Managing daycare requests when the requested date is full

Full-Day Signal

When the daycare calendar shows the maximum number of dogs booked for a requested date, write "FULL" in red marker on the daily header of the whiteboard. Do not erase the header; the visual cue stops additional phone or walk-in requests before they reach the booking sheet.

Wait-List Clipboard

Keep a dated clipboard beside the whiteboard. For each new request on a full day, log: owner name, dog name, phone, time of request, and "WL" prefix. Number the entries sequentially (WL-1, WL-2) so the first caller gets the first opening.

Owner Communication Script

Tell the caller: "Tuesday is at capacity. I’ve added you as WL-3. If a spot opens by 4 PM Monday, I’ll call you. Would you like me to check Wednesday instead?" This gives a concrete next step and an alternate date in one sentence.

Worked Example

Thursday 10:00 AM: Calendar shows 25/25 for Friday. Whiteboard header marked "FULL." Caller requests Friday for "Milo." Clipboard entry: "WL-2, 10:02 AM, Sarah, Milo, 555-0199." Staffer offers Wednesday; caller accepts Wednesday booking. Friday wait-list remains active.

Exception

If a booked dog cancels after 4 PM the day before, call the first wait-list entry immediately. If no answer within 15 minutes, move to the next entry and note "No answer – moved to WL-2" on the clipboard.

Related: Dog Daycare Manager features.