Retail Workforce Management

Shiftly

Shifts Solved. Teams Empowered. Instantly.

Shiftly automates scheduling for retail store managers facing high staff turnover and last-minute changes, using AI to instantly assign shifts based on real-time availability. It slashes manual scheduling time, fills coverage gaps in seconds, and gives managers live visibility—turning chaotic staffing headaches into seamless, reliable team coordination.

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Shiftly

Product Details

Explore this AI-generated product idea in detail. Each aspect has been thoughtfully created to inspire your next venture.

Vision & Mission

Vision
To empower every retail manager to build thriving, resilient teams through seamless, intelligent workforce automation and real-time collaboration.
Long Term Goal
By 2027, empower 10,000 retail stores to achieve 70% faster scheduling and 40% fewer missed shifts, transforming frontline team satisfaction and operational reliability worldwide.
Impact
Cuts scheduling time for retail managers by 70% and reduces missed shifts by 40%, enabling faster staff coverage adjustments and minimizing operational disruptions. Store teams gain real-time visibility to schedule changes, increasing shift fulfillment rates and improving overall employee satisfaction.

Problem & Solution

Problem Statement
Retail store managers spend hours manually adjusting shift schedules to cover sudden staff changes and high turnover, while existing tools lack real-time availability tracking and predictive scheduling, leading to frequent errors, missed shifts, and unnecessary operational stress.
Solution Overview
Shiftly’s AI-powered scheduler auto-generates optimal shift assignments in seconds, instantly filling last-minute gaps based on real-time staff availability. Managers see an up-to-date coverage view at a glance, eliminating manual updates and ending the chaos of missed shifts or panicked rescheduling.

Details & Audience

Description
Shiftly automates schedule creation and shift assignments for retail store managers, slashing hours of manual work. Designed for managers juggling high staff turnover and last-minute changes, it reduces errors and missed shifts. Shiftly’s AI-powered auto-fill predicts staffing needs and instantly fills gaps, giving managers real-time visibility and control over store coverage while boosting team reliability and satisfaction.
Target Audience
Retail store managers (25-50) battling shift chaos who crave effortless, reliable team scheduling solutions.
Inspiration
Late one evening, my friend, a retail manager, slumped over her kitchen table, her phone buzzing non-stop as she juggled last-minute sick calls and frantic group texts, red-inking the same shift grid for hours. Seeing her exhaustion in that moment, it was clear: managers deserved relief from chaos—a smarter system could instantly fill gaps and restore balance to their days.

User Personas

Detailed profiles of the target users who would benefit most from this product.

B

Boutique Boss Bella

- Age 35, female owner-operator of an urban jewelry boutique - Bachelor’s in Fashion Merchandising, $70K annual net profit - Manages a team of 8 part-time local hires - Located in an arts district with fluctuating foot traffic

Background

Bella opened her handmade jewelry boutique six years ago after a successful merchandising internship. Early reliance on paper schedules led to chaotic shift coverage, driving her interest in streamlined, automated staffing tools.

Needs & Pain Points

Needs

1) Instantly fill unexpected staff gaps in under 60 seconds 2) Maintain predictable shift patterns to satisfy local team 3) Access real-time visibility into staff availability

Pain Points

1) Last-minute no-shows leaving store coverage stranded 2) Manual scheduling eats into business planning time 3) Difficulty balancing staff skills with shift needs

Psychographics

- Values creative control over every staffing decision - Prefers community-driven, personalized staff interactions - Driven by passion for unique customer experiences

Channels

1) Instagram Business insights 2) WhatsApp quick messaging 3) Local Facebook group updates 4) Google Calendar integrations 5) Boutique industry newsletters

A

Agency Ally Alan

- Age 28, male staffing coordinator at retail temp agency - Associate’s in Business Administration - Oversees placements in 15 stores across three districts - Averages 120 monthly temp hires

Background

Alan cut his teeth organizing event staff before moving into retail temp placements. Frequent client emergencies revealed the need for faster, reliable scheduling tech.

Needs & Pain Points

Needs

1) Automated matching of temp availability to client shifts 2) Clear audit trail for hourly compliance checks 3) Quick bulk notifications for new shift offers

Pain Points

1) Delayed applicant responses causing client dissatisfaction 2) Manual compliance tracking across multiple jurisdictions 3) High churn forcing repeat candidate outreach

Psychographics

- Thrives under fast-paced, deadline-driven environments - Values precision in matching skills to client needs - Driven by building long-term agency-client trust

Channels

1) LinkedIn Recruiter messaging 2) SMS blast notifications 3) Email campaign templates 4) Agency management portal 5) Slack team coordination

S

Seasonal Sprint Sophia

- Age 21, part-time seasonal retail associate - Junior majoring in Economics, $12/hour wage - Works 10–30 hours weekly during academic breaks - Lives on campus with tight class schedule

Background

Sophia began picking up summer retail shifts in high school. Balancing classes and work made her seek on-demand scheduling flexibility.

Needs & Pain Points

Needs

1) Immediate shift alerts matching her school timetable 2) Ability to accept or decline within seconds 3) Consolidated schedule view alongside class calendar

Pain Points

1) Missed text notifications costing shifts 2) Overlapping shifts and exams causing conflicts 3) Manual availability updates becoming tedious

Psychographics

- Prioritizes academic schedule over fixed shifts - Motivated by earning extra income efficiently - Values clear, real-time communication from managers

Channels

1) Campus email inbox 2) SMS shift notifications 3) Shiftly mobile push alerts 4) Student Facebook group posts 5) University scheduling app integration

T

Trainer Toni

- Age 42, female corporate training coordinator - MBA in Organizational Development - Conducts monthly sessions for 200+ associates - Travels to 10 stores across two states

Background

Toni transitioned from store management into training, discovering scheduling conflicts hampered full attendance. She now seeks tools to align training with shift rosters effortlessly.

Needs & Pain Points

Needs

1) Integration of training events into shift schedules 2) Automated reminders to all affected staff 3) Dashboard to track attendance vs. staffing levels

Pain Points

1) Frequent no-shows undermining training ROI 2) Manual rescheduling causing logistics nightmares 3) Inconsistent communication across store locations

Psychographics

- Committed to professional development and compliance - Seeks structured, predictable training schedules - Driven by maximizing training attendance rates

Channels

1) Zoom calendar sync 2) Email training newsletters 3) Learning management system alerts 4) Shiftly admin portal 5) Corporate Slack channel

A

Analytics Andy

- Age 30, male data analyst at retail HQ - Master’s in Data Science - Analyzes scheduling data for 50+ stores - Reports used by executive leadership

Background

Andy started in finance, moving into analytics to influence operational decisions. He noticed scheduling inefficiencies creating hidden labor costs.

Needs & Pain Points

Needs

1) Detailed shift pattern analytics in real-time dashboards 2) Forecasting tools for seasonal staffing demands 3) Exportable metrics for executive reports

Pain Points

1) Lagging data hindering timely decisions 2) Fragmented data sources requiring manual consolidation 3) Lack of predictive labor demand modeling

Psychographics

- Obsessed with data-driven efficiency improvements - Values predictive insights over reactive fixes - Driven by delivering measurable ROI

Channels

1) Tableau integration plug-in 2) Email PDF report exports 3) Slack data notifications 4) Shiftly API endpoints 5) BI platform dashboards

Product Features

Key capabilities that make this product valuable to its target users.

