For childcare and daycare owners, what happens when a parent question and a staffing gap hit at the same time?

A daycare owner told me the hard part was never the daily schedule. It was a parent texting at drop off about a new allergy, a staff member calling in sick an hour before opening, and a licensing form due that afternoon, all landing before her coffee finished. Nothing was written down anywhere shared, it just lived in whoever answered the phone first.

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For anyone running a daycare, preschool, or childcare business with a team to coordinate, where does that kind of same morning collision actually go today, a group chat, a binder by the door, or just memory until someone asks?