Short answer: a no call no show is when an employee misses a scheduled shift without notifying their manager in the way your policy requires. There is no federal law that defines it, so your written no call no show policy sets the rules: how to report an absence, what happens after a first, second and third occurrence, and when repeated no-shows are treated as job abandonment.
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Every hourly team deals with it eventually. A shift starts, someone is missing, and nobody knows whether they are running late, sick, or not coming back at all. The damage is immediate: a short-staffed shift, a manager scrambling for cover, and coworkers who pick up the slack. A clear policy will not stop every no-show, but it makes expectations unambiguous and gives managers a consistent way to respond.
What counts as a no call no show
Define it precisely in your policy, because vague definitions lead to inconsistent discipline. A common definition:
- The employee was scheduled for a shift (the schedule was published and visible to them).
- The employee did not report for the shift, or arrived more than a set time after the start, for example two hours.
- The employee did not contact the designated person through an approved method before the shift started.
Separate it from related situations so they are handled under the right rule:
| Situation | Usually handled as |
|---|---|
| Employee calls in 30 minutes before the shift | Late notice absence (call-off), under your attendance policy |
| Employee arrives 20 minutes late without calling | Tardiness |
| Employee does not show and never calls | No call no show |
| Employee misses several consecutive shifts without contact | Possible job abandonment |
Your general employee attendance policy should cover call-offs and tardiness. The no call no show policy can be a section of that policy or a separate document.
Is there a law about no call no shows?
No federal law requires a specific no call no show policy or a specific number of missed shifts before termination. In most states employment is at will, so employers set their own attendance rules. That does not mean anything goes. Keep these points in mind:
- Protected leave. Under the FMLA, an employee who needs unforeseeable leave must generally follow the employer’s usual call-in procedures, unless unusual circumstances apply. The regulation, 29 CFR 825.303, also recognizes that someone in a medical emergency may not be able to call until their condition is stable, and that a family member can give notice for them. Look at the reason before you discipline.
- Disability and sick leave laws. Disability accommodations and state or local paid sick leave laws can limit discipline for certain absences. Many sick leave laws have their own notice rules.
- Final pay. If a no-show ends in separation, the employee must still be paid for all hours worked. DOL notes that federal law does not require the final paycheck immediately, but some states do, so check your state’s deadline.
- Consistency. Applying the policy differently to different employees is one of the easiest ways to create a discrimination claim. Same facts, same response.
What to do when an employee no-shows
Have managers follow the same steps every time.
- Cover the shift. Call your on-call list or post the open shift so available employees can pick it up.
- Try to reach the employee. Call and text, and document each attempt with the time. The first concern is whether they are safe.
- Use the emergency contact if needed. If you cannot reach someone who is normally reliable, contacting their emergency contact is reasonable.
- Record the occurrence. Note the shift, the start time, attempts to contact and any later explanation.
- Meet when they return. Ask what happened before deciding anything. A hospital stay is different from oversleeping.
- Apply the policy. Issue the step that matches the occurrence and have the employee sign the record.
Progressive steps that work
Most employers use a progressive approach so that one mistake is not treated like a pattern. A typical structure counts occurrences in a rolling 12-month period:
- First no call no show: written warning and a conversation about the call-in rule.
- Second no call no show: final written warning.
- Third no call no show, or several consecutive missed shifts: termination or voluntary resignation by job abandonment.
Some businesses treat even one no-show as serious for safety-sensitive roles, such as a single nurse or the only person able to open a site. If so, say so in the policy. Whatever numbers you choose, publish them before you enforce them.
Sample no call no show policy
Sample no call no show policy
Copy this sample, replace the bracketed text with your own rules, and have it reviewed before you adopt it. You can also download it as a CSV.
| Section | Policy text |
|---|---|
| Purpose | [Company] relies on every scheduled employee to keep shifts covered. This policy explains how to report an absence and what happens when an employee misses a shift without notice. |
| Definition | A no call no show occurs when an employee does not report for a scheduled shift, or reports more than [2 hours] late, and has not notified [their manager / the scheduling line] before the shift start time. |
| How to report an absence | Employees who cannot work a scheduled shift must contact [manager name or role] by [phone call / text / the scheduling app] at least [2 hours] before the shift starts. Messages to coworkers, social media posts or emails to a general inbox do not count as notice. |
| Emergencies | If an emergency prevents an employee from calling in, the employee or a family member must contact [manager] as soon as practicable. [Company] will consider the circumstances before taking action. |
| First occurrence | Written warning documented in the employee file. |
| Second occurrence within [12 months] | Final written warning. |
| Third occurrence within [12 months] | Termination of employment. |
| Job abandonment | Missing [3] consecutive scheduled shifts without contact will be treated as a voluntary resignation. |
| Protected absences | Absences protected by federal, state or local law, including approved leave and legally protected sick time, will be handled under the applicable law and related policies. |
| Pay | Employees are paid for all hours worked. Missed shifts are unpaid unless covered by [PTO policy / applicable law]. |
| Acknowledgment | I have read and understand this policy. Employee signature and date: ____________ |
Sample for general information only. Adjust it to your state and local laws.
How to reduce no call no shows
Discipline is the last step. Most no-shows can be prevented with better scheduling and easier communication.
- Publish schedules early. People miss shifts they did not know about. Post schedules well in advance and notify employees when something changes.
- Make calling off easy. If the only way to report an absence is a landline nobody answers, people give up. Allow absence requests in a mobile app or by text.
- Send shift reminders. A reminder before the shift catches forgotten schedule changes.
- Allow shift swaps. Employees with a conflict are more likely to find their own cover if swaps with manager approval are simple.
- Respect availability. Repeatedly scheduling someone during times they said they cannot work invites no-shows.
- Talk to repeat offenders early. A pattern often has a cause, such as transportation or childcare, that a schedule change can solve.
How EZTime helps
EZTime’s time clock shows who has clocked in for each shift, so a missing employee is visible right away instead of discovered hours later. Employees see their schedule, request time off and request shift swaps in the EZTime mobile app for iPhone and Android, which removes the “I didn’t know I was on” excuse. Absence records stay with the employee’s attendance history, and payroll-ready exports work with any payroll software. Plans start at $2 per employee per month with a 14-day trial.
This article is general information, not legal advice. Laws change; check your state labor department or an employment attorney before making decisions.
Frequently asked questions
How many no call no shows before termination?
There is no legal number. Many employers use three occurrences in a rolling 12-month period, or a set number of consecutive missed shifts treated as job abandonment. Whatever you choose, write it down and apply it the same way to everyone.
Can you fire someone for one no call no show?
In an at-will state you generally can, as long as the reason is not discriminatory or retaliatory and the absence is not protected by law. Many employers still prefer a warning for a first occurrence unless the role is safety-critical.
Is a no call no show the same as job abandonment?
Not exactly. A single no call no show is one missed shift. Job abandonment usually means several consecutive missed shifts without any contact, which your policy can treat as a voluntary resignation.
Do I have to pay an employee who did not show up?
You do not have to pay for a shift that was not worked unless your PTO policy or a law requires it. You must pay for all hours actually worked, including on the final paycheck if the employee separates.
What if the employee had an emergency?
Find out before you discipline. Medical emergencies and some other absences may be protected by law, and federal FMLA rules allow notice as soon as practicable when the employee could not call in. Document what happened and apply your policy consistently.