Preference Profiler

Collects and analyzes individual staff shift preferences, availability windows, and swap history to tailor swap suggestions. By understanding each employee’s work style and preferences, managers receive personalized swap matches that increase acceptance rates and employee satisfaction.

Requirements

Preference Data Aggregation
"As a store manager, I want the system to automatically gather and consolidate employees’ shift preferences and availability so that swap suggestions are based on accurate and comprehensive data."
Description

Collect and centralize each employee’s shift preferences, availability windows, and swap history by integrating data from time-clock systems, scheduling modules, and swap logs to ensure the AI engine has complete, up-to-date input.

Acceptance Criteria
Initial Time-Clock Data Ingestion
Given the external time-clock system contains active employee records; When the data aggregation runs; Then shift preferences, availability windows, and swap history for all active employees are imported into the central database within 5 minutes; And any import errors are logged with employee ID and timestamp.
Real-Time Availability Sync
Given an employee updates their availability in the scheduling module; When the update API is called; Then the central database reflects the new availability for that employee within 2 minutes; And a confirmation event is sent to the AI engine.
Swap History Consolidation
Given swap logs exist for the past 60 days in the swap log system; When the nightly aggregation job runs; Then swap history is consolidated per employee without duplicates; And a summary record for each swap event is generated with correct timestamps, participants, and status.
Cross-Source Data Consistency Check
Given data aggregated from time-clock and scheduling modules; When the consistency check executes; Then every employee ID and shift date matches across both sources; And any mismatches produce a discrepancy report detailing source, record ID, and field differences.
Data Feed Availability for AI Engine
Given the central database is updated with preferences, availability, and swap history; When the AI engine requests employee data via the API; Then the API returns the latest aggregated data set within 500 ms; And response payload conforms to the defined schema.
Swap History Tracking
"As a store manager, I want to view past swap transactions and their outcomes so that I can understand employee behaviors and refine swap suggestions."
Description

Record and maintain detailed swap history for each employee, including dates, roles, approvals, and acceptance outcomes, enabling trend analysis and informing future preference matching.

Acceptance Criteria
Recording a New Swap Entry
Given an approved swap request When a manager confirms the swap Then the system records the employee IDs, original and swapped shift dates, roles, approval status, and timestamp in the swap history log.
Viewing Employee Swap History
Given an employee dashboard When the employee selects "Swap History" Then the system displays a chronological list of all past swaps with dates, roles, approval outcomes, and manager notes.
Verifying Swap Data Persistence
Given existing swap history entries When the database is backed up and restored Then all entries remain intact and queryable with no loss of data or corruption.
Generating Swap Trend Reports
Given managerial request for swap trends When the system compiles swap history over the past 30 days Then it generates a report showing total swaps per employee, most frequent roles swapped, and acceptance rates.
Utilizing Swap History in Preference Matching
Given the preference profiler algorithm When recommending swaps for a new shift conflict Then the system includes historical swap acceptance outcomes and frequency to rank staff by match suitability.
Preference Weight Configuration
"As a system administrator, I want to configure how strongly each preference criterion influences the matching algorithm so that swap suggestions align with store policies and staffing goals."
Description

Provide an administrative interface to define and adjust weighting factors for availability windows, preferred roles, swap acceptance rates, and seniority, allowing the business to tailor the match algorithm according to operational priorities.

Acceptance Criteria
Configuring Availability Window Weight
Given an administrator is on the Preference Weight Configuration page, When they set the availability window weight to a value between 0 and 100 and click Save, Then the system validates the value is in range, persists the new weight in the database, and displays a confirmation message.
Configuring Preferred Role Weight
Given an administrator selects a preferred role and assigns it a weight between 0 and 100 on the configuration page, When they click Save, Then the system updates the preferred role weight in the configuration store and reflects the change in the UI.
Configuring Swap Acceptance Rate Weight
Given an administrator inputs a swap acceptance rate weight value and selects Save, When the system processes the update, Then the swap acceptance rate weight is saved, and subsequent match calculations use the updated value.
Configuring Seniority Weight
Given an administrator chooses a seniority weight value on the weighting interface and submits the change, When the update is processed, Then the seniority weight is stored correctly and indicated in the current configuration summary.
Validating Weight Distribution Integrity
Given an administrator has set multiple weight values, When they attempt to save and the sum of weights is not equal to 100%, Then the system blocks the save operation and displays an error message indicating that total weights must sum to 100%.
AI-Driven Swap Match Engine
"As a store manager, I want the system to automatically propose the best shift swaps based on employees’ preferences so that I can quickly resolve coverage gaps with minimal manual effort."
Description

Develop a machine learning engine that analyzes collected preferences, availability, and swap history to generate personalized swap suggestions in real time, prioritizing high acceptance probability.

Acceptance Criteria
Last-Minute Shift Swap Suggestion
Given a manager requests swap suggestions for a cancelled shift less than 2 hours before its start, when the AI-Driven Swap Match Engine runs, then it must return at least three candidate swaps sorted by descending acceptance probability within 5 seconds, each candidate meeting staff availability and preference score > 0.7.
Swap Suggestions After Availability Update
Given an employee updates their availability for the upcoming week, when swap suggestions are generated for conflicting shifts, then the engine must incorporate the updated availability, exclude any newly unavailable staff, and deliver updated suggestions within 10 seconds.
High-Demand Shift Swap Scenario
Given multiple employees share identical availability and strong preference for a weekend shift, when generating swap suggestions, then the engine must distribute suggestions evenly by factoring each employee's swap history to ensure no staff member receives more than one suggestion for the same shift.
Preference and History Weighted Matching
Given each employee has a recorded swap acceptance history and stated shift preferences, when the engine ranks swap candidates, then those with acceptance rates ≥80% and high preference alignment must appear in the top 50% of suggestions, with scores reflecting weighted history and preference metrics.
Monitoring Post-Swap Acceptance Rate
Given swap suggestions have been deployed for one month, when the system generates performance reports, then it must calculate overall swap acceptance rate and individual employee match success rates, demonstrating at least a 10% increase over the manual matching baseline.
Preference Insights Dashboard
"As a store manager, I want to see visual summaries of employee preferences and swap performance so that I can identify areas for improvement and ensure fair scheduling."
Description

Build a real-time dashboard that visualizes key metrics such as preference satisfaction rates, most requested shifts, coverage gaps, and swap acceptance trends to help managers make informed scheduling decisions.

Acceptance Criteria
Dashboard Load Performance
Given a store manager accesses the Preference Insights Dashboard When the manager clicks on the dashboard link Then the dashboard data must fully load within 3 seconds
Preference Satisfaction Rate Display
Given the dashboard is loaded When the manager views the preference satisfaction panel Then the panel must show the percentage of fulfilled preferences for each employee and overall, updated in real time
Most Requested Shifts Visualization
Given the dashboard is loaded When the manager opens the ‘Most Requested Shifts’ section Then a bar chart must display the top five most requested shift slots for the next two weeks with sorting and filter options
Coverage Gaps Alert
Given the dashboard monitors coverage gaps When a shift slot is unfilled 24 hours before its start time Then the dashboard must display an alert banner and list the affected slots by department
Swap Acceptance Trend Analysis
Given historical swap data is available When the manager navigates to the swap trends panel Then a line graph must show hourly swap acceptance rates over the past 30 days with tooltips for exact values

Swap Chat

Enables employees to discuss, negotiate, and finalize shift swaps directly within the app. This threaded, real-time messaging feature reduces back-and-forth emails or calls, accelerating approvals and fostering transparent communication between team members.

