Automated shift swap approvals and tracking

Purpose

1.1. Automate employee shift swap approvals and tracking to reduce managerial workloads, improve scheduling accuracy, and ensure compliance with labor policies in Spanish Grill restaurants.
1.2. Automates the communication, approval, and documentation from a swap request to update in the master shift schedule and payroll system.
1.3. Enables real-time, automated notification, approval, and seamless tracking of swap history for HR transparency and operational consistency.
1.4. Supports audit trails by automatedly logging all actions related to shift swaps, ensuring accountability and process standardization.

Trigger Conditions

2.1. Automated trigger when an employee requests to swap a shift via an app, portal, or messaging system.
2.2. Manager approval required: automatedly initiated upon request submission.
2.3. Scheduled time-based automation: batch process checks for pending, unresolved swaps pre-shift.
2.4. Swap completion triggers: upon digital acceptance or decline, automatically update schedules and logs.

Platform Variants

3.1. Slack
• Feature/Setting: Automate collection of shift swap requests with Slash Commands and approval using Workflow Builder.
3.2. Microsoft Teams
• Feature/Setting: Automates flow using Power Automate connector, leveraging message-based approvals.
3.3. BambooHR
• Feature/Setting: Use BambooHR API for automated shift record adjustments and employee notifications.
3.4. When I Work
• Feature/Setting: Schedule API to automate swap requests and approvals integration.
3.5. Twilio SMS
• Feature/Setting: Automate SMS-based swap requests/approval routing via Programmable Messaging API.
3.6. Google Workspace
• Feature/Setting: Google Forms for automated request input, Sheets API for automated swap tracking.
3.7. Zapier
• Feature/Setting: Automates linking between scheduling apps and notification channels using "Webhooks by Zapier".
3.8. Outlook (Microsoft 365)
• Feature/Setting: Automate email-based swap requests using Power Automate triggers/actions.
3.9. Kronos (UKG)
• Feature/Setting: Workforce Scheduler API for automated shift updates and notification triggers.
3.10. Shiftboard
• Feature/Setting: REST API for automating shift data sync and approval flows.
3.11. Deputy
• Feature/Setting: Automate swap workflows using Shift API endpoints.
3.12. ADP Workforce Now
• Feature/Setting: Employee scheduling API to automate shift changes and approvals.
3.13. Freshservice
• Feature/Setting: Automate swap requests and approval tickets using workflow automator.
3.14. Gusto
• Feature/Setting: Automated notification of shift swaps to HR/payroll using Gusto API triggers.
3.15. Asana
• Feature/Setting: Tasks API to automate approval checklist and status tracking.
3.16. Trello
• Feature/Setting: Trello API card automation for shift swap approvals and logs.
3.17. DocuSign
• Feature/Setting: Automated e-signature request for documented approvals using REST API, storing signed swap records.
3.18. Google Calendar
• Feature/Setting: Calendar API automates real-time shift update/notifications post-swap approval.
3.19. SAP SuccessFactors
• Feature/Setting: Workflow API for automating shift change and approval notifications.
3.20. Salesforce
• Feature/Setting: Automate approval processes and swap history logs using Process Builder and Flow integration.
3.21. Monday.com
• Feature/Setting: Automates board updates for swap approvals/changes using workflow automations and API.
3.22. ServiceNow
• Feature/Setting: Flow Designer automates shift swap workflow approvals and audit logs.

Benefits

4.1. Automates repetitive approval tasks, reducing time-to-approval and minimizing human error.
4.2. Ensures an auditable trail of all swaps for compliance and reporting.
4.3. Automated notifications and reminders lower missed shifts and absenteeism.
4.4. Elevates employee satisfaction with transparent, consistent shift management automations.
4.5. Enhances workforce flexibility by automating all swap communication and confirmations in real time.