Breeder Waitlist Excel Tracker

Most breeders run their waitlist in a Google Doc, a Notes app, or a single-tab spreadsheet they outgrew six months ago. None of those tools have the structure to handle multiple buyers across multiple litters, with conditional formatting that highlights inactive buyers and formulas that calculate days-since-contact.

This spreadsheet does. Six tabs, built in Excel, with native formulas and conditional formatting, designed for the actual work of running a multi-buyer multi-litter program. I built it because I kept rebuilding my own version every couple of years and finally got tired of it.

What this document does:

It replaces the improvised spreadsheet most breeders build themselves with one that has the right structure from day one. The conditional formatting highlights buyers who have not been contacted in 60 plus days. The formulas calculate days-since-contact automatically. The data validation dropdowns keep your status column consistent across hundreds of rows. The summary sections give you the at-a-glance counts you need without any manual calculation.

What is included (6 tabs):

• Setup tab. Configure your program defaults. Name, pricing, response windows, contact information. Values flow into the other tabs via references, so you customize once.
• Active Waitlist tab. The master list of every buyer with a position. Includes conditional formatting for status (Active, Reserved, Inactive Warning, Removed), days-since-contact calculations, screening score color bands, and an at-a-glance summary with active counts, reserved counts, and average screening score.
• Litter Projection tab. Planned and confirmed breedings with slot availability calculations and status-based conditional formatting (Planned, Confirmed, On the Ground, Pick Week, Placed, Cancelled).
• Match-Making Board tab. The pick-week tool for assigning specific animals to specific buyers. Includes fit score color scales and matched, tentative, and not-matched status tracking.
• Communication Log tab. Every touchpoint dated and categorized, with overdue follow-up highlighting and dropdowns for direction (In, Out, Both), channel (Email, Phone, Text, In Person, Video Call), and touchpoint type.
• Deposit Log tab. Financial tracking with auto-summing totals for collected, refunded, credited, forfeited, and balance payments. Calculates net cash position automatically.

Format and how it works:

Native Excel (.xlsx) file with live formulas, conditional formatting, data validation dropdowns, and tab color coding. Opens cleanly in Excel and Google Sheets. Includes sample data in light gray so you can see how the spreadsheet works before you start using it. Delete the sample data and start adding your real buyers. Total file includes 70 plus live formulas and zero formula errors at delivery.

Why this version is different:

Most spreadsheets breeders build themselves are missing the structural elements that make a multi-buyer tracking system actually work. The conditional formatting that highlights inactive buyers automatically. The formulas that calculate days-since-contact, so you don't have to compute it manually. The data validation dropdowns that keep your status field consistent across hundreds of rows. The multi-tab structure that separates the waitlist itself from litter projection from match-making from communication history. This one has all of it, built in, before you have to figure out you need it.

Who this is for:

For breeders managing more than 5 active waitlist members or running more than 1 litter per year. Especially useful for multi-species breeders whose programs don't fit the "puppy software" tools on the market, and for reptile, livestock, and exotic-species breeders whose waitlist patterns aren't served by single-species tools.

Get the tracking spreadsheet on its own, or pair it with the rest of the Waitlist Kit at the kit price.