Requirements

Real-Time Chat Engine
"As a retail employee, I want to exchange messages instantly with my colleagues so that I can quickly negotiate and confirm shift swaps without delay."
Description

Implement a robust messaging system that delivers messages instantly between employees within the Shiftly app. The system should leverage WebSocket or similar technologies to maintain persistent connections, ensuring messages appear in real time without manual refresh. This feature reduces response delays, streamlines communication around shift swaps, and integrates seamlessly with Shiftly’s existing UI and backend, allowing users to engage in fluid conversations about swap requests without leaving the platform.

Acceptance Criteria
Employee-to-Employee Instant Messaging
Given Employee A and Employee B are logged into the Shiftly app, when Employee A sends a chat message to Employee B, then Employee B receives the message within 1 second and it appears in the chat thread without manual refresh.
Reconnection After Temporary Network Loss
Given an active WebSocket connection is lost due to network issues, when the network is restored, then the client automatically reconnects within 5 seconds and resumes receiving new messages without duplicates or omissions.
UI Auto-Refresh of Incoming Messages
Given a chat thread is open in the UI, when a new message arrives from any participant, then the UI automatically updates and scrolls to display the new message in real time without user intervention.
Ordered Delivery of Rapid Succession Messages
Given multiple messages are sent in quick succession by an employee, when these messages are transmitted, then they are displayed in the recipient’s chat thread in the exact order sent.
Chat History Synchronization Upon App Restart
Given a user logs out or closes the app and later logs back in, when the chat thread loads, then all past messages from the last 7 days are synchronized and displayed in correct chronological order.
Threaded Conversation Support
"As a store manager, I want each swap discussion contained in its own thread so that I can quickly track and approve or reject specific requests without confusion."
Description

Design a threaded messaging interface that groups discussions by shift-swap request, enabling users to view and manage separate conversation threads for each swap proposal. Threads should display the original swap details, all related messages, and the current status of the request. This structure enhances clarity, prevents cross-talk between different requests, and provides a focused context for approvals and follow-up questions. The feature should integrate with the swap management module to reflect any changes in real time.

Acceptance Criteria
Viewing a Shift-Swap Conversation Thread
Given a user selects a specific swap request, when they access the conversation tab, then the interface displays the original swap details and all related messages in chronological order.
Posting a Message in a Swap Thread
Given a user types a message in the thread input box, when they send it, then the message appears in the thread within 1 second, tagged with the sender's name and timestamp.
Real-Time Thread Updates
Given multiple users view the same thread, when any user posts a new message or changes the swap status, then all active views update within 2 seconds without page refresh.
Integrating Thread Status with Swap Management
Given a manager approves or rejects a swap within a thread, when the status changes, then the swap request status updates in both the thread header and the main swap management module.
Preventing Cross-Thread Message Posting
Given users view multiple threads, when they post a message, then the system attaches the message only to the selected thread for that specific swap request.
Integrated Swap Request Workflow
"As an employee, I want to propose a shift swap with all relevant details directly in the chat so that the manager can review and approve it without navigating away from our conversation."
Description

Embed the shift-swap request workflow directly into the chat interface, allowing users to attach shift details (date, time, location) to their messages and send a formal swap proposal. Managers and employees should be able to view, approve, or counter-propose within the same thread. The system will update shift assignments automatically upon approval. This tight integration minimizes context switching, ensures data consistency, and accelerates scheduling adjustments in one seamless flow.

Acceptance Criteria
Employee Initiates Swap Proposal in Chat
Given an employee views their schedule in the chat interface When they select a shift and click the 'Request Swap' button Then the system attaches the shift details (date, time, location) to the draft message and displays a 'Send Proposal' option
Manager Approves Swap Request within Thread
Given a pending swap proposal exists in a chat thread When the manager clicks 'Approve' Then the system confirms approval and triggers the shift assignment update process
Employee Counter-Proposes Shift Swap Terms
Given an employee receives a swap proposal When they click 'Counter-Propose' and modify shift details Then the system sends the updated proposal to the original requester in the same thread
System Notifies Participants of Swap Status
Given a swap proposal status changes (approved, denied, or countered) When the status updates Then the system sends a notification message in the chat thread visible to all participants
Automatic Shift Assignment Update on Approval
Given a swap proposal is approved by both parties When the approval is finalized Then the system automatically updates the schedule database and reflects the new assignments in each user's schedule view without manual input
Push Notification Alerts
"As a shift manager, I want to receive immediate notifications when someone requests a swap so that I can respond quickly and maintain optimal staffing levels."
Description

Implement a notification system that sends push notifications and optional email alerts for new messages, thread updates, and swap approvals or rejections. Notifications should be configurable by user preference and include deep links that open the relevant chat thread or swap request. This feature ensures that employees and managers are promptly informed of actions requiring their attention, reducing missed messages and accelerating the swap process.

Acceptance Criteria
New Message Push Notification
Given a user receives a new chat message for a swap request, when the message is delivered, then within 5 seconds the user receives a push notification containing the sender's name, message snippet, and a deep link to the chat thread; and if the user has enabled email alerts for new messages, an email with the same information is sent within 1 minute.
Thread Update Notification
Given a chat thread receives an update (new message or status change), when the update occurs, then all participants receive a push notification summarizing the update and deep linking to the updated thread; and the notification respects each participant's notification preference settings.
Swap Approval Alert
Given a swap request is approved or rejected by a manager, when the decision is recorded in the system, then the requesting and target employees receive immediate push notifications indicating approval or rejection, including the swap details and deep link to the swap request; if email alerts for approvals are enabled, an email is also sent.
Notification Preference Configuration
Given a user accesses their notification settings, when they update their preferences for push and email alerts, then the system saves the configuration, and subsequent notifications adhere to these preferences; changes to settings trigger a confirmation message within the app.
Deep Link Navigation
Given a user taps on a notification, when the app is in the background or closed, then the app launches and navigates directly to the relevant chat thread or swap request indicated by the deep link; if the user is not authenticated, they are prompted to log in first and then redirected.
Conversation Search and Filter
"As a store administrator, I want to search past swap conversations by date or employee so that I can review any unresolved or historical requests when planning schedules."
Description

Provide a search and filter capability within the chat module, enabling users to find messages, threads, or swap requests by keywords, employee names, dates, or shift details. The search should return results in real time and allow filtering by thread status (pending, approved, rejected). This functionality helps users locate past discussions or unresolved requests quickly, improving transparency and enabling managers to audit swap histories efficiently.

Acceptance Criteria
Keyword Search by Message Content
Given the user enters a keyword into the search bar, when they initiate search, then all messages containing that keyword are displayed in the results.
Filter by Employee Name
Given the user selects an employee name from the filter dropdown, when the filter is applied, then only messages or threads involving that employee are shown.
Date Range Filtering
Given the user sets a start and end date, when the date filter is applied, then only messages sent within that date range appear in the search results.
Real-time Search Updates
Given the user types a search term, when each character is entered, then the search results update dynamically within 300ms without requiring a manual submit.
Thread Status Filtering
Given the user selects thread status options (pending, approved, rejected), when the status filter is applied, then only threads matching the selected statuses are returned.

