Admin

Barkley HQ allows you to automatically add cleanup times for all services or bookings. This will allow your employees to cleanup their work space before they serve the next client.

To add clean up times:

Step 1: Click the Admin tab and select Setup.

Step 2: Click on Booking Settings.

Step 3: Set ‘Use Clean Up Time’ to Yes. This will display more options for you to setup your clean up time.

Enter the additional time (in minutes) you wish to include in your booking for clean up.

Step 4: Set either Per Service or Per Booking to Yes.

Per Service: The time added will depend on the amount of services within the booking.
E.g. If your client has 3 services which are 10 minutes long, and your clean up time is set to 5 minutes, the total time for this booking will be 45 minutes. The 5 minute clean up will occur between each service.

Per Booking: This will include additional time for the entire booking, no matter how many services are within the booking.
E.g. If your client has 3 services which are 10 minutes long, and your clean up time is set to 5 minutes, the total time for this booking will be 35 minutes.

Step 5: Click the Save button.

Note: If your service includes a finishing time, the clean up time will add towards the finishing time.

Barkley HQ allows you to customise your Opening Hours on a specific day without the need change your default Opening Hours. This will allow you to setup up your calendar for that specific day.

To set up new Opening Hours for a specific day:

Step 1: Click the Admin tab and select Setup.

Step 2: Once within the Setup Screen, click Opening Hours.

Step 3: Under Specific Days, click New Day. This will display a New Trading Day.

Step 4: Once the New Trading Day appears, specify the Date, Start and Finish time you wish to change. You can also choose to have the store closed for that day.

Step 5: Once you are satisfied with your New Trading Day, click on Save.

Note: If you wish to cancel the new trading day, go back into Opening Hours and click on Remove.

Barkley HQ allows you to change the start day of the week on your calendar. With th is function, you can set any day of the week to be at the front of your calendar to suit your store. By default, the start date is ona Monday, however, if your work week starts on a Sunday, you are able to change the calendar to start on aSunday.

Step 1: Click on Admin and select Setup.

Step 2: Click on Calendar Settings.

Step 3: Select the day you wish to start first on your calendar.

Step 4: Click Save.

Barkley HQ is capable of creating multiple login users for the one site. This mean s you can create different users for your employee and control what they c an and cannot d o, such as viewing reports etc.

To create a new user:

Step 1: Go to the Adm in tab and select Users.

Step 2: The list of existing users will appear. Click New User.

Step 3: The new user screen will appear. Enter the name and email of the new user. If you wish toallow this user to access the site, select Active in access to site.

Step 4: In the next field you may select the access criteria for your new users. Theseoptions allow you to control what your user can and cannot do within Barkley HQ.

Step 5: Once done, select Save. A popup will show that your new user has been created andwill appear on the list.

You may wish to change the colour of the online bookings screen that customers use to book their appointments online. You can change the colour to your liking whether it be in theme with your store’s colour scheme or more appealing to customers.

To change the colour scheme for online bookings:

Step 1: Visit the online booking Customisation App.

Step 2: You will now be presented with Online Booking – Customise screen.

Here you can customise the text, background, border, hover, dates and many more.

Note: ‘Hover’ is when the cursor is over a specific area, it will change the colour to what you have set.

Hint: If you are unsure which area it changes, go into one of the categories e.g. ‘Pick a Service’ and place the cursor over the bold text above the colour changers as seen in the picture below. When hovering over the bold text, the preview will turn yellow on the areas that the category hovered over will change.

General Settings: Change the colour of the buttons, navigation bar and the website settings.

Pick a Service: Change the text colour of the service and categories you provide.

Pick an Employee: Change the text, background, hover and border of the employees’ tab.

Pick a Time: Change the calendar colour for the month button, text and background. Dates can be customised whether they are the selected, unavailable and the current date. The time slots colours can also be changed. Morning, afternoon and evening can all have their own individual colours.

Booking Details: Colour of the boxes, restart button and the service chosen can be edited.

Booking Confirmation: This send an email to the customer who just created the appointment. You are able to change the border, text and background colour. Here you can also create your own custom message in the email by entering it into the text box.

Step 3: Click Save Changes if you are happy with the customisation.

To revert one of the colours you have just changed, click on the blue icon of the colour you wish to revert. If you have clicked saved, this will not revert to your previous colour, but will only revert to the colour you currently have saved.

To reset all settings to the original format, click on the Reset to Defaults button.

Hint: You can add your logo to the online bookings website.

