Purpose
1. Automate the daily or shift-end capture, validation, and distribution of handover reports for staff in public sauna environments.
2. Automates compiling staff observations, incident logs, cleanliness checks, inventory status, maintenance needs, guest feedback, and unresolved issues to support seamless shift transition.
3. Ensures records are consistently updated, accessible, and compliant with operation and health standards, minimising manual effort and errors.
Trigger Conditions
1. Automate report initiation at scheduled shift change times.
2. Automate trigger via staff check-out in time-tracking system.
3. Manual automation initiation available for supervisors via dashboard or mobile device.
4. Incident entry or maintenance flag can automate report triggers mid-shift.
Platform Variants
1. Microsoft Power Automate
• Feature: Automate scheduled flows — configure recurrence trigger for shift times and connect to SharePoint for storing reports.
2. Google Apps Script
• Feature: Automate Google Form submissions — trigger onShiftEnd, push data to Sheets, email summary to supervisors.
3. Slack
• Feature: Automator Workflow Builder — send automated reminders, collect handover notes, and share in #shift-handover channel.
4. Zapier
• Feature: Automate multi-app workflows — trigger on clock-out in Deputy, auto-update Google Drive, email PDF to manager.
5. Make (Integromat)
• Feature: Automate report consolidation — trigger with time or webhook, aggregate form data, update Notion or send SMS notification.
6. Jotform
• Feature: Automate handover data collection via kiosk/tablet — auto-email PDF output to team on submit.
7. Airtable
• Feature: Automate handover logs with prebuilt forms — trigger notifications on record creation.
8. Monday.com
• Feature: Automate updating shift boards — use automator recipes for shift end, ping supervisor, archive report.
9. Trello
• Feature: Automates report checklist cards — Butler automates card creation/movement based on shift-end triggers.
10. Smartsheet
• Feature: Automate report rows with workflow automations — schedule handover form pushes, alerts on changes.
11. ServiceNow
• Feature: Automate incident and shift log entries — workflow triggers send records for managerial review.
12. Salesforce
• Feature: Automate custom object for handovers — workflow rules trigger report submission and escalation alerts.
13. DocuSign
• Feature: Automate e-signature workflow for verified handover — send template on shift end for sign-off.
14. Twilio SMS
• Feature: Automate SMS reminders to complete handover report at set times; send confirmation SMS when report submitted.
15. SendGrid
• Feature: Automate email distribution of handover summary to distribution list.
16. Zendesk
• Feature: Automate a ticket creation for each shift, log all handover items, escalate flagged issues.
17. Notion
• Feature: Automate database page creation for shift reports; trigger reminders and link to staff wikis.
18. BambooHR
• Feature: Automate HR event logging using shift endpoints and distribute compliance-tracking reports.
19. Asana
• Feature: Automate task generation on shift close; assign follow-ups from handover items.
20. HubSpot
• Feature: Automate workflow to log shift summaries in ticket pipelines; trigger notifications for unresolved issues.
21. SharePoint
• Feature: Automating handover document creation, archival, and team permission-based access.
22. Google Chat
• Feature: Bot automator posts automated shift summaries directly to management chat room.
Benefits
1. Automates accurate staff communication and shift continuity, reducing info loss.
2. Automated compliance with operational/health standards and recordkeeping mandates.
3. Lightens management workload via automation—less manual oversight, real-time alerts.
4. Increases accountability by automating time stamps, signatures, and audit logs.
5. Enables automating escalations, ensuring issue tracking and faster resolutions.
6. Supports distributed and remote operations through cloud automation and mobile automators, ensuring rapid accessibility.
Staff and Operations Management