Auto Confirm

Automatically finalizes mutually agreed-upon swaps without manual manager intervention once both parties accept. This feature cuts approval times in half, reduces administrative overhead, and ensures immediate schedule updates for all stakeholders.

Requirements

Mutual Swap Detection
"As an employee, I want my shift swap to be automatically recognized once both parties agree so that it finalizes without waiting for a manager’s approval."
Description

Continuously monitor proposed shift swaps and automatically detect when both participating employees have accepted the swap, eliminating the need for manual manager intervention.

Acceptance Criteria
Both Employees Accept Swap Within 24 Hours
Given two employees have proposed a shift swap and both accept within 24 hours, when the second acceptance is recorded, then the system automatically finalizes the swap without manager intervention and updates both employees' schedules immediately.
Swap Confirmation Notified to Stakeholders
Given a mutual swap is finalized, when the system processes the swap, then notifications are sent to both employees and the manager within one minute confirming the updated shift assignments.
System Prevents Swaps Without Mutual Acceptance
Given a proposed swap where only one employee has accepted, when the other employee has not accepted, then the system must not finalize the swap or update schedules until both acceptances are received.
Revoked Acceptance Cancels Pending Swap
Given one employee has accepted a swap but then revokes their acceptance before the other employee accepts, when the revocation is processed, then the swap request is canceled and both employees receive a cancellation notification.
Audit Log Records Mutual Swap Events
Given a swap is finalized automatically, when the system finalizes the swap, then an audit entry is created containing user IDs, timestamps of both acceptances, and original and new shift details.
Automatic Schedule Update
"As an employee, I want the schedule to refresh automatically after my swap is confirmed so that I always have up-to-date shift information."
Description

Immediately update the master schedule in real time across all user interfaces once a swap is confirmed, ensuring everyone sees the latest shift assignments without delay.

Acceptance Criteria
Immediate Master Schedule Refresh
Given two employees have confirmed a shift swap through Auto Confirm, when the last party accepts, then the master schedule view across all user interfaces refreshes within 2 seconds to reflect the new assignments.
Mobile App Schedule Sync
Given a swap is auto-confirmed, when a store manager checks their schedule on the mobile app, then the updated shift appears without requiring manual refresh or logout.
Desktop Dashboard Update Notification
Given an HR administrator is viewing the desktop dashboard, when a swap is completed, then a notification displays “Schedule Updated” and the calendar shows the new shift allocation immediately.
Push Notification Timeliness
Given a swap confirmation occurs, when employee devices receive push notifications, then the notification arrives within 5 seconds of the swap being confirmed.
Conflict-Free Data Consistency
Given concurrent swap confirmations for different shifts, when processed, then each shift updates independently without overwriting or delaying other shift changes.
Notification Delivery
"As an employee, I want to receive a notification when my shift swap is finalized so that I know my new schedule immediately."
Description

Send instant notifications via email, SMS, or in-app alerts to both employees and managers when a swap has been auto-confirmed, keeping all stakeholders informed.

Acceptance Criteria
Employee Email Notification on Auto-Confirmed Swap
Given two employees have mutually agreed to swap shifts and the swap is auto-confirmed, when the system processes the confirmation, then an email notification is sent to each employee’s registered email address within 30 seconds containing the new shift details, original shift details, and confirmation timestamp.
Manager In-App Alert for Auto-Confirmed Swap
Given a shift swap is auto-confirmed by employees, when the swap is finalized, then the system generates an in-app alert visible in the manager’s notification center within 15 seconds, displaying employee names, swapped shift times, and a link to view the updated schedule.
SMS Notification Dispatch for Auto-Confirmed Swap
Given mobile numbers are on file for both employees, when a swap is auto-confirmed, then the system sends an SMS to each employee within 30 seconds containing a summary of the shift swap and a link to view further details.
Notification Content Accuracy Verification
Given a swap is auto-confirmed, when notifications (email, SMS, in-app) are generated, then each notification must include accurate new shift date, start and end times, employee names involved, and confirmation ID, matching the data in the updated schedule.
Notification Delivery Retry and Fallback Mechanism
Given an initial notification attempt fails due to delivery errors, when the system detects a failure, then it retries sending the notification up to two additional times at 30-second intervals, and if still unsuccessful, logs the failure and sends an in-app alert to the manager indicating which notifications failed and for which employees.
Conflict Resolution Handling
"As a store manager, I want the system to flag any conflicts in auto-confirmed swaps so that no unintended scheduling overlaps occur."
Description

Detect scheduling conflicts such as overlapping shifts or coverage gaps before finalizing an auto-confirm, and alert appropriate users if a conflict arises.

Acceptance Criteria
Overlapping Shift Detection
Given two employees agree to swap shifts that result in one employee having overlapping shift times, when the system processes the auto-confirm, then it must detect the overlap, block the swap, and display an alert to the manager detailing the overlapping time period.
Coverage Gap Identification
Given a shift swap removes the only assigned employee from a critical shift leaving no coverage, when the system processes the auto-confirm, then it must detect the coverage gap, prevent the swap, and notify both the manager and affected employees.
Simultaneous Swap Conflict Check
Given multiple swap requests are submitted concurrently, when the system evaluates and applies them, then it must identify if combined swaps create any new overlaps or gaps, block conflicting swaps, and report all conflicts to the manager.
Alert Dispatch to Appropriate Users
Given a scheduling conflict is detected during auto-confirm, when the system flags the conflict, then it must send notifications via in-app alert and email to both involved employees and the manager within 30 seconds.
Conflict Resolution Retry
Given a swap was blocked due to a detected conflict, when users adjust swap details and resubmit, then the system must re-evaluate for conflicts and successfully auto-confirm if no conflicts are found.
Audit Logging and History
"As an HR administrator, I want to review a complete history of all auto-confirmed swaps so that I can audit past scheduling decisions."
Description

Maintain a detailed audit log of all auto-confirmed swaps, including timestamps, user actions, and status changes, for compliance and reporting purposes.

Acceptance Criteria
Swap Audit Entry Creation
Given two employees have agreed to swap shifts and the system auto-confirms the swap, when the swap completion process runs, then an audit log entry is created containing the initiating user ID, accepting user ID, original shift ID, new shift ID, and timestamp in ISO 8601 format.
Audit Log Data Integrity
Given an existing audit log entry, when the entry is retrieved, then each entry includes a unique entry ID, action type 'swap_auto_confirmed', involved user IDs, original and new shift details, status change, and timestamp in UTC.
Audit Log Retrieval
Given a manager requests audit logs for a specific date range, when they input start and end dates, then the system returns all matching entries sorted by timestamp descending and paginated with 50 entries per page.
Audit Log Export Report
Given a manager initiates an export, when they click the 'Export CSV' button on the audit log interface, then the system generates and downloads a CSV file containing entry ID, timestamp, action type, user IDs, shift IDs, and status change fields.
Audit Log Access Control
Given a user without audit log permissions, when they attempt to access the audit log endpoint, then the system returns a 403 Forbidden error with a descriptive message explaining lack of access.
Role-Based Override Controls
"As a store manager, I want to temporarily disable auto-confirm during peak periods so that I can manually review critical shift changes."
Description

Provide managers and administrators with the ability to enable, disable, or pause auto-confirmation globally or for specific stores, allowing manual review when needed.

