A staff member just called in sick. Now what?
A calm, repeatable way to handle same-day absence — so a sick call becomes a five-minute fix instead of a scramble that eats your morning.
Someone's ill. It's 7am, they're due on at 9, and you've got a rush coming. The businesses that handle this well aren't luckier — they just have a routine. Here's one.
1. Record it before you fix it
First thing, mark the absence: who, and that it's sick leave for today. This isn't bureaucracy — it's what keeps your rota honest, your pay records right, and your sick-day patterns visible over time. Do it first so it doesn't get forgotten in the scramble.
2. See the gap, not just the person
The real problem isn't that Sam is off — it's the shift Sam was covering. Look at what's now uncovered: which hours, which role. That's the hole you're filling.
3. Go to who's actually available
Resist texting the whole team. Look at who's not already working and not on their own time off, and ask them first. A targeted ask gets a faster yes and doesn't burn goodwill with people who were never free anyway.
4. Confirm and move on
Once someone accepts, update the rota so everyone sees the new plan — including whoever's on the floor. The gap's closed; the rest of your morning is yours again.
5. Look at the pattern later
One sick day is life. A pattern is a conversation. Because you recorded step one, you'll be able to see it — kindly and factually — rather than relying on a hunch.
How miaHQ helps: mark someone off sick in one tap and miaHQ records the leave, moves them off today's roster, and surfaces the now-uncovered shift so you can offer it to someone who's genuinely free — before anyone notices a gap. See what's inside →