Workflow Automation

Learn how to use the comprehensive workflow automation features in the Shifts platform to optimize scheduling, notifications, approvals, and resource allocation while improving productivity.

Overview

The Workflow Automation capabilities in Shifts provide a sophisticated set of tools to automate repetitive tasks, enforce business rules, trigger notifications, and streamline day-to-day operations. These features work together to increase efficiency, reduce manual processes, and ensure consistent application of your organization’s policies.

Getting Started with Automation

To access workflow automation features:

1. Navigate to Advanced Configuration in your administrator dashboard
2. Select the specific automation component you want to configure:
   • Notification Rules for automated alerts
   • Webhooks for system integrations
   • Shift Rule Templates for scheduling automation
   • Bulk Operations for mass actions

Each component has its own configuration panel with detailed options specific to its functionality.

Key Automation Components

Webhooks System

Webhooks allow the Shifts platform to automatically send real-time notifications to other systems when specific events occur:

• Event Types: Configure webhooks for over 15 event types including shift changes, assignments, attendance records, and leave requests
• Security: Each webhook includes HMAC signature verification to ensure authenticity
• Reliability: Automatic deactivation after consecutive failures with detailed error reporting
• Configuration: Set up endpoints, select events, and configure retry settings through the Webhooks panel

Notification Rules Engine

Create sophisticated alert systems based on specific conditions:

• Condition Builder: Set up rules with operators (greater than, less than, equal to) and configurable thresholds
• Targeting: Direct notifications to specific locations or organizational roles
• Channels: Configure email, in-app, or system notifications
• Recipients: Add specific managers, all managers in a location, or custom recipient groups

Bulk Operations Framework

Execute large-scale changes efficiently with comprehensive tracking:

• Operation Types: Create, update, or delete shifts, assignments, availabilities, and preferences in batch
• Progress Monitoring: Track operation status and completion percentage in real-time
• Validation Modes: Choose between strict validation (abort on any error) or lenient processing (continue despite errors)
• Conflict Resolution: Configure how the system handles conflicts (skip, overwrite, or fail)

Shift Rule Templates

Standardize scheduling requirements and automate their application:

• Time Conditions: Define templates that apply to specific days of the week or time ranges
• Role Requirements: Set minimum staffing levels by role type
• Location Rules: Enforce location-specific requirements
• Prohibited Pairings: Define role combinations that shouldn’t be scheduled together

Additional Automation Workflows

• Leave Request Processing: Automated conflict detection, manager notifications, and shift reassignment
• Intelligent Shift Assignment: AI-powered recommendations based on availability, preferences, fairness, and compliance
• Attendance Monitoring: Automatic detection and notification of attendance issues
• Rest Period Enforcement: Automatic enforcement of required rest periods between shifts

Configuration Best Practices

For optimal results with workflow automation:

1. Start Small: Implement one automation component at a time to observe its effects before expanding
2. Test Thoroughly: Always test new automations with a small group before rolling out company-wide
3. Document Custom Rules: Maintain documentation of your custom rules for reference and training
4. Regular Review: Schedule quarterly reviews of automation settings to ensure they align with current business needs
5. Monitor Performance: Check notification and webhook logs regularly to identify any delivery issues
6. Use Templates: Leverage existing templates for common scenarios to save configuration time
7. Consider Dependencies: Be aware of how automations interact with each other to avoid unintended consequences

Advanced Configuration

For power users and system administrators:

• Recommendation Weights: Fine-tune the shift assignment algorithm by adjusting weights for different factors
• Generator Templates: Create templated data generators for specialized automation needs
• AI Function Integration: Leverage AI assistants for complex automation workflows

Related Resources

• System Defaults
• Cross Business Reporting
• Notification Settings
• Shift Rules
• Rest Period Configuration

This article should be updated when:

1. New webhook event types are added
2. The notification rules interface changes
3. Bulk operations capabilities are expanded
4. The shift rule template configuration options change
5. New automation workflows are introduced
6. The recommendation algorithm is modified