Automated shift scheduling based on staff availability

Purpose

1.1. Automate the creation and publication of shift schedules for Andalusian restaurant staff.
1.2. Gather real-time staff availability and preferences from digital sources.
1.3. Optimize staffing by matching employee skills, availability, legal requirements, and predicted demand.
1.4. Minimize manual errors, reduce scheduling conflicts, and ensure labor law compliance.
1.5. Push finalized schedules to staff through multi-channel communication.

Trigger Conditions

2.1. Submission of new staff availability via web/mobile portal.
2.2. Shift swap requests initiated by employees.
2.3. Adjustments in staffing needs from sales or reservation systems.
2.4. Regular scheduling cycle (e.g., weekly, bi-weekly, or monthly trigger).
2.5. Detection of staffing shortfalls or overages.

Platform Variants

3.1. Google Sheets
• Feature/Setting: Use "Append Row" and "Read Sheet" API to collect and retrieve shift availability data.
3.2. Slack
• Feature/Setting: Configure "postMessage" for schedule notifications in staff channels.
3.3. Microsoft Teams
• Feature/Setting: Use "scheduleMessage" endpoint to distribute shift schedules to staff groups.
3.4. Twilio SMS
• Feature/Setting: Use "Send SMS" API to send real-time shift notifications to mobile numbers.
3.5. BambooHR
• Feature/Setting: Use "GET/POST Employee Time Off" endpoints for leave and unavailability tracking.
3.6. Zoho People
• Feature/Setting: Configure "Shift Scheduler" API for auto-generating rota based on inputs.
3.7. Deputy
• Feature/Setting: Use "POST /scheduling/shift" for shift creation and distribution.
3.8. When I Work
• Feature/Setting: Use "Create Shift" and "Get Availability" APIs for auto scheduling.
3.9. Xero
• Feature/Setting: "Payroll Employee Timesheets" API to sync scheduling with payroll.
3.10. Outlook Calendar
• Feature/Setting: Use "Create Event" API to insert approved shifts directly into calendars.
3.11. Google Calendar
• Feature/Setting: Use "Events.insert" to auto-sync shifts with staff calendars.
3.12. ADP Workforce Now
• Feature/Setting: Use "GET/POST Schedules API" for managing and updating rosters.
3.13. Gusto
• Feature/Setting: Leverage "Time Tracking" APIs to align shift logs with official work records.
3.14. Asana
• Feature/Setting: "Tasks API" to represent each shift as a task for team visibility.
3.15. Trello
• Feature/Setting: "Add Card" for visual shift management; synchronize with availability board.
3.16. Zapier
• Feature/Setting: Use "Schedule by Zapier" and connected app triggers for automation logic.
3.17. Workday
• Feature/Setting: "Workforce Management API" for posting/adjusting staff rosters.
3.18. Monday.com
• Feature/Setting: "Boards & Items API" to visually update and notify shift changes.
3.19. SAP SuccessFactors
• Feature/Setting: Use "Employee Central Time Off" APIs to retrieve availability and process shifts.
3.20. Square Team Management
• Feature/Setting: Use "Shift API" to create, modify, and publish schedules linked to POS activity.

Benefits

4.1. Reduces administrative workload, allowing managers to focus on operations.
4.2. Ensures optimized, compliant coverage according to demand and labor laws.
4.3. Improves staff satisfaction with fair, transparent scheduling.
4.4. Minimizes last-minute changes and communication delays.
4.5. Increases accuracy and accountability with automated record-keeping.