Staff Member Call-In / No-Show Procedures
This system is designed to manage employee scheduling when individuals are unable to attend their regular shifts. The ideal staffing scenario prioritizes having one employee proficient in sales or enrollment and another skilled in teaching. In the event of absences due to unforeseen circumstances like sickness or unexpected calls, the district manager should aim to fill the gaps with complementary skill sets.
When an employee calls in, preferably via phone, the district or store manager should log this in the HR software. Any available Paid Time Off (PTO) should be utilized first to prevent accruals at year-end. Missed shifts, including meetings, should be promptly deducted from their PTO balance, followed by other available time-off balances. Persistent absenteeism may result in progressive disciplinary action.
For salaried employees, missed shifts beyond their PTO allocation should incur deductions from their salary, calculated as a fraction of their biweekly pay.
In cases where employees express reluctance to come in when called upon, it’s crucial to remind them of their responsibility to confirm their availability promptly.
When arranging cover for absent staff, efforts should be made to avoid leaving other locations understaffed. If necessary, a “float” position or assistants from other locations can be sought. However, if unavoidable, assistants can be drawn from a less critical location or one with fewer appointments. Those filling in must be provided with access keys and may need to reschedule their appointments accordingly.
Regarding time-off requests, adherence to company policies is paramount. Employees must request time off at least two weeks in advance, and approvals should consider the impact on operations at the respective location. Employees’ absence should be marked in the CRM calendar to reflect their unavailability or closure during that period.
Note: If a staff member has remaining PTO hours, those hours must be used first before a deduction is made from their allotted “Non-Paid Time Off.” This is outlined in the “Staff Handbook
Call In Checklist
- Schedule fill in
- Ensure the fill-in can access the studio
- Update HR software (Deduct PTO or Non PTO Hours)
- Note salary deduction in Payroll Template if necessary
- Reschedule Intros, Renewals, progress Checks or any other appointments
Vacation Checklist
- Deduct from PTO or Non-Paid Time off in HR Software
- Update Vacation Log
- Schedule Fill in
- Mark as “Closed” on CRM calendar