Clients

All messages sent to clients are saved on their client card. To check the historical records of messages:

Step 1: Click the Clients tab and click Search.

Step 2: Enter your client’s name into the search bar.

Step 3: Select the Client Card in question. Click the Communications tab to view the message records. You can also set the communication options to determine whether to send messages to the individual client.

Creating a Client is easy with Barkley HQ. There are multiple ways of doing this. Most commonly, it is done via the Booking Wizard. Alternately you can go to the Clients tab and select New. This will bring up a blank Client Card, allowing you to fill in more information in detail, such as their address, occupation, pets and much more!

To create a client:

Step 1: Click the Clients tab and select New.

Step 2: Fill in the necessary information. There are more information tabs on the left of the screen if you need to add more information. Once completed, click Save.

Profile

Contact details: Enter your client’s contact details such as their phone numbers, address etc.

Personal details: Enter your client’s personal details, such as their birth date, gender etc.

Other details: Set their status, add notes etc.

Communications

Communications options: You may decide how to communicate with this client. By default, Reminder SMS and Reminder Email are set to Yes. If your client does not wish to be communicated with any promotional material, you may select Yes in Do Not Mail. If you have a last minute booking list and would like to include this client in it, select Yes.

If your suspended client decides to revisit your business, you may reactivate the Client. All their prior history and records will return to their Client Card and are available to make a booking again.

To reactivate a client:

Step 1: Click the Clients tab and select Search.

Step 2: The Search Clients list will appear. Click More and select Show Suspended to reveal suspended clients.

Step 3: The suspended client will appear in red. You can also search for the client to narrow it down.

Step 4: Click on the client’s name to open client cards and change the status from Suspended to Active and click Save.

You can save many images of clients into Barkley HQ.

There are four types of images which can be saved for a client.

– Profile Images
– Before / After Images
– Booking
– General images

Adding a profile image to a client

Step 1: Go to the Clients tab and select Search.

Step 2: To add a profile image, first go to the client details page.

Step 3: Click on the white icon above the client’s name in the options menu.

This will bring up the client Profile image section.

You will get the option to add an image or take a photo.

Note: your device must have a webcam attached to take a photo.

Clicking add image will let you upload an image that is saved on your device.

After an image is added, it can be cropped to ensure that it is the correct size. To crop an image, click on the Crop Image button, this will load the crop image section.

Drag a square over the section of the image which you want to crop out using the mouse. When you are happy with you selection, click the confirm button.

You can also click the buttons beneath the image to rotate, flip, zoom in/out, and shift the image in a certain direction.

Adding Before / After Images

Step 1: To add a before or after image, go to the client’s details page and select Pictures. This will display the before and after image section.

Step 2: To add an image choose the Upload Image or Take photo option. After an image is added it will display in the Before and After boxes.

Adding a booking image

Step 1: To add an image to a booking, first find the booking on the calendar and right click on it. This will bring up the booking menu.

Step 2: Select the Client Pictures option. The booking images page will now load. This page displays any images which have already been added to the booking, it will also have options to upload an image or take a photo.

After uploading an image or taking a photo, the booking images will all be displayed. If you hover the cursor over the image you will get the option to view the full image or delete the image.

These booking images will also be visible from the client’s details page, under the images tab.

Adding general images to a client

You can add as many images to a client as you wish.

Step 1: Open up the client’s details page and go to the images tab.

From here you can view all images, upload a new image, and take a photo of a client. This page will also show all booking images associated with the client.

Hover the mouse over an image to view the full image or delete the image.

Your Client database is the key of your business, and Barkley HQ allows you to enter as many Clients as you wish and helps you keep them organised.

To search for your clients:

Step 1: Click the Clients tab and select Search.

Step 2: The Search Clients List will appear showing you a list of your Clients. The list will only show 10 clients at any given time. If you know the name of your client, you may search their name via the Search Field. To view the next page, click on the arrow icon below the search field.

Step 3: If you want to see suspended clients as well, click on More and select Show Suspended to reveal suspended clients on the list.

Barkley HQ allows you to send text messages to your clients.

Step 1: Go to the Clients tab and select Search.

Step 2: Click on the send message option. This will load a section where you can type in a message and send it to the client’s phone.

Note: This section will only be available if the client has a Mobile Phone number saved in the system.

Step 3: Type the message into the message box.

There is a character count below the message box, this shows you how long the current message is and how many SMS credits it will take to send the message.

Note: You must have SMS credits to send text messages from Barkley HQ. You can check your current credit balance, and purchase additional credits from the marketing section of Barkley HQ.

Click the send button once you are happy with the message. The message will be sent to the client shortly after clicking the send button.

Send message from booking

A quick way to send a message to a client for a particular booking is to right click on the booking. The booking menu will then show up, go to the Messages option then choose Send Message. This will bring up the client’s details page and the send message tab will be open.

It is a good idea to clean up your client database from time to time. If your client no longer uses your business, it is best to suspend the client card.

If the client chooses to return in the future, you may simply reactivate the client and all history and records will return.

To suspend a client:

Step 1: Go to the Client’s tab and select Search.

Step 2: Your client list will appear, select the trash icon on the right of the client’s name you wish to suspend. A notice will appear, click suspend.

Alternatively:

Step 1: Go to the Client’s tab and select Search.

Step 2: Search for the client in question via the selection criteria. Use the < and > icons to move pages.

Step 3: Once the client is located, open the client card and change the status from Active to Suspended and click Save.

Tip: Suspended clients are not actually deleted but merely hidden in the background. So if the client returns again in the future, you can simply re-activate them and all their history will return.

If a client wishes to have a specific employee perform all of their services, you can set up a preferred employee for the client within their client card. If you attempt to book a client with their non-preferred employee, Barkley HQ will alert you of their preferred employee. This will not prevent you from booking the client to a non-preferred employee.

To setup a Preferred Employee for a Client:

Step 1: Click the Clients tab and select Search.

Step 2: Search for the client you wish to add the Preferred Employee onto and click onto their client card.

Step 3: Once within their client card, under Personal Details, click the Select button near Preferred Employee.

Step 4: Select the client’s Preferred Employee.

Step 5: Once you have selected the Preferred Employee, click on Save.

Note: If you try booking the client that is not the preferred employee, an alert will come up as seen below. 

This will only alert you that you are currently booking them under a non-preferred employee. 

This will not prevent you from booking the client under any employee.

Barkley HQ provides you with the ability to allow new clients to enter their details in themselves without showing any details about your store.

To enter client mode:

Step 1: Click the Client tab and select New.

Step 2: Once you are within New Client screen , click Client Mode.

Step 3: Client Mode will allow the client to enter their Contact Details and Personal Details.

Step 4: Once the Client has entered in their details. Click Save.

Barkley HQ has a variety of date pickers. These can be seen in bookings, clients birthdays marketing setups and more.

To change the year on a date picker:

Step 1: Click on the calendar icon to display the calendar.

Step 2: Click the month on top of the calendar.

Here you will be displayed the months in the current year.

Step 3: If you wish to select a year in the pass, click the year on the top.

Step 4: Here you can select the year. If you need to go further back, click the left arrow to go to a previous year or the right arrow to go into the future.