Staff duty roster notifications

Purpose

1 Automate staff duty roster notifications to ensure timely, consistent delivery of rotas to administrative, curatorial, and operational staff.

2 Automates communication of shift changes and upcoming assignments, reducing manual coordination and minimizing scheduling errors.

3 Enables administration to centrally manage duty coverage, automate reminders, rapidly inform staff of last-minute adjustments, and ensure compliance with operational protocols for an Army museum context.

4 Automation reduces overhead and enforces policy for duty coverage, automating both individual and group notifications across multiple mediums (SMS, email, push, voice).

Trigger Conditions

1 Automated roster notification when a new duty roster is published or updated in workforce management software.

2 Automatedly sends notifications when an admin or team leader makes a manual change to staff assignments.

3 Automates reminders at preset intervals: 24 hours, 1 hour, or custom times before duty shifts.

4 Automates escalation notifications if no acknowledgment or confirmation is received from staff within a set timeframe.

5 Automates emergency reassignments, sending immediate updates if unforeseen changes occur (e.g., staff illness or security alerts).

Platform Variants

1 Microsoft Teams

• Feature/Setting: Automates scheduled message via Teams API, using “Create chatMessage in a channel” endpoint; configure webhook for real-time notifications.
  

2 Slack

• Feature/Setting: Automator posts to channel/user using Slack API `chat.postMessage` with dynamic payload for roster notifications.
  

3 Twilio SMS

• Feature/Setting: Automates SMS delivery using `Messages` resource via Twilio REST API; configure from, to, and body fields with variables.
  

4 SendGrid

• Feature/Setting: Automates email alerts using `/mail/send` endpoint, automator sets recipient, subject, and roster details in template.
  

5 Google Calendar

• Feature/Setting: Automates calendar invite creation via Calendar API `events.insert`, triggers on roster change.
  

6 Outlook 365

• Feature/Setting: Automates sending of new events/invites via Microsoft Graph `Create event` API, tied to roster update.
  

7 Telegram Bot

• Feature/Setting: Automates push notifications using Bot API `sendMessage` method for individual or group duty notifications.
  

8 WhatsApp Business API

• Feature/Setting: Automates message via `/v1/messages` endpoint; set automated templated content from roster data.
  

9 PagerDuty

• Feature/Setting: Automates escalation using `incidents` API for unconfirmed roster assignments/critical changes.
  

10 Discord

• Feature/Setting: Automates direct or channel messages with `createMessage` endpoint and custom bot integration.
  

11 Salesforce

• Feature/Setting: Automates tasks or notifications using Process Builder or Flow, triggers from roster field updates.
  

12 Zoho People

• Feature/Setting: Automates duty alerts using Zoho People API `notify` endpoint upon shift allocation.
  

13 Monday.com

• Feature/Setting: Automates board updates and notifications via Monday API `create_update` for personnel allocation.
  

14 Asana

• Feature/Setting: Automates task assignment using `/tasks` API, pings users with new or changed roster.
  

15 BambooHR

• Feature/Setting: Automates notifications using BambooHR API webhooks on schedule change.
  

16 SAP SuccessFactors

• Feature/Setting: Automates reminders using OData API, configured to trigger on schedule assignment updates.
  

17 Zoom Chat

• Feature/Setting: Automates Zoom Chat message via Chatbot API, mapped to roster channels or direct staff notifications.
  

18 Notion

• Feature/Setting: Automates page updates or reminders through Notion API `createComment` / `createPage`.
  

19 HubSpot

• Feature/Setting: Automates emails or tasks via HubSpot Workflows, triggered on custom property for roster update.
  

20 Freshservice

• Feature/Setting: Automates service desk ticket or alert to team via Freshservice API when shifts are reassigned.
  

21 ClickSend

• Feature/Setting: Automates SMS/voice using `Send SMS` or `Send Voice` APIs; map roster data to outbound messages.
  

22 Google Chat

• Feature/Setting: Automates message using Google Chat API `spaces.messages.create` endpoint, with roster content.
  

Benefits

1 Automation reduces admin labor by automating repetitive notifications and confirming staff receipt.

2 Automates escalation, ensuring accountability when acknowledgments are missed.

3 Automated systems ensure timely, consistent communication across platforms—SMS, email, IM, calendar, service desk.

4 Automator supports rapid response for staff duty changes—improving compliance and operational efficiency.

5 Automating notifications minimizes risk of coverage gaps in Army museum administration.

6 Automation supports clear audit trails, tracking notification delivery and staff confirmations.