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Most staffing problems start before the shift. A worker goes to the front door instead of the loading dock. Someone shows up in sneakers to a site that requires steel toes. A server arrives in black when the event is all white. None of that is bad luck. It is a thin shift order. A good order takes five minutes to write and pays you back every time you use it.
Why the order matters so much
Your shift order is the only information the worker has before they arrive. Dispatch uses it to pick the right people, and workers use it to decide whether they can do the job, how to dress, what to bring and where to go. Every missing detail becomes a question on the phone, a wrong guess or a late arrival.
A clear order also makes the right workers want the shift. Experienced workers pass on vague orders, because vague usually means disorganized.
The shift order template
Copy this list and fill it in for every new order. Save it as a template for repeat shifts.
| Field | What to write |
|---|---|
| Role | The job title and level, such as "line cook, sauté station" or "general laborer" |
| Headcount | How many of each role |
| Date and times | Start time, expected end time, and whether the end is firm or flexible |
| Address and entrance | Full address, plus the exact door, dock, gate or floor |
| Parking and transit | Where workers park, any cost, nearest transit stop |
| On-site contact | Name and mobile number of the person who meets the crew |
| Dress code | Specific colors, shoe type and any uniform items you provide |
| PPE | Required gear, and who supplies each item |
| Certifications | Food handler, alcohol service, forklift, OSHA-10, flagger, driver's license |
| Tasks | What they will actually do, in plain words |
| Physical demands | Lifting weight, standing time, ladders, heat, cold, outdoor work |
| Breaks and food | Meal break timing, and whether a meal is provided |
| Check-in process | Who they report to, sign-in sheet or badge, any orientation |
| Billing details | PO number, cost center, who approves hours |
Good order, bad order
Here is the same request written two ways.
Bad
"Need 3 guys for warehouse tomorrow morning. Heavy lifting."
Good
"3 loaders/unloaders, Thursday, 6:00 a.m. to about 2:30 p.m. (could run 1 hour over if the last trailer is late). 1450 Industrial Pkwy, use the dock entrance at the back of the building, door 7. Park in the gravel lot on the east side, free. Ask for Maria at the dock office, 555-0100. Steel-toe boots required; we provide gloves and vests. Hand-unloading floor-loaded trailers, boxes up to 50 lbs, then building pallets. Unheated dock, dress in layers. 30-minute unpaid lunch at 10:30, microwave available. PO 44821. Maria approves hours."
The second one takes a minute longer to write. It also means dispatch sends workers who can lift 50 pounds, who own steel-toe boots and who know exactly where door 7 is.
Details that matter by industry
Restaurants and events
- Exact dress code, including apron color and shoe type
- Service style: plated, buffet, stations, passed, bar only
- Alcohol service and food handler requirements for your state or venue
- How gratuities for agency staff are handled
Construction
- Meeting point, which is often a yard or a trailer, not the job address
- Required PPE and training cards such as OSHA-10
- What tools, if any, workers should bring
- Rain-day policy
Warehouse
- Equipment: RF scanners, pallet jacks, forklifts, and whether an evaluation is needed on site
- Rate or productivity expectations, if any
- Temperature: ambient, cooler or freezer
- Site badging or security steps
Five shift order mistakes that cost you
- 1"Until we're done" with no estimate. Workers need to plan childcare, transit and second jobs. Give your best estimate and say it may run over.
- 2The office address for a job that is somewhere else. Warehouses, venues and job sites often have separate entrances or yards. Give the one the crew should use.
- 3A contact who is not on site. The name on the order should be the person standing at the door at the start time.
- 4Leaving out the hard parts. If the job means lifting heavy boxes in a freezer, say so. Workers who know what to expect show up prepared and stay the whole shift.
- 5Different requirements every time. If your dress code or PPE rules change from order to order, workers guess. Keep your template consistent.
When to send the order
More notice means better matches. For recurring needs, a standing order for the same days each week lets the same workers come back. For one-off events, send the order as soon as the date is set and update headcount as it firms up. For true emergencies, call dispatch directly and have the template ready to read out.
Always tell dispatch about changes as soon as you know them, whether that is an earlier start, a new entrance or fewer workers. A change sent the night before reaches workers; a change made at the gate does not.
Close the loop after the shift
- Approve hours the same day, noting any late arrivals or early releases.
- Tell dispatch who you want back, and who is not a fit.
- Update your template with anything workers asked about. That question will come up again.
Ready to put it into practice? Request workers with our online form, which walks you through each of these fields, or browse roles we staff to see what each job covers.
Put this into practice
Get a crew that shows up.
W-2 workers with workers' comp, published indicative rates and a written no-show guarantee. A live dispatcher confirms every order.
This guide is general information, not legal, tax or financial advice. Rules vary by state and change over time. Rates and pay shown are estimates; a dispatcher confirms your actual rate.