Running a dog daycare is full of playful pups and fun duties, but some tasks can sap precious time and drain energy.
From tracking bookings to handling late arrivals, these “time thieves" add up, slowing down the whole operation. By tackling these common roadblocks, you’ll free up more hours to focus on what really matters: top-notch care for every furry guest.
Here’s a closer look at six major time sinks—and practical strategies to conquer them:
Manual Bookings
Manually handling bookings is often time-consuming and prone to errors. Staff might spend hours each day inputting client information, verifying details, and confirming appointments, especially during peak seasons. It also increases the risk of double bookings, which can lead to overcrowding and customer dissatisfaction.
Implementing an online booking system, ideally through pet-care software like Gingr, can handle the booking process for you. With automated scheduling, clients can view availability in real-time and reserve appointments online. These systems streamline reservations, reduce errors, and free up staff time to focus on pet care. An automated booking tool also allows clients to make changes or cancel without staff intervention, reducing back-and-forth communications.
Correcting Human Input Errors
Errors in manually entered client or pet information can create significant setbacks. Mistakes in pet details, emergency contact information, or feeding instructions require additional time to correct, which could disrupt daily operations or even compromise pet safety.
Switching to a pet-care software solution with standardized forms and dropdown options can reduce the likelihood of input errors. Many systems offer features that auto-populate fields or save frequent client information, minimizing data entry mistakes. Using customizable fields that prompt staff for specific information ensures nothing essential is overlooked and cuts down on repetitive error corrections.
Managing Flexible Pricing
Offering flexible pricing based on factors like seasonality, peak hours, and multi-dog discounts can add complexity to billing. Without a structured pricing system, staff may spend unnecessary time calculating or explaining fees, leading to potential confusion for both employees and clients.
A billing system that automatically adjusts pricing based on preset criteria can streamline this process. Pet-care management software often includes tiered pricing and discount options that calculate fees automatically, eliminating the need for manual adjustments. This helps maintain consistency in pricing, reduce client billing questions, and save staff time on every transaction.
Dealing with No-Shows and Late Arrivals
No-shows and late arrivals can disrupt schedules, creating inefficiencies and lost revenue. These situations can also lead to overstaffing or unoccupied spaces that other clients could have filled.
Automated reminder emails or text messages sent 24-48 hours before an appointment can significantly reduce no-shows. Additionally, instituting a late arrival or cancellation policy with fees may encourage clients to adhere to their scheduled times. Pet-care software often includes customizable notification settings to remind clients of upcoming appointments, helping to maintain a full schedule. You can even enlist tools like Gingr PreCheck, which not only reminds customers of upcoming bookings but allows them to confirm details or select add-ons, ensuring a smoother check-in process.
Relying on Paper Records and Files
Managing client and pet records on paper makes it challenging to quickly access critical information, often leading to disorganization or misplaced records. Searching for pet details or tracking payments in physical files wastes time and complicates record-keeping.
Digital records are the solution to this issue. Many pet-care software platforms store essential client and pet information securely and allow staff to access it from any device. A digital system enables faster updates, streamlined searches, and easy data sharing across the team. Not only does this save time, but it also enhances data security and organization.
Tracking Pet Updates and Progress
Manually tracking pets’ activities, behavior, and progress takes considerable effort, especially when clients want detailed updates. Recording these updates in spreadsheets or on paper adds time to every interaction and may delay feedback to pet parents.
Using digital notes and report cards accessible through a mobile app or web-based platform can simplify this process. Staff can quickly jot down observations and send updates directly to clients’ phones, allowing them to stay connected in real-time. This transparency keeps pet parents happy while freeing up your team’s time for other tasks.
By tackling these six common time sinks, dog daycare businesses can free up hours for staff, enabling them to focus more on delivering exceptional care. Automated solutions, structured policies, and digital record-keeping are just a few of the ways to maximize efficiency and create a smoother experience for both staff and clients.
Level up your doggy daycare management with Gingr. Book a demo now!
