How to Handle Last Minute Shift Call Ins Without Burning Out

Few things throw a manager off balance like a last minute call in. Whether it’s illness, emergencies, or unexpected conflicts, you’re left scrambling to fill shifts often late at night or on your own time. But there are ways to prepare so call ins don’t derail your entire day.

Create a coverage backup plan

Keep a list of employees willing to pick up extra shifts. Rotate offers fairly so no one feels overused. This turns panic into process.

Communicate clearly and consistently

Set expectations about how and when employees should report call ins. A single communication channel (like text or an app) reduces chaos and makes responses faster.

Use scheduling tools to automate outreach

Instead of calling down a list, use automation to notify available staff instantly. This saves hours of manual work and gets shifts covered faster.

Protect your own time and energy

Managers burn out when they take every call themselves. Share responsibility with supervisors or let technology handle the outreach. Your well being matters too.

Last-minute call-ins don’t have to turn into scheduling emergencies.

Ready to simplify shift coverage and protect your time?