Shift swap or substitution request automation

Purpose

1.1. Automate the process for instructors and staff to request, approve, and confirm shift swaps or substitutions for Aero dance classes, ensuring real-time collaboration, up-to-date staff schedules, reduced miscommunications, and streamlined management approvals.

Trigger Conditions

2.1. Staff submits a request to swap a scheduled shift.
2.2. Substitution request entered via web, app, email, or messaging platform.
2.3. Approval required from management or fellow instructors.
2.4. Status change on calendar or schedule system.
2.5. Confirmation by accepting substitute.
2.6. Automatic notification of pending or confirmed requests.

Platform Variants

3.1. Microsoft Teams
• Feature: Adaptive Cards and Approvals API—Configure to post request, log responses, push approvals.
3.2. Google Workspace (Sheets, Calendar, Gmail)
• API: Sheets API for log updates, Calendar API for event changes, Gmail API for automated notifications.
3.3. Slack
• Feature: Workflow Builder or API—Triggers on form submission, pushes request to channel, uses Slack Actions for approvals.
3.4. Twilio SMS
• Function: Messaging API—Sends/receives shift swap notifications and confirmations via SMS.
3.5. SendGrid
• Feature: Email API—Configure automated acknowledgment emails for requests and confirmations.
3.6. Salesforce
• API: Service Cloud—Case management API for tracking, assignments, and status changes.
3.7. Zoho People
• Function: Shift management API—Automate update of roster, trigger requests, send alerts.
3.8. BambooHR
• API: Time Off Requests—Automate shift swap requests and approval workflow.
3.9. Asana
• Feature: Tasks API—Auto-create tasks for swap requests, use custom fields for status, assign to relevant staff.
3.10. Trello
• API: Card Automation—Each swap/sub request creates a card in a relevant board, labels for status, notifications on card changes.
3.11. Monday.com
• API: Board Automation—Form submission triggers item creation and approval stages with automation rules.
3.12. Workday
• Function: Absence Management Integration API—Automates the request and conditional approval path.
3.13. Microsoft Power Automate
• Connector: Approvals and Outlook—Setup for auto-routing approval emails and calendar sync.
3.14. Smartsheet
• Feature: Update Request/Alerts—Configure forms for staff, auto-alert and approval routing.
3.15. Jotform
• Function: Form Automation—Request submissions trigger webhooks, populate logs, forward to email/SMS.
3.16. Notion
• API: Database API—Entry for each swap, with status changes pushed to linked views and notifications.
3.17. Airtable
• API: Automation—Records of requests, status updates; notifications when accepted/declined.
3.18. Zoom
• Function: Webhooks—Upon confirmed swap, email next instructor with Zoom hosting details if virtual.
3.19. Discord
• API: Bot Integration—DMs requests, pushes swap notifications, logs staff responses in channels.
3.20. HubSpot
• Workflow API: Automated task creation for requests, send update emails, track request status inside CRM.
3.21. MyFitnessPal (Enterprise/Coach)
• API: Send notifications for class instructor changes to participants.
3.22. QuickBooks Time
• Time Off/Swap Request API—Initiates and tracks swap approvals, updates shifts upon completion.

Benefits

4.1. Eliminates manual tracking and reduces scheduling errors or oversights.
4.2. Increases speed of swap handling, improving class consistency.
4.3. Multi-channel notifications ensure all staff are informed in real-time.
4.4. Automated approval flow reduces management workload.
4.5. Maintains up-to-date records for compliance and reporting.
4.6. Boosts staff satisfaction and operational agility.