Barkley HQ provides Widgets to your Dashboard such as Upcoming Appointments, Unread Messages, Sales Graphs, Tasks and Waiting Lists. If you wish to show/hide some of these widgets, we provide you with the ability to do so.

To show/hide these dashboard widgets:

Step 1: Click the Admin tab and select Setup.

Step 2: Once within the Setup Wizard, click Dashboard Widgets.

Step 3: Once within the Dashboard Widget page, it will show you a list of widgets that can be displayed on your dashboard. Simply click on Show/Hide depending on the widgets you want present on your dashboard.

Note: There will be no task/waiting list widget on your dashboard if there are no task or waiting lists for the current day.

Step 4: When you are satisfied with your dashboard widgets options, click Save.

Barkley HQ allows you to Email rosters to your employees. You can specify the time range of the roster you want to send, whether it is just for the day, the week or even the month.

To Email the rosters to your employees:

Step 1: Click the Employees tab and select Rosters.

Step 2: Create your Employee’s roster.

Step 3: Once the Rosters have been created, click on Email Rosters.

Step 4: Once you are within the Email Rosters screen, choose the Employee, Start and End date of the roster you wish to send. If the Employee does not have an Email, it will not appear on the Email Roster screen.

To quickly access Barkley HQ, web browsers have the ability to allow you pin a shortcut onto your desktop.

Google Chrome

Step 1: Load Barkley HQ and once loaded, click on the Settings, select More Tools and click Add to Desktop.

Step 2: A popup will appear prompting you to name the shortcut. Simply type Barkley HQ and click Add.

Step 3: The shortcut will now appear on your desktop.

Firefox

Step 1: Resize the Firefox window so you can see both your computer’s desktop and the Firefox window on the same screen.

Step 2: Click the icon on the left of the address bar (where the URL is shown).

Step 3: While still holding the mouse button down, move the pointer to the desktop, then release the mouse button. The shortcut will be created.

Safari

If you visit certain web pages, such as Facebook and Gmail on a daily basis, you can create shortcuts to them on your Mac OS X desktop. Web shortcuts enable you to access your favourite web pages with a click of the mouse. Creating a shortcuts takes just a few seconds and you can delete it anytime if you no longer need it.

Step 1: Launch the Safari web browser on your Mac OS system.

Step 2: Navigate to the first page to which you want to create a shortcut.

Step 3: Select the entire address in the address bar at the top of the browser.

Step 4: Click and drag the address onto the Mac OS desktop and release the mouse button. A shortcut pointing to the web page is create on the desktop.

To change your account username:

Step 1: Click on the option on the top right and select Account.

Step 2: On the left menu, click Details. You may change the account username under ‘Name’.

If you believe that your passwords have been compromised, it is recommended that you change your passwords immediately to retain security of your data.

It is also recommended that you change your passwords from time to time to continue maintaining your data security.

To change your password:

Step 1: Click on the option on the top right and select Account.

Step 2: On the left menu, click Details and select ‘Click here to change your password’.

Step 3: The password change screen will appear. You will be prompted to enter your current password and the new password you would like to change to and click Confirm Password.

If you have changed your business name, it is important to update this on Barkley HQ or your reports/invoices will show incorrect information.

To change your business name:

Step 1: Visit your account information page on Barkley HQ

Step 2: On the left tab, select Company Details. Here you can change your Company Name.

If you have recently changed your card, you may update this on Barkley HQ to ensure monthly fees are not interrupted.

To change your credit card details:

Step 1: Click your Business Name on the top right and select Account.

Step 2: Click Credit Card. If you already have a card saved, it will show you the last 4 digits and its expiry. If you need to change the card details, click Change.

By getting your staff to use the clock in and out feature, you can monitor their working hours and accurately generate a time-sheet. If you want to use the clock in and out feature to calculate your employee payroll, you must first set up their hourly rate within their employee card.

To clock in:

Step 1: Click the Employee tab and and select Clock In.

Step 2: The Clock in/out will will show. Select the employee from the drop down menu and click Continue.

Step 3: The Clock in/out menu will appear. To clock in, select Clock In. The clock in time and date will be logged.

To clock out:

Step 1: Click the Employee tab and and select Clock In.

Step 2: The Clock in/out will will show. Select the employee from the drop down menu and click Continue.

Step 3: The clock in/out menu will appear. Click Clock Out. The clock out time and date will be logged, showing you the total time they have been clocked in.

Are you thinking abo ut usin g Rosters?

