Urgent shift to fill? Here’s how to handle it efficiently and stress-free

An employee calls in sick, there’s an unexpected rush, or a scheduling mistake pops up? Sometimes, you need to act fast. Filling a last-minute shift is rarely ideal, but it doesn’t have to be a source of panic either. With the right tools and a smart approach, even ad hoc planning can be done in a structured and efficient way.

Why last-minute scheduling often fails

In many companies, a sudden change in the schedule immediately causes stress. Not because it’s impossible to respond quickly, but because the way it’s handled is often far from efficient. Sound familiar?

• You don’t have real-time visibility into who’s available
• You're still calling your entire team manually
• WhatsApp groups turn chaotic and disorganized
• There's no centralized overview of open or filled shifts
• You’re working with Excel files that create more confusion than clarity

Fortunately, it can be done differently.

5 smart tips to handle last-minute shifts more smoothly

Whether you're working in hospitality, events, retail or logistics, these tips will make your scheduling process much more flexible — even when you need to act fast.

1. Build a reliable on-call team
Having a consistent pool of standby staff gives you more control. Work with people who know what’s expected and can jump in quickly when needed.

2. Schedule based on availability
Ask your team to update their availability weekly. With tools like CrewPlanner, you can easily assign shifts to people who are actually available.

3. Add buffers during peak periods
Expecting a busy day or higher no-show risk? Strategically schedule extra coverage — a few standby staff can save you a lot of last-minute stress.

4. Communicate clearly and quickly
Last-minute planning only works if everyone immediately knows where to be, when, and what to do. Clear communication is key.

5. Evaluate your planning afterward
What worked well? What caused delays? Reviewing each case helps you improve and streamline your future planning.

CrewPlanner: your secret weapon for last-minute scheduling

Last-minute planning is all about speed and clarity. CrewPlanner, a smart digital workforce management tool, helps you stay in control without stress or duplicate work.

Here’s what CrewPlanner can do for you:

1. Real-time visibility into staff availability. CrewPlanner shows you at a glance who’s available. No endless searching – just filter by date and you're done.

💡 Tip: Let your staff update their availability directly in the app. That way, your planning is always up to date.

2. Send out shifts with one click. Create a shift and instantly send it to available employees. They’ll get a notification on their phone and can accept with a single tap — easy for both sides.

3. Automated follow-up. Still have an open shift? CrewPlanner sends automatic reminders or moves on to the next available employees. You don’t have to follow up manually, saving you valuable time.

Let your planning work for you — even last minute.

Book your free CrewPlanner demo today and discover how to stay in control without stress or chaos.