Shift swap or replacement request management

Purpose

1. Automates shift swap or replacement request handling for restaurant teams, reducing manual tracking, accelerating approvals, minimizing scheduling errors, and ensuring accurate workforce coverage.

2. Manages submission, manager verification, peer notifications, open shift broadcasting, candidate approval/denial, and rota updates, all within HR-compliant processes.

3. Supports compliance documentation, visibility across multiple departments, instant feedback and seamless communication.

4. Enables customizable workflows for French cuisine environments with peak times, staff rotations, and language/tier-based team allocation.

Trigger Conditions

1. Staff submitting a shift swap or replacement request in scheduling software or via a messaging channel.

2. Manager approval/denial actions.

3. Open shift published or accepted by an eligible employee.

4. System detects uncovered shift (e.g., last-minute sick leave).

5. Pre-set rules (e.g., minimum rest window violation, French labor compliance) require automated intervention.

Platform Variants

1. Slack

• Feature: Slash command trigger `/swapshift`; automated message to HR channel for approval.
  

2. Microsoft Teams

• Feature: Adaptive Card for shift swap request; automates routing to manager chat for sign-off.
  

3. Twilio SMS

• API: Programmable Messaging; triggers automation on inbound swap SMS, sends approval/denial responses.
  

4. SendGrid

• API: Inbound Parse Webhook; automates processing of email swap requests, sending automated confirmations.
  

5. Google Workspace

• Feature: Google Forms + Google Apps Script, to automate recording swap requests and updating Sheets-based rosters.
  

6. Outlook 365

• API: Microsoft Graph Calendar; automates shift assignments and sends calendar invites for new swaps.
  

7. BambooHR

• API: Employee Time Tracking; automatedly pulls availability for swap candidate validation.
  

8. Workday

• Feature: Time Off/Absence API; automates cross-checking eligible replacement employees and records changes.
  

9. ADP Workforce Now

• Feature: Scheduling API; automatedly updates shifts in time-tracking module upon approvals.
  

10. Deputy

• Feature: Shift Swapping API; automates posting, notification and approvals within Deputy portal.
  

11. 7shifts

• Feature: Open Shift API; automates push of swap requests and candidate matching.
  

12. When I Work

• API: Swap Shifts Endpoint; processes automation on shift changes and sends notification to targeted group.
  

13. Zapier

• Feature: Webhook automation; connects multiple apps—e.g., triggers SMS or Slack steps on swap.
  

14. Monday.com

• Feature: Update Board Item API; automates swap status, notifies team, logs reason codes.
  

15. Asana

• Feature: Tasks API; automated swap request task creation, assigns subtasks for verification.
  

16. Trello

• API: Card Automation; creates swap cards, moves across approval lists by automation.
  

17. Jotform

• Feature: Form Submission API; automates feeding swap requests to email/Slack for manager action.
  

18. Salesforce

• Feature: Service Cloud Workflow; automates ticket creation/closure for shift swaps as cases.
  

19. Zoho People

• Feature: Attendance API; automates recording of swapped/replaced shifts and compliance tracking.
  

20. SAP SuccessFactors

• Feature: Employee Central Time Management API; automates eligible candidate detection and shift updates.
  

21. Paycor

• Feature: Scheduling API automation to record, update and notify swapped shifts.
  

22. Mailgun

• API: Route and Store; parses swap emails, automates workflow handoff for approval processing.
  

23. DocuSign

• API: Signature Request API; automates obtaining sign-off for auditable swap approvals.
  

24. Calendly

• Feature: Event Types API; automates scheduling of accepted replacements and sends notification.
  

Benefits

1. Automates communication, saving managers time and reducing errors.

2. Delivers automated compliance checks for French labor law requirements.

3. Increases transparency with automated tracking and reporting for HR audits.

4. Accelerates shift coverage, minimizing risk of understaffing during peak hours.

5. Enhances staff satisfaction through automatable, self-service request management.

6. Supports automated multi-lingual options (English/French) for diverse teams.

7. Provides audit trails and automates history logs for all activities.

8. Streamlines management overhead, freeing leaders to focus on guest experience.

9. Offers scalable automating potential for single or multi-location French restaurants.