Staff scheduling based on event bookings

Purpose

1. Automate staff scheduling by dynamically matching bartenders, servers, DJs, and hosts to event bookings in a Salsa bar, optimizing coverage based on anticipated guests, event type, staffing preferences, labor regulations, skill sets, and employee availability.

2. This automation minimizes manual scheduling errors, automates notifications, and ensures that the right staff are assigned to each event, reducing labor costs and maximizing customer satisfaction and event success.

Trigger Conditions

1. New event reservation submitted via website booking form or phone.

2. Update or cancellation in existing event booking

3. Change in staff roster—availability updated, time-off requested, or staff joins/leaves

4. Manual override or scheduling request by manager

5. Certain booking thresholds—guest count, event type, special requirements

Platform Variants

1. Google Calendar

• Feature/Setting: Use Google Calendar API to automate creation, update, and deletion of staff shifts as events are booked.
  
• Configuration: Enable Calendar API, auto-create calendar events with shift details, send staff invitations.
  

2. Microsoft Outlook

• Feature/Setting: Use Graph API to automate staff shift appointments linked to event bookings.
  
• Configuration: Integrate automated scheduler to push shift invites to staff Outlook calendars.
  

3. When I Work

• Feature/Setting: Automate shift creation and assignment using the "Shifts" API.
  
• Configuration: Push booking data to auto-generate shifts and assign available employees.
  

4. Deputy

• Feature/Setting: Automate scheduling using "Roster" endpoint to create, update, or delete shift rosters.
  
• Configuration: Map event requirements to automated shift generation rules.
  

5. 7shifts

• Feature/Setting: Schedule API automates shift creation for bar and event staff.
  
• Configuration: Trigger automatic schedule based on reservation intake.
  

6. BambooHR

• Feature/Setting: Use Time-Off API to check/automate around leave; schedule available staff by automating shifts via Employee endpoint.
  
• Configuration: Integrate booking platform to retrieve eligible staff and create schedules.
  

7. Gusto

• Feature/Setting: Automates time-tracking and payroll API for assigned staff; linking attendance with bookings.
  
• Configuration: Assign shifts and automate payroll adjustments following events.
  

8. Slack

• Feature/Setting: Automate notifications to #staff-schedule channel using Slack API.
  
• Configuration: Automatically post new rosters and urgent changes.
  

9. Twilio SMS

• Feature/Setting: Automate SMS notifications for shift assignments and updates.
  
• Configuration: Configure SMS templates to alert staff of new, changed, or canceled shifts.
  

10. Zapier

• Feature/Setting: Automator for connecting reservation system and scheduling software to trigger shift creation.
  
• Configuration: Automate workflows between booking and scheduling/notification apps.
  

11. Skedulo

• Feature/Setting: Automate resource scheduling using the Skedulo API.
  
• Configuration: Dynamically assign and automate shift delivery based on event demands.
  

12. Homebase

• Feature/Setting: Scheduling API automates shift generation and publishing.
  
• Configuration: Import booking data; auto-distribute shifts.
  

13. Kronos (UKG Ready)

• Feature/Setting: Scheduling automation using UKG APIs, pushing event-based staff requirements.
  
• Configuration: Map reservations to shift patterns and automate assignments.
  

14. Shiftboard

• Feature/Setting: Automate staff shift assignment using the Shiftboard REST API.
  
• Configuration: Link booking data; auto-assign eligible staff.
  

15. Square Appointments

• Feature/Setting: Automates appointment-driven shift allocation through the Appointments API.
  
• Configuration: Auto-match bookings to staff schedules.
  

16. Eventbrite

• Feature/Setting: Automate event-triggered scheduling using Eventbrite Webhooks/API.
  
• Configuration: On new or changed event, trigger scheduling workflow.
  

17. Salesforce

• Feature/Setting: Automate staff assignment tasks based on bookings via the Salesforce Workflow API.
  
• Configuration: Link leads/cases to staff schedules automatically.
  

18. Monday.com

• Feature/Setting: Automate task and scheduling board updates using the Monday API.
  
• Configuration: Auto-create assignments from bookings.
  

19. Asana

• Feature/Setting: Automate staff scheduling tasks using Asana API integrations.
  
• Configuration: Task creation upon event booking or change.
  

20. Zoho People

• Feature/Setting: Automate shift allocation with the Shifts/Attendance API for event-driven staff scheduling.
  
• Configuration: Sync booking triggers with automated shift assignment.
  

21. Paychex Flex

• Feature/Setting: Automate shift-to-payroll linkage and scheduling using employee API.
  
• Configuration: Auto-assign and track staff for payroll.
  

22. BambooHR

• Feature/Setting: Time Off API and Employee API automate staff availability and shift mapping.
  
• Configuration: Integrate HR data for event-driven automated scheduling.
  

Benefits

1. Automates shift creation for every event, reducing manual scheduling.

2. Automates notifications, ensuring all staff are informed of assignments.

3. Automator adjusts shifts instantly when bookings change.

4. Automatable workflows free up management time.

5. Automated matching improves event coverage and optimizes costs.

6. Automating compliance by checking shift conflicts and labor laws.

7. Automatedly handles last-minute staff changes and cancellations.

8. Improves employee satisfaction through transparent, fair automation.

9. Increases customer satisfaction by automating optimal event staffing.

10. Automation enables detailed reporting and accurate rostering for future forecasting.