Rosters are recommended for Employees w h ose working hours differ every week. Fo r Employees who work the samehours every week , it is recommended to use their default employee working hours which are found under theirEmployee details in the Hours sections.

To Create a Roster:

Step 1: Click the Employees Tab and select Rosters

Step 2: Select the Date you want to set then enter the Employees Start and End Times, orchoose Day Off if they are not working.

You will notice next to each Employee’s name there is a little person icon, what this means is a roster hasnot been setup for this person for the current date, if however a calendar is showing next to the Employee’sname it indicates a roster has been set for this Employee on the current date.

Step 3: To save the roster to the current date, just select Save Roster, you can also savethis to other dates too by selecting Save to Date and choosing the date you would like to save it too.

Note: to make things quicker for you when making rosters, just click on Next Day or PreviousDay, this will also save roster for the current day.

More: You can view Rosters on a Calendar by Selecting Calendar View

Creating new employees is easy on Barkley HQ! This process is necessary before any bookings can be made.

To create an employee:

Step 1: Click your name on the top right and select Admin

Step 2: In the Employee Section, Click Your Employees

Step 3: Click the New Employee Button

Step 4: The Employee contact details will appear. Enter all relevant employee information on the fields.

Step 5: In Calendar view, you may adjust where the employee will appear in the calendar.

Step 6: In Payroll view, you may enter the employee’s pay details.

Cost: The entered amount determines how much your employee is paid per hour.

Payroll type: Select the appropriate settings based on employee’s terms, e.g. full time, part time etc.

Commissions Products: You may choose a percentage of how much goes to the employee for every product sold.

Commission Service: You may choose a percentage of how much goes to the employee for every services they perform.

Health Funds: Add this information in if your employee is linked to a health fund provider.

Step 7: In Access view, select the correct Authority for your employee.

Show Online: Allows your employee to appear on your online booking system.

Online description: Description of the employee to appear online.

User Account: Level of access the employee has.

Step 8: Lastly set your employee’s default working hours. If their working hours matches your store’s opening hours, click on the ‘Set to store hours’ button to auto-set the times.

Step 9: Once done, click Save and a message will appear showing your changes have been successfully saved.

Facebook allows you to add a Call-to-action button, allowing page visitors to take actions that are important to your business, eg: booking appointments at your shop.

To set this up:

Step 1: Go to your business’ Facebook homepage and select +Add a Button.

Step 2: A popup will appear prompting you to setup the button.

Step 3: Select Book Now from the drop down list.

Step 4: Click Next

Step 5: Select Link to Website and copy and insert your Online Booking Link from Barkley HQ.

Click the Links menu on the left hand side and copy the Online Booking Link

Step 7: Once you have successfully set up the button, it will appear on your Facebook page, titled ‘Book Now’.

The waiting lists feature in Barkley HQ is used to record the details of any client that wants to make an appointment at a time which currently is not available. Having a waiting list gives you the option to call and book the client if a booking is cancelled.

Details which can be saved using waiting lists are:

– Name/Phone number of the client
– Service to be booked
– Date and Time that the client is available
– Client’s preferred employee
– General notes

To utilise the waiting list function:

Step 1: Click the Clients tab and select Waiting Lists.

Step 2: Click Add New.

Step 3: The Waiting List details will appear. Enter in the details and click Save.

Step 4: Click Check Today’s Availability.

Step 5: If there is a booking available, it will alert you with the time the employee can fit the client. If the client wishes to have this appointment, click Book.

Alternatively:

You can manage waiting list on your dashboard.

To go to the dashboard, click on the Barkley HQ icon located in the top left corner of the screen.

Scroll down the dashboard until you see the Waiting Lists section.

The waiting lists section on the dashboard will display all waiting lists for today’s date.

Click on a waiting list to edit the details.

To view future waiting lists or to add a new waiting list entry, click on the Manage Waiting Lists button located at the top right corner of the waiting lists section.

From the manage waiting lists screen you can add, delete, or edit waiting lists. The list will display all entries for today’s date as well as entries for future dates.

Barkley HQ can be connected to your receipt printer to print receipts for your clients.

Any device can print out receipts if it is setup correctly, however, the program must be installed and running on a Windows PC. This PC is also required to have the printer/cash drawer attached.

Step 1: Click the Admin tab and select Setup.

Step 2: When on the Setup Wizard, click on Receipt Printing.

Step 3: Type in your Advertisement Text if you wish to any text displayed on your receipt.

