Shift swap and vacation request automation

Purpose

1.1. Automate shift swap approvals and vacation requests for restaurant staff, including real-time validations, notification routing, and record updating.
1.2. Automating reduces manual HR involvement, eliminates miscommunication, and ensures legal compliance in Modern European restaurants.
1.3. Automates request logging, manager reviews, conflict checking, shift assignment updates, and notifications to relevant staff.
1.4. Provides automated audit trails for HR and compliance reporting.

Trigger Conditions

2.1. Automatedly triggers when a staff member submits a shift swap or vacation request via mobile/web app, SMS, or internal HR system.
2.2. Automates review when requests are edited, cancelled, or manager action is required.
2.3. Automation activates upon detection of conflicts, policy violations, or shift imbalances.

Platform Variants

3.1. Slack
• Feature/Setting: Workflow Builder; automate shift requests via forms and post notifications in relevant channels.

3.2. Microsoft Teams
• Feature/Setting: Approvals API; automate staff requests routing and manager approval flows.

3.3. Google Workspace
• Feature/Setting: Apps Script; automate form submissions and add to connected Google Sheets.

3.4. BambooHR
• API: Time Off API endpoint; automates vacation request intake and HR database updates.

3.5. Deputy
• API: Shifts API; automate shift swap request creation, validation, and confirmation notifications.

3.6. ADP Workforce Now
• API: Time Off Request endpoint; automated vacation request management for HR synchronization.

3.7. Zenefits
• Feature/Setting: Time-off integration; automate vacation balances and notifications.

3.8. UKG Ready
• API: Scheduling endpoint; automate request processing and shift realignment.

3.9. Workday
• API: Absence Management; automates leave requests, compliance checks, and triggers HR reviews.

3.10. Twilio SMS
• Feature/Setting: Messaging Services; automate acceptance/denial responses and status notifications via SMS.

3.11. SendGrid
• Feature/Setting: Transactional email API; automatedly delivers shift request confirmations to staff.

3.12. Asana
• API: Task creation; automates task generation for HR/floor managers based on incoming requests.

3.13. Zapier
• Feature/Setting: Multi-step Zap; automate end-to-end request processing, approvals, and reminders.

3.14. DocuSign
• API: eSignature Templates; automate documentation for approved/denied leave cases.

3.15. Google Calendar
• API: Events; automates calendar blocks for approved vacation, updating all stakeholders.

3.16. Notion
• API: Database update; automates shift allocation tables and HR dashboards.

3.17. Trello
• API: Card automation; automate adding staff leave details to scheduling boards.

3.18. Monday.com
• API: Item/Boards; automate creation and tracking of shift change/vacation tasks.

3.19. Salesforce
• API: Case/Task creation; automate employee request tickets for HR resolution.

3.20. Freshdesk
• API: Ticket automation; automate HR ticketing for non-routine shift/vacation escalations.

Benefits

4.1. Automatedly streamlines staff scheduling, minimizing errors and ensuring policy compliance.
4.2. Automates communication, reducing delays and boosting staff satisfaction.
4.3. Enables managers to focus on dining operations, not HR paperwork.
4.4. Audit trails from automated flows simplify labor law compliance and dispute resolution.