A new dog is due to attend your daycare for the first time. Their owner describes them as friendly and energetic, but during the initial introduction, your team notices signs of discomfort around unfamiliar dogs or toys.
Introducing the dog straight into a busy group could create unnecessary stress and safety concerns.
A structured dog daycare assessment helps you understand each dog’s behaviour, health and individual needs before deciding whether your daycare is suitable.
For licensed dog daycare businesses in England, screening dogs before admission and recording each screening are requirements under statutory licensing guidance.
Here’s how to build a practical, welfare-first admission process and use TailPro to keep important pet care information organised.
1. Review the Dog’s Profile Before Admission
Start by reviewing the information supplied by the owner.
Check:
- Age, breed, daily routine and individual care needs.
- Medical conditions, medication and dietary requirements.
- Previous experiences with unfamiliar dogs and people.
- Known behavioural concerns, including resource guarding.
- Handling preferences, stress triggers and recovery needs.
Ask the owner to clarify missing or inconsistent information before arranging an assessment.
TailPro’s pet profiles help keep relevant care information associated with each animal.
Its Client Handover Notes feature also allows owners to provide booking-specific instructions that staff can review.
Remember: A completed pet profile does not automatically mean a dog is suitable for group daycare.
2. Carry Out a Structured Dog Daycare Meet-and-Greet
A dog daycare meet-and-greet helps staff observe how a dog responds to unfamiliar surroundings, people and other dogs.
Use a consistent dog daycare assessment form to document:
- Responses to unfamiliar people and dogs.
- Confidence and comfort in the environment.
- Behaviour around toys, food and other resources.
- Signs of fear, anxiety, stress or overexcitement.
- Handling tolerance and ability to settle.
Avoid deliberately provoking guarding or potentially dangerous behaviour.
Where appropriate, a carefully supervised introduction may provide additional information.
If significant welfare or safety concerns arise, stop the assessment and reconsider whether admission is suitable.
Under England’s dog day care licensing guidance, dogs must be screened before admission to establish whether they show fear, anxiety or stress around other dogs or people, or pose a danger to dogs or staff.
Businesses must also keep a record of each screening.
3. Record Behavioural Concerns and Assessment Notes
Imagine a young spaniel that appears comfortable around people but becomes tense when another dog approaches a toy.
Rather than immediately labelling the dog aggressive, document what staff actually observed.
Record:
- The situation and surrounding circumstances.
- The dog’s observable behaviour.
- Relevant information supplied by the owner.
- Actions taken by staff.
- Any recommendations or further assessment needed.
TailPro’s Private Pet Notes allow authorised staff to record internal behavioural, medical and handling information against a pet’s profile.
These notes help maintain continuity between team members.
However, businesses should still maintain the formal screening records required by their licensing arrangements.
Clear observations make it easier to explain admission decisions and review changing care needs.
4. Check Vaccination Records and Health Evidence
Before accepting a dog into daycare, review its health information and supporting veterinary documentation.
For licensed daycare businesses in England, current veterinary vaccination evidence must cover specified diseases, including:
- Canine parvovirus.
- Canine distemper.
- Infectious canine hepatitis.
- Leptospirosis.
Primary vaccination courses must be completed at least two weeks before acceptance into daycare.
Additional vaccination requirements, including those concerning kennel cough, may apply. A valid veterinary titre certificate may also be accepted in circumstances covered by the licensing guidance.
Check medication requirements, relevant veterinary instructions and emergency contact details.
Recording health information is not the same as verifying vaccination evidence.
Staff must confirm that documentation meets the applicable requirements before admission.
5. Make an Informed Admission Decision
After reviewing the dog’s information, assessment observations and health evidence, decide whether your daycare can reasonably meet its needs.
Possible outcomes include:
Approve: The assessment supports admission with appropriate care arrangements.
Request information: Important health or behavioural details remain unclear.
Further assessment: Additional observation is necessary and can be completed safely.
Decline: The dog’s needs cannot reasonably be met within the available facilities, staffing or care arrangements.
Document the decision, the reasons and the responsible staff member.
Use your established admission procedure to maintain the formal decision record.
TailPro’s pet information and private notes can provide supporting care context.
Explain the outcome respectfully to the owner.
Declining group daycare does not mean the dog is unsuitable for every type of pet care.
6. Prepare Staff for the Dog’s First Day
Once admission is approved, share relevant care instructions with the team.
Staff should understand:
- Medical and dietary requirements.
- Handling preferences.
- Behavioural concerns and stress triggers.
- Agreed care arrangements.
- Any circumstances requiring additional observation.
TailPro’s private pet notes help authorised team members access important information without depending entirely on verbal handovers.
Continue monitoring the dog’s welfare after admission and reassess suitability if its behaviour, health or circumstances change.
An initial assessment is a starting point, not a permanent guarantee of suitability.
Make Welfare the Starting Point for Every Booking
A responsible dog daycare admission process is not about accepting every dog.
It is about understanding each animal’s needs and deciding whether your business can provide appropriate care.
Reviewing owner information, assessing behaviour, verifying health evidence and documenting decisions can support more consistent, welfare-first practices.
No assessment can eliminate every risk. However, informed decisions and clear records provide a stronger foundation for animal welfare and day-to-day operations.
Keep Important Pet Care Information Organised with TailPro
Want to keep pet profiles, care instructions and staff notes organised in one place?
Explore TailPro’s Pet Daycare Software to see how its pet care management tools can support your daily daycare operations.