Step 4: If you wish to have the Client’s Phone Number printed on the receipt, set Print Receipt – Include Client’s Phone Numbers to Yes. This will print out the client’s mobile, work and home phone number.

Step 5: Under Peripheral Setup, Do you have a receipt printer. Set this to Yes.

Step 6: Click on Download the Peripherals Program. Once it has finished downloading, install the program. This will allow Barkley HQ to connect to your receipt printer.

Step 7: When the program has installed, run Barkley HQ Peripheral.

Step 8: Go back to Barkley HQ and click Copy to Clipboard, this will copy the Peripheral link access code.

If you receive an error ‘Access Code is incorrect’. Ensure you copy and leave your peripheral link code in the Barkley HQ Peripheral program and restart the Peripheral Program.

Step 9: Go back onto the Barkley HQ Peripheral Program. If the error ‘Access Code is incorrect’, paste the Peripheral link code that you have previously copied into the Access Code.

Step 10: Select your Printer. If the printer does not show up in the list, install the printer drivers that came with your printer and restart the Neko Peripheral Program.

Step 11: If your printer does not support graphic printing or is printing very slow, tick the ESC/POS printing box.

Step 12: Go back to Barkley HQ and click Save.

Step 13: Restart Barkley HQ Peripheral.

Barkley HQ is now setup for receipt printing. Complete a transaction as usual and when the sale is complete/parked. Click on print. This will now print your receipt out through your designated printer.

Barkley HQ allows you automatically email or print out receipts for a transaction.

Step 1: Click the Admin tab and select Setup.

Step 2: Click Receipt Printing.

Step 3: Under Auto Receipts, there is a variety of options that will allow you specify which transactions you want to automatically generate a receipt. Set the receipts you want to be automatically sent to On.

Note: You are required to have Email credits to send out Email receipts.

Step 4: When you are satisfied with your selection, click on Save.

This will now automatically generate receipts for the transaction that you have set to On.

Step 1: Click the Admins tab and select Setup.

Step 2: On the left side, click Sales Settings. You may now set a Sales Tax System to suit your local legislation, followed by the default tax rate.

Barkley HQ can help organise your busy schedule by incorporating a task feature within the program.

To utilise Task function:

Step 1: Click the Employees tab and select Tasks.

Step 2: Click Add a task.

Step 3: Enter the task details. Once done, click Save.

Your task is now created. This page will show a list of all future tasks, all of today’s tasks, and tasks from the past which have not yet been completed. The tasks that are due on today’s date will be highlighted blue.

Note:

To edit the details of a task, click on the task. This will bring up the task popup where you can change the Due Date, Notes, and Completion status.

If you want to view tasks that has been completed in the past, click Show Completed Tasks.

To delete a task, click the red rubbish button located to the right of each task.

Alternatively:

You can view today’s tasks from the Barkley HQ dashboard.

To go onto the dashboard, click on the Barkley HQ icon in the top left corner of the screen.

Once on the dashboard, scroll down until you see the Tasks section.

This section displays a list of all of the tasks which are due today.

You can also change the completion status of a task by clicking on the toggle box located to the right of each task.

To View a Roster:

Step 1: Cl ick the Emp loyees Tab and Select Roster Calendar

Step 2: You can choose your day and v iew the Roster for that day, if a Roster has not beensetup for the current day, you will not see any Rosters on the calendar.

Optional: If you want to change a Roster time you can do it in this view by dragging theroster up or down. You can also double click on the calendar to go to the Edit Rosters page.

More: Learn more about Editing Rosters How to Create/Edit Rosters

Barkley HQ gives you the option to set what client details are required before a client is created. Details include the client name, phone number and email address.

To use this feature:

Step 1: Go to the Admin tab and select Setup.

Step 2: While in the Admins Setup, on the left hand side, select Booking Settings.

Step 3: Adjust whether you want the fields required.

Barkley HQ provides you with the ability to publish your store logo on the Online Bookings Page. This allows your customers to see the company logo when they are making their appointment through your Online Bookings Page.

If you wish to add your store logo to your online bookings page:

Step 1: Click the Admin tab and select Setup.

Step 2: Click on Online Bookings.

Step 3: Under Online Booking Image, set Show store logo on online bookings page to Yes.

Note: You can change the colour scheme for your online bookings page.

Step 1: Click the Employees tab and select Timesheets.

Step 2: The Time sheets page will display. Enter the Start and End Date to see the total number of hours each active employee has worked, as well as their pay rates and total pay for the week.

You can also click the Export Data as CSV button to download a CSV file with the time sheets data for the selected date range.