Acceptance Criteria
Manager Disables Auto-Confirm Globally
Given the manager navigates to the Role-Based Override Controls settings page When they set the global auto-confirmation toggle to Disabled Then a confirmation message "Global auto-confirmation has been disabled" is displayed And all pending and future swap confirmations require manual approval
Administrator Pauses Auto-Confirm for Specific Store
Given an administrator accesses the settings for Store A When they select Store A and click the "Pause Auto-Confirm" button Then the system shows a banner "Auto-confirm paused for Store A" And swap requests for Store A enter a manual review queue
Manager Re-enables Auto-Confirm After Pause
Given auto-confirmation is currently paused for Store A When the manager clicks "Enable Auto-Confirm" for Store A Then the banner disappears and swap requests are auto-confirmed again And a notification "Auto-confirmation enabled for Store A" is sent to the manager
Override Settings Persist Across Sessions
Given a manager disables global auto-confirm When the manager logs out and logs back in Then the global auto-confirm status remains disabled And the toggle reflects the disabled state on the settings page
Non-Privileged User Cannot Change Override Settings
Given a non-privileged user attempts to access Role-Based Override Controls When they land on the settings page Then all override controls are hidden or disabled And an authorization error "Access denied: insufficient permissions" is displayed if they attempt changes

Swap Insights

Provides managers with detailed analytics on swap trends, participation rates, and approval bottlenecks. Interactive dashboards highlight which roles swap most frequently and identify potential staffing vulnerabilities, empowering strategic workforce planning.

Requirements

Real-time Swap Trend Visualization
"As a store manager, I want to view real-time visualizations of swap request trends so that I can quickly understand staffing dynamics and adjust schedules proactively."
Description

Provide managers with dynamic charts and graphs that update instantly to reflect current swap request trends, highlighting peaks, drops, and patterns over configurable timeframes. This functionality integrates directly into the Swap Insights dashboard, enabling users to swiftly identify when and how swap activities fluctuate, thus facilitating data-driven scheduling decisions and proactive staff management.

Acceptance Criteria
Dashboard Updates on Peak Swap Activity
Given the manager is viewing the Swap Insights dashboard When a peak in swap requests occurs Then the real-time line chart updates within 2 seconds to display the peak and its exact swap count
Custom Timeframe Configuration
Given the manager selects a custom timeframe filter When the filter is applied Then all charts render swap trends accurately for the selected date range and axis labels adjust to the new timeframe
Highlight Roles with High Swap Frequency
Given the system calculates swap counts per role When any role’s swap frequency exceeds the defined threshold Then those roles are visually highlighted in the dashboard and accompanied by summary statistics
Real-time Data Refresh Performance
Given new swap requests are submitted When data is ingested Then all relevant visualizations refresh automatically within 3 seconds without requiring a full page reload
User Notification of Trend Anomalies
Given the system detects an anomaly in swap patterns When anomaly detection rules are triggered Then a notification banner appears on the dashboard alerting the manager to review staffing plans
Participation Rate Calculation Engine
"As a store manager, I want to see employee participation rates in shift swaps so that I can identify engagement levels and address areas with low involvement."
Description

Calculate and display the percentage of eligible employees who participate in shift swap activities, segmented by role, department, and time period. The engine processes raw swap data and integrates with the reporting module, offering insights into engagement levels and highlighting areas with low swap participation to inform targeted interventions.

Acceptance Criteria
Weekly Department Participation Rate Calculation
Given a department and a target week, when the engine aggregates swap records, then the participation rate (%) is calculated as (number of employees who swapped / number of eligible employees) × 100 and displayed to two decimal places in the analytics dashboard.
Role-Specific Monthly Participation Rate Calculation
Given a role and a calendar month, when monthly swap data is processed, then the engine computes the participation rate segmented by role and presents the result alongside the total eligible headcount on the reporting interface.
Real-Time Data Integration with Reporting Module
Given new swap events are recorded, when the data sync occurs, then participation rates in the report update within 5 seconds without manual refresh, ensuring real-time accuracy.
Low Participation Rate Alert Generation
Given any role or department's participation rate falls below 20%, when thresholds are evaluated, then the system flags the segment, displays an alert icon on the dashboard, and logs the event for manager review.
Time Period Comparison Trend Analysis
Given two selected time periods, when comparison is requested, then the engine returns both participation rates and calculates the change in percentage points, accurate to within 0.01%, displayed in a comparative chart.
Approval Bottleneck Detection
"As a store manager, I want to detect and resolve approval bottlenecks in swap requests so that swap processing is faster and scheduling gaps are minimized."
Description

Identify and flag swap requests that are delayed or repeatedly rejected at approval stages, providing notifications and diagnostic metrics on approver response times. By integrating with the approval workflow, this feature helps managers pinpoint process inefficiencies and streamline authorization paths to reduce scheduling delays.

Acceptance Criteria
Delayed Approval Notification
Given a swap request is pending for more than 4 hours without approval, When the system evaluates outstanding requests, Then a notification is sent to the manager listing all delayed swap requests.
Repeated Rejection Alert
Given a swap request has been rejected three or more times by the same approver, When the rejection count threshold is met, Then the request is flagged in the dashboard and an alert is sent to the manager.
Approver Response Time Metrics Display
Given the approval workflow is active, When the manager opens the bottleneck dashboard, Then the system displays average response times for each approver over the last 7 days.
High-Risk Role Bottleneck Highlight
Given swap requests for critical roles exceed 50% delayed approvals in a 24-hour window, When the dashboard is refreshed, Then those roles are highlighted as high-risk with corresponding delay statistics.
Automated Escalation Trigger
Given a swap request remains pending beyond the 12-hour escalation threshold, When the delay surpasses this threshold, Then the system automatically escalates the request to the next-level approver and logs the escalation event.
Interactive Dashboard Interface
"As a store manager, I want an interactive dashboard with filters and drill-down options so that I can customize my view of swap analytics to suit my specific needs."
Description

Develop a user-friendly, interactive dashboard that consolidates swap analytics, including filters, drill-down capabilities, and customizable widgets. The interface should support selecting roles, timeframes, and metrics to tailor views, ensuring managers can navigate and retrieve insights effortlessly for strategic decision-making.

Acceptance Criteria
Role Selection Filter Functionality
Given the Interactive Dashboard Interface is loaded When the manager selects a specific role filter Then only swap analytics for the selected role are displayed within 2 seconds and irrelevant data is hidden
Timeframe Adjustment and Data Refresh
Given the dashboard displays current metrics When the manager changes the timeframe picker Then all analytics update to reflect data within the new timeframe without errors and complete within 3 seconds
Metric-specific Widget Customization
Given the manager is customizing their dashboard When they add, remove, or rearrange widgets Then the dashboard layout updates in real time and their configuration persists after page reload
Drill-down Data Navigation
Given a summary metric is displayed When the manager clicks on a metric tile Then a detailed inline view expands showing underlying swap records with correct data and pagination controls
Performance and Load Testing
Given the dashboard is under a load of up to 10,000 swap records When any filter or drill-down interaction is performed Then the response completes within 1 second and overall page load time remains under 3 seconds
Customizable Report Export
"As a store manager, I want to export swap analytics reports in different formats so that I can share insights with stakeholders and maintain records."
Description

Enable exporting of swap insights data into various formats (CSV, PDF, Excel) with configurable report parameters, such as date ranges, roles, and metrics. This requirement ensures managers can share and archive key analytics externally, facilitating broader organizational reporting and compliance needs.

