Staff availability and conflict detection

Purpose

1.1. Automate end-to-end tracking and management of staff availability for after-school programs, ensuring scheduled resources avoid conflicts, overlap, or double booking.
1.2. Aggregate schedules from staff, import or sync with calendars, auto-detect conflicts, notify management, suggest alternatives, and update shared schedules in real time.
1.3. Integrate with HR, payroll, messaging, and calendar platforms to centralize staff logistics, reduce manual input, and guarantee compliance with child-staff ratios and legal labor rules.

Trigger Conditions

2.1. Staff submits or updates availability or leave requests.
2.2. New schedule is drafted or revised.
2.3. Program coordinator assigns shifts or posts open slots.
2.4. Conflicting schedules or double allocations are detected by the system/logic.
2.5. Adjustments to program requirements (e.g., sudden staff shortage or increased student load).

Platform variants

3.1. Google Calendar
• Feature/Setting: Calendar API – Set to monitor new events, changes, and detect overlapping entries for each staff calendar.

3.2. Microsoft Outlook/Office 365
• Feature/Setting: Microsoft Graph API – Configure to fetch staff calendars, process event times, and identify scheduling conflicts programmatically.

3.3. Slack
• Feature/Setting: Incoming Webhooks/API – Send automated notifications to users/manager channels about detected conflicts or availability updates.

3.4. Twilio
• Feature/Setting: Programmable SMS – Trigger SMS to staff upon conflict or change; use API endpoint with predefined templates.

3.5. BambooHR
• Feature/Setting: Time-off API – Sync leave/absence data with scheduling workflows for up-to-date availability.

3.6. Deputy
• Feature/Setting: Shift Scheduling API – Auto-post detected shift overlaps and resolve using auto-suggested staff based on availability.

3.7. Workday
• Feature/Setting: Staffing API – Import employee schedules and synchronize program staffing needs.

3.8. Trello
• Feature/Setting: Card Movement API – Move or tag staff assignment cards when conflicts are detected.

3.9. Zendesk
• Feature/Setting: Ticketing API – Create automated tickets for unavailable staff, assigning follow-up to HR.

3.10. Zoom
• Feature/Setting: Meeting Management API – Prevent double-booking of video meetings for staff with schedule checks before confirming.

3.11. SAP SuccessFactors
• Feature/Setting: Employee Central API – Import shift/availability data, monitor for overtime conflicts.

3.12. Gusto
• Feature/Setting: Employee Directory API – Sync team availability from payroll to shift assignments.

3.13. Google Sheets
• Feature/Setting: Sheets API – Maintain living overview of staff availability; custom script compares times and flags conflicts.

3.14. Monday.com
• Feature/Setting: Automations/API – Automate conflict tagging and trigger email/Slack reminders on staff boards.

3.15. Zoomshift
• Feature/Setting: Scheduling API – Auto-sync availability inputs and flag conflicting shifts.

3.16. Asana
• Feature/Setting: Task/Project API – Assign conflict tasks to relevant staff/manager workspaces.

3.17. Salesforce
• Feature/Setting: Calendar and Event Object API – Compare scheduled events, send alerts and field updates on issues.

3.18. Calendly
• Feature/Setting: Webhooks/API – Check all open and booked slots before allowing new appointments to prevent conflicts.

3.19. ADP
• Feature/Setting: Time & Attendance API – Pull time-off/clock-in info to automate availability calculation.

3.20. Zoho People
• Feature/Setting: Attendance API – Integrate with shift system, cross-check for overlapping/illegal shifts before assigning.

3.21. When I Work
• Feature/Setting: Shift Objection API – Validate staff assignment before confirming shift swaps.

3.22. Notion
• Feature/Setting: Database API – Use custom property fields for tracking and auto-highlighting schedule issues.

3.23. Kronos Workforce Ready
• Feature/Setting: Scheduling API – Monitor adherence to shift rules, detect and auto-resolve conflicts.

3.24. Airtable
• Feature/Setting: Automation Scripts/API – Use formula fields to detect overlap and trigger notifications.

Benefits

4.1. Eliminates manual coordination, saving extensive administrative time.
4.2. Reduces risk of non-compliance and human error in meeting child-staff ratios.
4.3. Ensures transparent, up-to-date staff schedules accessible by all authorized team members.
4.4. Minimizes disruption from last-minute availability changes.
4.5. Enhances staff satisfaction with clear communications and streamlined processes.
4.6. Integrated notifications and real-time resolution reduce program downtime.