clarke | 2 | £72.00 | Active |
| James Patel | 2 | £84.00 | Active |
| Rachel Morgan | 1 | · | Active |
| Enquiry via Facebook | · | · | Lead |
Inside a client's profile
Click on any client to open their profile page. From here you can see:
Stat cards, a quick summary: total bookings, lifetime spend, outstanding balance, and when they first became a client.
Pet cards, each pet belonging to this client, with a link to the full pet profile.
Booking history, every past and upcoming booking, filterable by status.
Invoice history, all invoices, their status (Draft, Sent, Paid, etc.), and totals.
Message thread, your conversation history with this client.
Action buttons, from the client profile you can: send them a portal invite (so they can log in to the client area and manage their own bookings), change their status, add a note, or create a new booking for them directly.
Already have a client list? If you're switching from a spreadsheet or another tool, you don't have to add clients one by one. Use the import feature (Settings → Data) to bring in your whole list at once. See Importing your data.