Acceptance Criteria
CSV Export with Date Range Filter
Given the manager selects CSV format and sets a start and end date; When the manager clicks 'Export'; Then the system generates and downloads a .csv file containing only swap insights within the specified date range, with correct headers and data formatting.
PDF Report with Role Selection
Given the manager chooses PDF format and selects specific roles; When the manager initiates the export; Then the system produces a PDF report that includes only data for the chosen roles, formatted for print, and prompts the user to download the file.
Excel Export with Metric Breakdown
Given the manager opts for Excel format and selects metrics such as participation rate and approval time; When the manager requests the report; Then the system delivers an .xlsx file with separate sheets for each metric, including charts and raw data consistent with the selected parameters.
Report Parameter Validation
Given the manager enters invalid or missing parameters (e.g., end date before start date); When the manager attempts to export; Then the system displays clear validation errors and prevents export until parameters are corrected.
Large Dataset Performance
Given the manager exports a report covering a period with over 10,000 swap records; When the export is processed; Then the system completes the export within 30 seconds without timing out or crashing, and provides feedback on progress if necessary.

Group Matchmaker

Identifies and coordinates multi-party swaps when a single shift needs to be restructured among several employees. This collaborative matching system ensures complex swaps are resolved efficiently, maintaining optimal coverage with minimal managerial effort.

Requirements

Multi-Party Swap Detection
"As a store manager, I want the system to detect possible multi-party shift swaps so that I can fill scheduling gaps without manually coordinating each employee."
Description

Automatically analyzes shift schedules and change requests to identify groups of employees who can swap shifts in a chain, ensuring that each participant’s availability and role requirements are met. This feature leverages AI matching algorithms to evaluate all possible swap combinations, resolve coverage gaps, and provide a cohesive set of swap options that minimize managerial intervention and staffing disruptions.

Acceptance Criteria
Multi-party swap chain identification
Given a shift change request exists for employee A, When the system analyzes schedules, Then it identifies at least one valid swap chain involving employees B and C where each participant’s availability and role requirements are met.
Role and availability constraint validation
Given a proposed swap chain, When constraints are evaluated, Then no proposed swap violates employee availability or required role qualifications.
Coverage gap resolution
Given a shift gap created by an initial request, When the swap algorithm executes, Then at least one swap chain completely fills the coverage gap without creating new gaps.
Presentation of ranked swap options
Given multiple valid swap chains are found, When options are generated, Then the system ranks and displays the top three swap chains sorted by minimal impact on overall schedule stability.
Real-time schedule update upon approval
Given manager approval of a swap chain, When the confirmation is processed, Then the system updates all involved employees’ schedules within two seconds and sends confirmation notifications.
Availability Conflict Resolution
"As an employee, I want the system to ensure my availability before proposing a swap so that I’m not scheduled for a shift I can’t cover."
Description

Validates each proposed swap participant’s real-time availability, certifications, and scheduling preferences to prevent conflicts. When a conflict is detected, the system flags the issue, suggests alternative participants, or requests updated availability to ensure seamless shift coverage. This maintains schedule integrity and avoids assigning employees to shifts they cannot work.

Acceptance Criteria
Availability Validation for Proposed Swap Participants
Given a proposed multi-party swap When the swap is initiated Then the system verifies each participant’s real-time availability against their existing schedule and confirms no conflicts exist before allowing the swap to proceed.
Certification Verification before Swap Confirmation
Given selected participants for a shift requiring certification When the swap is proposed Then the system checks each participant’s certification status and flags any participant lacking required credentials, preventing confirmation until resolved.
Preference and Availability Suggestion Mechanism
Given a participant whose scheduling preferences conflict with the proposed shift When the system detects the mismatch Then it generates suggestions of alternative participants who satisfy both availability and individual scheduling preferences.
Alternative Participant Recommendations upon Conflict
Given one or more participants flagged for conflicts When the system identifies the issue Then it presents at least three alternative participants ranked by availability, certification match, and preference alignment.
User Prompt for Updated Availability Submission
Given no suitable alternatives are available When all recommended participants are unavailable or unqualified Then the system prompts the manager to request updated availability from specific employees and logs the request status.
Suggested Swap Chains Visualization
"As a store manager, I want to view suggested swap chains visually so that I can quickly understand and approve the most efficient solution."
Description

Provides an interactive visual representation of potential swap chains, displaying links between employees, shift times, and roles. Managers can explore different swap scenarios through a drag-and-drop interface, view real-time impact on coverage, and quickly select the optimal chain. This visualization aids in comprehending complex multi-party swaps at a glance.

Acceptance Criteria
Initial Suggested Swap Chains Display
Given a manager selects a shift requiring a swap, when the system generates suggestions, then at least three distinct swap chains with employee avatars, shift times, and roles are visually displayed.
Interactive Drag-and-Drop Chain Modification
Given a displayed swap chain, when the manager drags an employee node to a different chain position, then the visualization updates in real time showing the revised swap chain and coverage status.
Real-Time Coverage Feedback
Given the manager modifies a swap chain, when adjustments occur, then a coverage indicator updates immediately, displaying either 'Fully Covered' or 'Coverage Gap' with the number of unfilled slots.
Optimal Chain Selection Confirmation
Given multiple swap chains are presented, when the manager selects a chain and clicks 'Confirm', then the system applies the swaps, updates the schedule, and displays a success message within 2 seconds.
Scalability with Multi-Party Swaps
Given a shift involving up to six employees, when generating swap suggestions, then the system displays all valid swap chain permutations within 5 seconds.
Real-Time Notification and Confirmation
"As an involved employee, I want to receive real-time notifications and confirm proposed swaps so that I can respond promptly and avoid last-minute surprises."
Description

Sends push notifications and in-app alerts to all employees involved in a proposed group swap, detailing the new shift assignments and requiring confirmation. Employees can accept or decline in real time, and the system updates the swap chain dynamically based on responses, ensuring all positions are confirmed before finalizing the schedule.

Acceptance Criteria
Push Notification Delivery to All Participants
Given a group swap is proposed, when the proposal is generated, then push notifications are sent to all involved employees within 5 seconds and delivery status is 'Sent' for each recipient.
In-App Alert Display Accuracy
Given recipients open the app, when viewing the group swap alert, then the alert displays correct new shift times, locations, and the full list of participants without discrepancies.
Real-Time Response Handling
Given a recipient selects accept or decline, when the action is taken, then the response is recorded and sent to the system within 3 seconds and an acknowledgement is shown to the user.
Dynamic Swap Chain Update
Given any participant declines, when the system receives the decline, then it automatically identifies alternate participants, updates the swap chain, and notifies the next set of participants within 10 seconds.
Final Confirmation and Schedule Finalization
Given all participants have accepted, when the last acceptance is recorded, then the system finalizes the schedule, updates the master roster, and sends confirmation notifications to the manager and all participants within 5 seconds.
Manager Override and Approval
"As a store manager, I want to override or adjust suggested group swaps so that I can ensure coverage, fairness, and compliance with labor rules."
Description

Allows managers to review, adjust, or override AI-generated swap suggestions before finalization. Managers can add or remove participants, modify shift times, and approve the final chain of swaps. Once approved, the system locks the updated schedule and notifies all stakeholders of the confirmed changes.

