This is the shape of a full operator day. Times are a guide; the order is what matters. Do this for every location you run.
Morning — Launch the day
- Sign in to Chatwoot and set yourself available so AI-transferred calls route to you (Section 11.2).
- Open the GroomingOps platform dashboard and scan every location’s counts — unread messages, online bookings, intake forms, open threads. Triage the busiest first.
- Confirm every van has a groomer assigned and the first appointment is set — no surprises.
- Verify today’s route is optimized and the groomer can see it (Section 8).
- Clear unread messages and open threads from the platform; scan Slack for anything overnight — cancellations, sick groomers, access issues.
- Process any pending intake forms (double-check coat type) and handle new online bookings.
- Call back any AI hang-ups: check MoeGo messages for numbers from callers who dropped off the AI and return their call (Section 11.6).
- Handle same-day cancellations immediately: try to backfill the slot — Patcher first, then the waitlist.
Midday — Keep the day running
- Monitor progress: are vans on schedule? Any running long?
- Respond to inbound client messages from the platform (use saved replies); process new intake forms and online bookings as they land.
- Keep an eye on MoeGo messages for new AI hang-up numbers and call them back (Section 11.6).
- Handle any incident or equipment issue per the field guides (Section 9) — reassign or reschedule as needed.
- Watch for late-day cancellations that open soon-fillable slots.
Afternoon / End of day — The most important block
DO NOT SKIP: This is where the One Rule lives. The day is not over until the next two days are full and fully confirmed at every location.
- Work the unconfirmed list in the platform (up to 96 hours) and run the confirm-and-fill loop for the next two days at every location (Section 2).
- Optimize each locked day’s route at each location, keeping legs under ~20 minutes.
- Verify each groomer can see their schedule and route for the days ahead.
- Clear remaining messages, open threads, and booking requests from the platform.
- Hand off any unresolved items in Slack so nothing is lost overnight.
What “good” looks like at end of day
- Both of the next two days are full or as full as physically possible at every location.
- Every appointment across the next two days is confirmed by the client.
- Every route is optimized, with legs kept under ~20 minutes wherever possible, and visible to the groomer.
- Inbox and Slack are clear; no open client requests.
- Any known risk for the days ahead (a wobbly confirmation, an equipment issue) is noted in Slack.