One of the biggest challenges new doulas face is figuring out how to schedule clients when due dates are anything but predictable. Babies don’t read clocks or calendars, so how can you make sure you’re available for your clients without overbooking—or leaving gaps in your schedule? Here’s how to create a solid scheduling system that keeps your business running smoothly.

1. Set a Monthly Limit (Not a Due Date Limit)

Since due dates are just estimates, the best approach is to set a cap on the number of clients you take per month rather than worrying about their actual due dates. For example, you might choose to take three clients per month, regardless of whether they have due dates at the beginning, middle, or end of the month. (Read: How Many Clients Can You Take Per Month?)

Some doulas add extra considerations, such as:

• • Limiting the number of first-time parents (primips) to reduce the chances of lengthy labors.

• • Taking a mix of experienced parents (multips) and first-timers (e.g., 1 primip + 2 multips per month).

• • Adjusting based on whether they have a solid backup system in place.

2. Trust That It Usually Works Out

Many new doulas worry about the “what ifs”—what if two people go into labor at the same time? What if someone delivers early or late? In reality, these situations are rare, and things tend to balance out naturally.

One key tip: Avoid discussing how many clients you have due with your clients. This can make them anxious. Instead, simply let them know you take multiple clients per month and that you have reliable backup support (which you rarely need to use).

3. Have a Backup Plan (or Two)

Even though most doulas rarely need a backup, it’s essential to have one. Some doulas build a network of multiple backups so they always have coverage. Others partner with a specific doula for reciprocal backup support.

When planning time off, it’s best to schedule vacations 7-9 months in advance and either block that time from your availability or arrange for a trusted backup during that period.

4. Handle Last-Minute Inquiries Wisely

You may get inquiries from people who are already in labor or have just given birth. (Make sure it’s not a scam!) Whether you take them on depends on your availability, comfort level, and whether they align with your business model. Some doulas take last-minute clients at a premium rate, while others refer them to a trusted colleague.

5. Think of Your Schedule Like a Pipeline

When setting your schedule, think beyond just one month at a time. If you take three clients per month and book five months in advance, you technically have 15 clients in your pipeline. Each month, some will give birth while you continue adding new clients to your schedule. This rolling system keeps your income steady and prevents the feast-or-famine cycle.

6. Financial Considerations & Contracts

Because due dates aren’t exact, it’s crucial to structure your payments in a way that provides stability. Consider:

• • Retainers: Charging a non-refundable deposit to secure your services.

• • Payment Plans: Offering installment payments so income is spread out.

• • Refund Policies: Clearly stating when refunds are (or aren’t) given if a client gives birth earlier or later than expected.

• • Overlapping Births: Ensuring your fee structure accounts for the occasional need for backup support.

A Few Thoughts

Scheduling as a doula doesn’t have to be stressful. By setting a monthly client cap, trusting that things will balance out, and having a solid backup plan, you can confidently build a sustainable business. Over time, you’ll refine your system to fit your preferences, but the key takeaway is: babies may not read calendars, but a well-thought-out scheduling plan ensures you’re always prepared.