Acceptance Criteria
AI-Generated Swap Review
Given a list of AI-generated swap suggestions, when the manager accesses the 'Pending Swaps' dashboard, then each suggestion must be displayed with proposed participants, shift timings, and coverage gaps, ensuring the manager can review all details.
Participant Modification
Given a proposed swap chain, when the manager removes or adds a participant, then the system must recalculate and display the updated swap chain and coverage, ensuring shifts remain filled.
Shift Time Adjustment
Given selected swap segments, when the manager edits start or end times, then the system must validate availability, adjust the suggestions accordingly, and flag any conflicts in real-time.
Override AI Suggestion
Given an unsatisfactory AI suggestion, when the manager opts to override a specific swap segment, then the system allows manual selection of alternative employees and updates the swap chain and coverage calculations.
Final Approval and Notification
Given a completed swap chain, when the manager approves the swap, then the system locks the schedule, prevents further edits, and sends notifications to all affected employees with updated shift details.

Threshold Sentinel

Sends instant, customizable alerts to managers and employees when scheduled hours approach predefined overtime limits, enabling proactive schedule adjustments before violations occur.

Requirements

Configurable Overtime Thresholds
"As a store manager, I want to define custom overtime limits per employee role so that I can maintain control over labor costs and adhere to legal regulations."
Description

Enable managers to define and manage custom overtime limits at the individual, role, or store level, ensuring alerts are triggered when scheduled hours approach these user-defined boundaries. Integrate seamlessly with existing scheduling data to provide tailored threshold settings per employee or group, allowing flexibility to accommodate varying labor agreements and compliance needs.

Acceptance Criteria
Setting Individual Overtime Threshold
Given a manager accesses an employee’s threshold settings When the manager inputs and saves a custom weekly overtime limit Then the system persists the limit, displays a confirmation message, and applies the threshold to that employee’s schedule
Configuring Role-Based Overtime Limits
Given a manager selects a specific job role in the threshold configuration When the manager defines and saves an overtime limit for that role Then all employees with that role inherit the new limit and the schedule interface reflects the updated threshold
Defining Store-Level Overtime Boundaries
Given a manager opens the store-wide settings When the manager sets daily and weekly overtime limits for the store Then the system applies these limits to every employee in the store and shows active store thresholds on the scheduling dashboard
Threshold Alert Trigger
Given an employee’s scheduled hours reach 90% of a configured overtime limit When the schedule is finalized Then the system sends an alert to both manager and employee within 5 seconds and logs the alert event
Editing Existing Overtime Thresholds
Given a manager navigates to an existing overtime threshold entry When the manager modifies the limit and confirms changes Then the system immediately updates the threshold, logs the modification with timestamp and user ID, and notifies the manager of success
Real-time Monitoring Engine
"As a scheduler, I want the system to continuously track upcoming scheduled hours so that I receive immediate warnings before employees reach overtime limits."
Description

Implement a continuous monitoring service that evaluates scheduled shifts against overtime thresholds in real time. The engine should process schedule updates instantly, detect threshold approach events, and trigger alerts without delay to prevent unplanned overtime occurrences.

Acceptance Criteria
Employee Overtime Threshold Approaching Alert
Given a scheduled shift update When an employee's total scheduled hours for the current week reach 90% of the predefined overtime threshold Then the monitoring engine must trigger an instant alert to both the manager and the employee within 5 seconds
Immediate Alert on Threshold Breach
Given a new shift assignment that causes an employee's total scheduled hours to exceed the overtime limit When the breach occurs Then the system must send a high-priority alert to the manager and employee within 2 seconds
Configurable Threshold Changes
Given a manager updates the overtime threshold settings in the admin panel When the new threshold values are saved Then the monitoring engine must apply the updated thresholds immediately and log the configuration change
Real-Time Monitoring Under High Load
Given 100 simultaneous schedule updates occur When processed by the monitoring engine Then at least 95% of alerts must be generated and dispatched within 5 seconds with zero missed events
Alert Delivery Confirmation
Given an alert has been triggered When the alert is dispatched to both manager and employee channels Then the system must log delivery confirmation and retry failed deliveries up to 3 times
Multi-channel Alert Delivery
"As an employee, I want to receive overtime warnings through my preferred channel so that I never miss critical schedule alerts."
Description

Develop a notification system capable of dispatching threshold alerts via multiple channels, including email, SMS, and push notifications. Provide channel preferences at both manager and employee levels to ensure timely receipt of warnings on the user’s preferred platform.

Acceptance Criteria
Manager Configures Alert Channel Preferences
Given a manager is on their notification settings page, when they select or deselect email, SMS, or push notifications and click save, then the system stores their channel preferences and displays a confirmation message.
Employee Updates Notification Preferences
Given an employee accesses their alert settings, when they choose preferred channels and confirm changes, then their preferences are updated in the system and visible in their profile within 3 seconds.
Threshold Alert Delivered via Email
Given a scheduled user’s hours reach the predefined threshold and the user has email enabled, when the threshold is crossed, then the system sends an email alert containing schedule details to the user’s verified email address within 60 seconds.
Threshold Alert Delivered via SMS
Given a scheduled user’s hours reach the predefined threshold and the user has SMS enabled with a valid phone number, when the threshold is crossed, then the system sends an SMS alert with schedule details to the user’s phone within 60 seconds.
Threshold Alert Delivered via Push Notification
Given a scheduled user’s hours reach the predefined threshold and the user has push notifications enabled on their registered device, when the threshold is crossed, then the system pushes a mobile notification with schedule details to the user within 30 seconds.
Escalation Protocols
"As an HR director, I want unaddressed overtime alerts to escalate to senior management so that potential labor law violations are addressed promptly."
Description

Design an escalation workflow that automatically notifies higher-level managers or HR if primary recipients do not acknowledge or act on threshold alerts within a configurable time window. Include escalation rules, recipient hierarchies, and retry intervals to guarantee visibility and follow-up on critical warnings.

Acceptance Criteria
Unacknowledged Alert Within Time Window
Given an overtime threshold alert is sent to the primary manager, when no acknowledgment is received within the configured escalation window, then the system automatically forwards the alert to the next recipient in the hierarchy.
Multiple Escalation Levels Follow-up
Given the first escalation recipient does not acknowledge the alert within the retry interval, when the retry interval elapses, then the system continues escalating the alert according to the defined recipient hierarchy until acknowledged or maximum retries are reached.
Configurable Retry Intervals Applied
Given the escalation settings include a configurable retry interval, when these settings are saved, then all pending and future escalations adhere to the specified retry intervals.
Recipient Hierarchy Updates
Given the escalation recipient hierarchy is modified, when the update is saved, then all subsequent alerts use the new hierarchy without requiring system restart or manual intervention.
Escalation Completion Logging
Given an alert is acknowledged by any escalation recipient, when acknowledgment occurs, then the system logs the complete escalation path, timestamps, and acknowledgment details for audit purposes.
Threshold Alert Dashboard
"As a district manager, I want a dashboard view of all threshold alerts across stores so that I can identify hotspots and take corrective action proactively."
Description

Create an interactive dashboard within the Shiftly application displaying current overtime thresholds, active warnings, upcoming risk events, and historical alert logs. Offer filtering, sorting, and drill-down capabilities to help managers analyze and respond to overtime risks quickly.

