No-call no-show policy for hourly staff
A no-call no-show policy defines an absence where the employee neither works a scheduled shift nor tells the manager beforehand, and states the step-by-step consequence for the first, second and third occurrence. Write it down, apply it identically at every location, and keep a dated record of each occurrence.
The policy template
Values in brackets are examples; choose your own and keep them the same for all staff and locations.
- Definition. A no-call no-show is missing a scheduled shift without contacting the manager on duty at least [2] hours before the shift starts, through [the store phone / the scheduling app message / a call to the manager's number].
- Late contact. Contacting the manager after the shift has started counts as a [late call-off], not a no-call no-show, and is handled under the attendance policy.
- What the manager does. At [30] minutes after the shift start, the manager calls the employee once and records the time of the call, then arranges cover.
- Emergencies. If the employee shows a documented emergency that made contact impossible (e.g. hospital admission), the occurrence is removed.
- Consequences. As in the table below, counted over a rolling [12] months.
- Protected absences. Absences protected by law (for example, sick leave under a state or city law, or FMLA leave where it applies) are not counted under this policy.
- Records. Each occurrence is recorded with date, shift, call time and outcome and kept with the employee's time records.
Consequences table
| Occurrence (rolling 12 months) | Action | Who | Record |
|---|---|---|---|
| 1st | Written warning, conversation within [3] days | Store manager | Signed warning |
| 2nd | Final written warning | Store manager + owner | Signed final warning |
| 3rd | Treated as resignation / termination | Owner | Separation note with dates of all 3 occurrences |
| [3] consecutive shifts | Treated as job abandonment | Owner | Dated attempts to contact |
Federal rules that touch this policy
| Question | Federal answer | Source |
|---|---|---|
| Must a missed shift be paid? | The FLSA does not require payment for time not worked | US DOL, Vacation Leave |
| Is there a federal paid sick leave requirement? | No | US DOL, Sick Leave |
| When is the final paycheck due after separation? | Federal law does not require it immediately; some states require immediate payment | US DOL, Last Paycheck |
| What must be recorded? | Hours worked each workday and workweek, and total wages paid each pay period | US DOL Fact Sheet #21 |
| Is FMLA leave protected? | FMLA provides job-protected leave to eligible employees of covered employers | US DOL, FMLA |
Example: counting occurrences over a rolling 12 months
An employee no-shows on Feb 3, 2026, Aug 19, 2026 and Mar 10, 2027. On Mar 10, 2027 the 12-month window runs back to Mar 10, 2026, so Feb 3 has dropped off and this is the 2nd occurrence (final warning), not the 3rd.
Occurrence log template
One row per occurrence, kept with the employee's time records (policy item 7). The first row continues the example above.
| Date | Store | Scheduled shift | Manager's call time | Contact made? | Occurrence # (rolling 12 months) | Action | Manager initials |
|---|---|---|---|---|---|---|---|
| Mar 10, 2027 | Store 2 | 9:00–17:00 | 9:30 | No | 2 | Final written warning | |
Reduce the number of no-shows
- Publish the schedule at a fixed time each week; see how far in advance to post a work schedule.
- Make the call-off channel a single, written route, stated in item 1, so no one can say they texted a co-worker.
- Keep a cover procedure ready: what to do when an employee calls in sick.
Assistlify records clock-in and clock-out with breaks and exports attendance to CSV, which gives a dated clock-in record to compare against the published schedule; the record still needs the manager's note on whether contact was made.
This is general information, not legal advice. Check your state labor department for current rules.
Questions
What counts as a no-call no-show?
Missing a scheduled shift without contacting the manager through the agreed channel before the shift starts; the policy should state the channel and the cutoff, e.g. 2 hours before.
How many no-call no-shows before termination?
No federal rule sets a number; the template here uses a warning, a final warning, then separation on the 3rd occurrence in a rolling 12 months, applied to everyone the same way.
Do I have to pay an employee for a shift they didn't show up to?
No; the US DOL says the FLSA does not require payment for time not worked, but hours they did work must be recorded and paid.
When is the final paycheck due after a no-call no-show termination?
Federal law does not require it immediately, according to the US DOL, but some states do, so check your state labor department.
Sources
- US DOL: Vacation Leave (checked 2026-11-12)
- US DOL: Sick Leave (checked 2026-11-12)
- US DOL: Last Paycheck (checked 2026-11-12)
- US DOL Fact Sheet #21: Recordkeeping Requirements under the FLSA (revised July 2008) (checked 2026-11-12)
- US DOL Wage and Hour Division: Family and Medical Leave Act (checked 2026-11-12)