Automated shift scheduling for caregivers

Purpose

1.1. Automate caregiver shift scheduling within adult foster care, integrating staff availability, compliance, and communication channels while minimizing manual oversight.
1.2. Guarantee that regulatory constraints (e.g., hourly limits, skill matching) and staff preferences are met.
1.3. Automatically notify caregivers, track confirmations, flag conflicts, and update calendar systems for complete visibility.

Trigger Conditions

2.1. New care recipient admission or care plan change requires shift coverage.
2.2. Recurring schedules need re-confirmation at set intervals (e.g., weekly/biweekly).
2.3. Staff callout, time-off request, or sick notification triggers a hole in the shift roster.
2.4. Regulatory update that impacts minimum staffing or maximum working hours.
2.5. Incoming schedule requests via email, form, or internal HR system API.

Platform Variants

3.1. Google Calendar
• Feature/Setting: Service Account API; create/edit recurring events per caregiver.
3.2. Microsoft Outlook Calendar
• Feature/Setting: Graph API ‘Create Event’/‘Update Event’; sync shifts to staff calendars.
3.3. ADP Workforce Now
• Feature/Setting: REST API ShiftManagement endpoint; push updated schedules.
3.4. Deputy
• Feature/Setting: Scheduling API ‘POST shifts’; auto-build complex rotas.
3.5. Kronos Workforce Central
• Feature/Setting: REST Scheduling Endpoint; automate shift assignment and swap.
3.6. Slack
• Feature/Setting: Incoming Webhook/Reminder API; DM caregivers about open or new shifts.
3.7. Twilio SMS
• Feature/Setting: Messaging API; send shift offer/confirmation texts to staff.
3.8. Zoom
• Feature/Setting: Meeting API; automatically create care handoff video call links in shift notes.
3.9. When I Work
• Feature/Setting: Shift Scheduling API; draft, assign, and notify about shifts.
3.10. BambooHR
• Feature/Setting: Time Off API; remove unavailable staff from scheduling pool.
3.11. Gusto
• Feature/Setting: Employees API; validate active employees during shift assignment.
3.12. SendGrid
• Feature/Setting: Mail Send API; email confirmations and reminders to caregivers.
3.13. DocuSign
• Feature/Setting: Envelope API; auto-send schedule acceptance forms requiring e-signature.
3.14. Salesforce
• Feature/Setting: Scheduler Resource API; sync caregiver availability to care plans.
3.15. Airtable
• Feature/Setting: API ‘Create record’/‘Update record’; maintain current shift logs and open slots.
3.16. Zoho People
• Feature/Setting: Shift Scheduler API; allocate shifts based on skills and policies.
3.17. Paylocity
• Feature/Setting: SHIFTS endpoint; update and validate timesheets directly after shift completion.
3.18. Workday
• Feature/Setting: Staffing API; integrate shift changes and notify employees via portal.
3.19. Freshteam
• Feature/Setting: Leave API; auto-block out unavailable times in schedule algorithm.
3.20. SAP SuccessFactors
• Feature/Setting: Employee Central Time Off API; exclude prohibited assignments and update shift eligibility.
3.21. Zoho Calendar
• Feature/Setting: Events API; push new and updated shift details to all involved.

Benefits

4.1. Reduces manual scheduling errors and labor.
4.2. Ensures timely, compliant, and equitable shift allocation.
4.3. Streamlines communication across multiple channels.
4.4. Improves staff satisfaction through accurate, real-time updates.
4.5. Minimizes regulatory risks by automating compliance checks and reporting.