Fill DaySmart cancellations from the waitlist

1. Open the Appointment Book in DaySmart and find the Waitlist section under the quick search calendar on the left.
2. Read each entry: preferred employee or First Available, the preferred dates and time frames, the requested services and the Comment. Same-day entries show how long the client has waited; future entries show the date they were added.
3. Compare each entry with the open time and the groomer's remaining day, then drag the entry's drag-and-drop icon onto the slot and click Convert Entry, or click the pencil icon, Create Appointment, set date, time and employee, and click Schedule.
4. Open Appt Details on the new appointment to fix duration or price, because the waitlist view only lets staff add or remove services.
5. DaySmart's own guide says to check the Waitlist throughout the day, especially in the morning, at midday and before closing, to catch cancellations. On a busy day that check is the first thing to slip.

Sam's 2pm on Friday just canceled. Check the DaySmart waitlist and book whoever has waited longest and fits a 90 minute Full Groom with Sam.

1. 01

   Measure the gap first

   The agent reads the day with list_appointments for that groomer and works out the real free window: from the end of the previous ticket to the start of the next one. A 2pm cancellation followed by a 3pm booking is a 60 minute gap, not a 90 minute one.

2. 02

   Shortlist entries that fit

   It pulls list_waitlist for that date and keeps entries whose preferred employee is the groomer or First Available, whose time frame covers the gap, and whose services fit the window. Durations come from list_services, so a Full Groom never gets squeezed into a Bath & Brush slot.

3. 03

   Rank fairly and explain

   Among the matches, the longest wait wins unless your prompt sets another rule, such as regulars first. Entries that almost fit (right groomer, wrong afternoon) are listed separately so you can call those clients yourself.

4. 04

   Convert, do not duplicate

   The agent books the winner with book_appointment and passes the waitlist entry ID, so the booking converts that entry the way Convert Entry does and carries its details over, rather than creating a second, unrelated appointment. Before booking it checks that the client has no other appointment the same day, which usually means the entry was already handled by phone.

5. 05

   Stop when nothing fits

   If no entry fits the window, the agent books nobody and reports the gap with its length. It never shortens a service to make an entry fit.

Gap: Fri 16 Oct, 2:00 to 3:30pm, Sam (Full Groom fits, 90 min)
Booked: Dana Lee, Poppy (Poodle), Full Groom with Sam at 2:00pm, converted from waitlist entry added 9 Oct
Appointment Scheduled message sent to Dana by text
Skipped: Maria Ortiz, Teddy, prefers Jess only
Skipped: Kevin Park, Luna, already booked Thursday 10am
Near match: Amy Chen, Biscuit, wants after 4pm; worth a call

• A DaySmart waitlist entry can hold several preferred dates and time frames for one client, and the preferred employee can stay First Available for flexible clients.
• DaySmart sends Appointment Scheduled immediately after a booking, to the client and staff by email, text or both, as set under More > Settings > E-mail & Texting > Reminders & Notifications. A converted waitlist entry is a booking like any other.
• DaySmart texts count toward the monthly text allotment and only reach clients after the Twilio verification is finished and the client has opted in to texts.
• In DaySmart online booking, choosing Waitlist on a pending request in the Online Requests tab holds it without booking, while Reject declines the request and notifies the client.

book_appointment asks for your OK by default. To run it daily without you, switch confirmation off for that tool in your dashboard.

Sources: DaySmart Beauty: Waitlist Management · DaySmart Pet: Waitlist Management · DaySmart Pet: Reminders & Notifications · DaySmart Pet: DaySmart Booking Start Guide

curl https://cotlet.dev/api/v1/daysmart/book_appointment \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"client_id":"c_50177","start":"2026-10-16T14:00:00-04:00","services":[{"service_id":"s_112","employee_id":"e_7","pet_id":"p_90412"}],"waitlist_entry_id":"w_3302"}'

{
  "appointment_id": "a_771290",
  "status": "Scheduled",
  "start": "2026-10-16T14:00:00-04:00",
  "end": "2026-10-16T15:30:00-04:00",
  "client": "Yourname Client",
  "services": [
    {
      "name": "Full Groom",
      "employee": "Sam",
      "pet": "Max",
      "price": 75
    }
  ],
  "converted_from_waitlist": "w_3302"
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is daysmart_book_appointment. Example data.

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