Scheduling

New Client Requests
When Dog Adventures Northwest receives a New Client Request, the Dog Adventures Northwest Manager will notify one or more Contractors to assess interest and availability. Contractors are under no obligation to accept a new client; accepting or denying a client is at the complete discretion of the Contractor.

Ratio Logistics
Dog Adventures Northwest promises clients a ratio of no more than four dogs to one Contractor. Because many Contractors offer multiple Dog Adventure Northwest services, it is important that Contractors factor this ratio into their schedules when deciding to accept or deny a client. If, for example, a Contractor has a regularly scheduled Country Adventure with four dogs, and is considering boarding a dog as well, they must work out their own schedule to ensure that the ratio is always met and that services are delivered as promised.

Note that the ratio applies not only for Dog Adventures Northwest client dogs, but also to a Contractor's own dogs, and any other dog in the Contractor's care.

Schedule Management
Contractors manage their own schedules based on the client's needs and their own needs. If a Contractor is unable to make a new client's schedule work with their own, they must make it clear to the client that Dog Adventures Northwest has other Contractors who may have openings more in line with the client's needs, and notify the Dog Adventures Northwest Manager that the new client must be reassigned.

System Calendar Management
Because all client invoicing and communication is done through the Time to Pet system, the Dog Adventures Northwest calendar must reflect the calendar of each Contractor. At present, the Dog Adventures Northwest Manager is the only one who can enter/change scheduling information on the Time to Pet calendar. It is therefore paramount that Contractors maintain clear communication with the Manager about schedules, schedule changes, reschedules, and cancellations via text message or email.

Schedule Notifications
All Contractors will receive an emailed daily schedule on days when services are scheduled, and can also view their calendar for the next six months on the Time to Pet System. 

Client Reminders
If a client has services scheduled for any given week, they will receive an email reminder on the Thursday before. This reminder will be copied to their profile page.

Third Party Calendar Integration
Third Party calendar integration (Google, Outlook, etc) is available to Contractors under the "My Schedule" tab, but Contractors are encouraged to regularly verify proper integration by cross-referencing with the Time to Pet calendar.

Pick-Up and Drop-Off Approximations and Windows
Due to  traffic, road conditions, and many other variables, Dog Adventures Northwest does not promise an exact pick-up or drop-off time for City Adventures, Country Adventures, or Socialization Adventures. Instead, Contractors set an approximate pick-up/drop-off time ("approx 9am") or a pick-up/drop-off window of thirty minutes to one hour ("pick up between 9am and 10am"). As clients rely on these times to properly care for their dogs, Dog Adventures relies on Contractors to arrive at a client's home either:

  1. within fiteen minutes of the approximate pick-up/drop-off time
  2. no more than fifteen minutes outside of the pick-up/drop-off window

Contractors set their own pick-up and drop-off orders for clients, and therefore manage their own pick-up and drop-off approximations/windows using mapping software to calculate drive times in estimated traffic. These times must be communicated clearly to the Dog Adventures Northwest manager when they are set, as they become part of the notifications clients see when they have a scheduled event.

Lateness
Contractors must also maintain clear communication with clients and the Dog Adventures Northwest Manager in the event of lateness. "Lateness" qualifies as later than fifteen minutes of either the approximate pick-up/drop-off time or the end of the pick-up/drop-off window for all services barring Meet-and-Greets and Private Sessions, when "lateness" qualifies as five minutes or more after the scheduled time. Client communication for lateness should be done using the method the client indicates on their Time to Pet profile as their preferred method of communication, unless otherwise specified by the client. Repeat failure to maintain punctuality may result in the termination of contract.

Time Off for Sickness
Contractors do not need permission from Dog Adventures Northwest to take time off for  sickness. As a courtesy, however, Contractors are asked to give as much advance notice as possible to the client and to the Dog Adventures Northwest Manager. Contractors are also asked to give clients the option to reschedule, cancel, or work with a substitute when they notify clients of their unavailability to complete regularly scheduled services.

Pre-Planned Time Off
Contractors do not need permission from Dog Adventures Northwest to take time off for vacation. As a courtesy, however, Contractors are asked to give a minimum of one month's notice to the Dog Adventures Northwest Manager. Contractors are also asked to give clients the option to reschedule, cancel, or work with a substitute when they notify clients of their unavailability to complete regularly scheduled services.

Ceasing Client Service
Contractors must give a minimum of one month's notice to the Dog Adventures Northwest Manager if they chose to stop service on one or more clients for any other reason than the safety of the Contractor or the client's animal(s).

Weather Cancellations
Contractors make their own decisions about venturing out in foul weather. If a Contractor lives at a higher elevation and is unable to travel to client's home at a lower elevation, the Dog Adventures Northwest Manager will try to find a substitute Contractor if the client would still like service.

In the event of extreme mid-Adventure weather, a Contractor may decide to end service early. If this is the case, the Contractor must communicate with both the client about the change in plans and the Dog Adventures Northwest Manager about client invoicing for the service. In the unlikely event that a client's home is no longer reachable due to extreme weather mid-Adventure, the Contractor must work with the client and the Dog Adventures Northwest manager to develop a plan for the client dog. Note that an emergency contact is listed for all client dogs.

Client Cancellations
Clients may cancel services online Time to Pet portal, in-person at pick-up or drop-off, through email, or through text. Contractors and the Dog Adventures Northwest Manager will notify one another swiftly in the event of cancellations. Contractors are paid cancellation fees within the parameters of the Dog Adventures Northwest cancellation policy. See "Commission Statements and Payments."

General Contractor Wellness
Dog Adventures Northwest genuinely cares about the total health of all Contractors. Contractors are encouraged to only take on as many clients as they can handle while still maintaining an excellent quality of life. Contractors are also encouraged to limit pick-ups to the same quadrant of the city to lessen their time on the road. Contractors are welcome and encouraged to reach out any time to Kerry Ryan, Dog Adventures Northwest Owner and Manager, with feedback, thoughts, and/or concerns.