Handling No-Shows and Last-Minute Absences in Food Service Settings

Unplanned employee absences are a frustrating reality in any industry — but in fast-paced environments like food service and produce, they can derail entire operations. While some level of unpredictability is unavoidable, having a clear plan can minimize the impact.

Here’s how to handle no-shows and last-minute callouts while staying compliant with California labor laws:

1. Have a Written Call-Out Policy
Spell out how much notice is required, how to notify a manager, and what constitutes an excused vs. unexcused absence. A policy that’s clearly communicated — and consistently enforced — reduces confusion and protects against claims of unfair treatment.

2. Understand Protected Time Off
California law provides employees with several forms of job-protected leave, including:
- Paid Sick Leave — Must be allowed for qualifying health-related absences, even with little notice.
- CFRA (California Family Rights Act) — Covers longer leaves for family or medical reasons.
Be cautious about disciplining someone who misses work for reasons covered by these laws.

3. Track Attendance Carefully
Maintain accurate records of when and why absences occur. This is key to spotting patterns, enforcing your policy, and documenting issues should discipline become necessary.

4. Train Managers on Consistent Enforcement
Supervisors must apply policies fairly. Unequal enforcement can create legal exposure and employee resentment.

5. Review Your Backup Plans
Whether it's a float pool, on-call team members, or a cross-trained crew, having a go-to backup strategy for when someone doesn't show can help you maintain service levels without panic.

Absenteeism will never go away completely — but with the right policies and practices, it doesn't have to hurt your business.

For more information on this topic or to learn how Produce Trust empowers companies working in the produce and food service industries, contact Richard Arias at: richard.arias@apdbla.com