Importing your data
If you're switching to Barclo from a spreadsheet, a paper list, or another tool, you don't have to type in every client and pet one by one. The import feature lets you upload a file with your existing data, and Barclo maps it into your Clients and Pets records in one go.
To import: Settings → Data.
What a CSV file is
Barclo imports data using a format called CSV, which stands for "comma-separated values." Don't let the name worry you. A CSV file is just a spreadsheet saved in a very simple format. If you have your client list in Microsoft Excel or Google Sheets, you can save it as a CSV in about two clicks (File → Save As → CSV in Excel; File → Download → .csv in Google Sheets).
In plain English: A CSV is a spreadsheet with one row per client (or pet), where each column is a piece of information, name, email, phone number, and so on. The first row contains the column headers (the titles), and every row below is one record.
Preparing your spreadsheet for import
Barclo's import template tells you exactly which columns to include. Download the template from Settings → Data to use as a starting point. The key is to make sure:
- One row per client. Each row = one client. If a client has two pets, they may still appear on one row (or use separate pet rows, depending on the template format, follow Barclo's template exactly).
- Headers in the first row. Column titles like "First Name", "Last Name", "Email", "Phone", "Pet Name", "Breed" must be in the very first row so Barclo knows what each column contains.
- No blank rows in the middle. A blank row confuses the import. Remove any empty rows before uploading.
- Consistent formatting. Dates in the same format, phone numbers in the same style. The cleaner your data, the smoother the import.
Here's an example of what a well-prepared client import file looks like:
| First Name | Last Name | Phone | Pet Name | Pet Breed | Pet Species | |
|---|---|---|---|---|---|---|
| Sophie | Clarke | [email protected] | 07700444024 | Max | Labrador | Dog |
| Sophie | Clarke | [email protected] | 07700444024 | Poppy | Cocker Spaniel | Dog |
| James | Patel | [email protected] | 07700222022 | Bella | Cockapoo | Dog |
| Rachel | Morgan | [email protected] | 07978227487 | Alfie | Pug | Dog |
Running the import
- Open the importer. Go to Settings → Data and click the import option.
- Download the template. The template file shows the exact columns Barclo expects.
- Prepare your spreadsheet. Use those columns, then save it as a CSV file.
- Upload the CSV. Barclo shows you a preview of what will be imported.
- Review the preview. Check for any errors (a wrong column header, for example). Fix and re-upload if needed.
- Confirm the import. Barclo creates the Client and Pet records.
Avoid duplicates. If you've already added some clients manually and then import a file that contains the same people, you'll end up with duplicate records. Before importing, check whether those clients are already in Barclo.
Test with a small file first. If you have 200 clients, import just 5 first to make sure the columns are mapped correctly. Once you're happy, import the full list.
Exporting your data
Barclo is your platform, and your data is always yours. The export feature lets you download your clients, pets, bookings, and invoices as a file you can open in Excel or Google Sheets.
To export: Settings → Data.
Why you'd export
- Backup, keep a copy of your client list outside Barclo. Good peace of mind, and takes 30 seconds once a month.
- Accountant, your accountant might want a list of all your invoices and payments for the year. Export the invoices data and send it over as a spreadsheet.
- Analysis, want to see which services are most popular, or which clients spend the most? Export to Excel and do your own analysis.
- Moving platforms, if you ever want to take your data elsewhere, it's yours. Export it any time, no questions asked.
What you get
Exports come back as a CSV file, which, again, is just a spreadsheet. You can open it in Excel, Google Sheets, or Numbers on a Mac. The file contains one row per record (client, pet, booking, or invoice, depending on what you exported) with all the relevant fields as columns.