How to reduce no-shows when you book temporary staff

Clear start times, address and contact name

Give the exact start time, the full address with the postcode, and the name of the person who will meet the worker. Each missing detail is a reason for a new worker to give up on the way.

If the site has more than one building or entrance, say which one. A worker who arrives at the wrong door and cannot reach anyone may decide to go home.

• Exact start time
• Full address with postcode
• Name of the person meeting the worker

Directions, parking and entrance details

Add a short note on how to get there: the nearest bus stop or station, where to park, and what the entrance looks like. For industrial estates and large sites this matters even more.

For early or late shifts, check that public transport actually runs at the start and finish times. A shift that cannot be reached by bus will be hard to fill reliably.

• Nearest stop or station
• Parking and the right entrance
• Transport that runs at shift times

Confirm the day before

A short confirmation the day before, through the agency, catches most problems early. It gives the worker a chance to raise a concern and gives you time to arrange someone else if needed.

Use the confirmation to repeat the key details: time, address, contact and what to wear. People are more likely to arrive when they have the details fresh in front of them.

• Confirmation the day before
• Key details repeated
• Time to replace someone who cannot attend

Keep shift lengths realistic

Very short shifts and very long ones both see more drop-outs. A shift that is only an hour long may not be worth the trip; one that runs far beyond the normal working day is tiring and harder to commit to.

If a task needs a long block of time, consider splitting it into two shifts or two workers. You will usually get better attendance and better work.

• Shifts long enough to be worth the travel
• Very long shifts split where possible
• Breaks planned into longer shifts

A named person on site

Make sure someone is expecting the worker and can be reached by phone. A worker who arrives to a locked door and an unanswered phone is the most common start of a no-show for the next shift.

The same person should be the contact for questions during the shift. Workers who feel welcome on the first day are far more likely to come back.

• Someone expecting the worker
• A phone number that is answered
• A welcome on the first shift

What to do when someone does not arrive

Tell the agency as soon as you notice a worker has not arrived. The sooner they know, the better the chance of finding a replacement for the same shift.

Keep your priority list of tasks to hand, so the team on site knows what must still be done while cover is found.

• Report a no-show straight away
• Ask whether a replacement is possible
• Use the priority list for the shift

Questions

Why do temporary workers fail to turn up?

Common reasons include unclear arrival details, transport problems at early or late hours, and nobody answering on arrival. Most of these can be prevented.

Does confirming the day before really help?

Yes. It reminds the worker of the details and gives everyone time to react if something has changed.

How long should a temporary shift be?

Long enough to be worth the travel and short enough to stay manageable. Very long tasks are often better split across two shifts.

What should I do if a worker does not arrive?

Tell the agency straight away so they can look for a replacement, and use your priority list to keep the essential tasks covered.

Related guides

• How to write a cleaning specification for your premises
• How to brief a temporary cleaner on their first shift
• Planning kitchen porter cover for busy weekends