Acceptance Criteria
Overtime Threshold Overview Display
Given the manager navigates to the Threshold Alert Dashboard When the dashboard loads Then all predefined overtime threshold values are displayed accurately with corresponding department and role labels
Active Overtime Warnings Display
Given one or more employees have exceeded or are within 90% of their overtime threshold When the manager views the Active Warnings panel Then all active warnings are listed with employee name, overtime hours, and threshold percentage in descending order
Upcoming Overtime Risk Drill-down
Given an upcoming risk event is flagged within the next 48 hours When the manager clicks on the risk event entry Then detailed information is displayed including employee schedule, projected hours, alternative shift options, and contact buttons
Historical Alert Logs Access
Given the manager selects the Historical Logs tab When the logs are retrieved for a specified date range Then the dashboard displays all past alerts with timestamps, resolution status, and remarks, and allows export to CSV
Filtering and Sorting Alerts
Given alerts are displayed on the dashboard When the manager applies a filter by department or date and sorts by hours or alert severity Then the alert list updates in real-time to reflect the selected filters and sort order

Auto-Shift Balancer

Automatically redistributes hours across available staff or suggests swap opportunities to maintain compliance, seamlessly adjusting the roster to prevent overtime without manual intervention.

Requirements

Real-Time Overtime Prevention
"As a store manager, I want the system to auto-adjust scheduled hours so that no employee exceeds overtime thresholds, ensuring cost control and compliance."
Description

Automatically monitors employees’ scheduled hours in real time and redistributes upcoming shifts to prevent any individual from exceeding predefined daily or weekly hour limits. Integrates with the core scheduling engine to recalculate assignments instantly when new shifts are created or edited, ensuring managers never breach overtime regulations and minimizing labor cost overruns.

Acceptance Criteria
Scheduling a Shift That Exceeds Employee’s Weekly Hour Limit
Given a manager attempts to schedule a new shift that would push an employee’s total hours above the weekly limit When the scheduler processes the assignment Then the system automatically redistributes the shift to another eligible employee or suggests swap options and prevents overtime
Editing an Existing Shift Causing Daily Overtime
Given an existing shift is edited to extend an employee's hours beyond the daily limit When changes are saved Then the system recalculates and reassigns hours to avoid exceeding the limit and notifies the manager of the adjustment
Bulk Shift Creation Across Multiple Days Potentially Causing Overtime
Given the manager creates multiple shifts in bulk for an employee across a week When the bulk creation is submitted Then the system flags any overtime potential and automatically reallocates shifts to maintain compliance
Real-Time Alert on Impending Overtime
Given an employee's schedule approaches 95% of their allowable hours When the threshold is reached Then the system sends a real-time alert to the manager and suggests reassignment actions
System Prevents Manual Override of Overtime Redistribution
Given a manager tries to manually override the system’s redistribution to enforce a shift that causes overtime When the override is attempted Then the system blocks the action and displays an error indicating compliance requirements
Compliance Rules Enforcement
"As a compliance officer, I want schedules to automatically respect labor laws so that the company remains compliant without manual checks."
Description

Enforces local labor regulations, including mandatory rest periods, maximum consecutive work hours, and fair scheduling mandates. The system validates each proposed schedule change against a configurable compliance rule set and blocks or flags assignments that violate policies, ensuring legal adherence and reducing audit risk.

Acceptance Criteria
Overtime Prevention on Consecutive Shifts
Given a staff member scheduled for a shift that would exceed the maximum of 8 consecutive work hours, When the manager attempts to save the schedule, Then the system blocks the assignment and displays an error indicating the overtime violation.
Mandatory Rest Period Enforcement
Given a staff member has completed a shift ending at 10 PM, When the manager tries to schedule a new shift less than 12 hours later, Then the system prevents the assignment and prompts to adjust for the mandatory rest period.
Fair Scheduling for Weekend Shifts
Given multiple employees have volunteered for weekend shifts, When the system assigns weekend coverage, Then it distributes weekend hours evenly across qualified staff to comply with fair scheduling mandates.
Configurable Compliance Rule Updates
Given an administrator updates the local labor regulation parameters in the rule set, When the changes are saved, Then all subsequent schedule validations use the updated rules and block assignments that violate the new settings.
Violation Flagging for Audit Trail
Given a schedule change request that conflicts with compliance rules, When the system flags the request, Then it logs the violation with details (employee, rule violated, timestamp) and marks it for audit review without blocking the change.
Even Workload Distribution
"As a store manager, I want workloads to be balanced across my team so that no one is overburdened and each employee receives a fair share of hours."
Description

Balances total assigned hours across all available staff by analyzing existing allocations and proactively shifting open or low-priority hours to underutilized employees. This evens out workloads, boosts staff morale, and prevents burnout by ensuring fair distribution of shifts.

Acceptance Criteria
Late Shift Swap Optimization
Given a published roster with open or low-priority hours, when Auto-Shift Balancer runs, then the system assigns those hours to employees with the lowest total hours who are available, ensuring no employee's weekly hours exceed the target threshold; and confirm the redistribution reduces the workload variance by at least 80%
Weekly Schedule Balancing
Given a completed weekly schedule, when the balancer is executed, then the total assigned hours per employee must not deviate by more than 5% from the average hours across all employees
Last-Minute Availability Adjustment
Given an employee updates their availability within 24 hours of a scheduled shift, when Auto-Shift Balancer recalculates the schedule, then any removed or open hours are reassigned to eligible underutilized staff within availability window and no employee's hours exceed compliance limits
Overtime Prevention Alert
Given projected hours that would cause an employee to exceed overtime thresholds, when the system processes the schedule, then it alerts the manager and automatically shifts excess hours to other qualified employees without exceeding their individual hour targets
Underutilization Detection
Given the current schedule data, when the system analyzes workloads, then it identifies any employee with assigned hours at least 20% below the team average and automatically suggests additional hours to balance workload
Swap Suggestion Engine
"As an employee, I want the system to suggest colleagues I can swap shifts with so that I can easily adjust my schedule around personal commitments."
Description

Identifies optimal shift-swap opportunities by matching employees based on availability, skill set, and scheduling preferences. Provides managers and employees with ranked swap suggestions to fill coverage gaps quickly and maintain service levels with minimal manual coordination.

Acceptance Criteria
Last-Minute Understaffed Shift Swap
Given a shift starting within 2 hours that is understaffed by at least one employee, when the manager requests swap suggestions, then the system displays a ranked list of up to 5 employees eligible to swap based on availability, skill set, and preferences.
Employee-Initiated Swap Request
Given an employee submits a swap request for an assigned shift, when the system processes the request, then it generates and displays at least 3 suitable swap candidates to the requester with matching availability and equivalent qualifications.
Skill-Match for Critical Role Shift Swap
Given a critical role shift with unique skill requirements, when a swap is needed, then the system suggests only those employees whose skills and certifications match the original role requirements.
Overtime Prevention Swap Suggestion
Given an employee is at risk of exceeding scheduled hours leading to overtime, when the system evaluates potential swaps, then it excludes suggestions that would push any employee’s hours above the predefined weekly limit.
Preference-Aligned Swap Suggestion
Given employees have set shift preferences and constraints, when generating swap suggestions, then the system prioritizes matches that align with both employees’ preference scores and respects any blackout dates or times.
Roster Adjustment Notifications
"As an employee, I want to receive instant alerts when my shifts change so that I am always aware of my updated schedule."
Description

Delivers real-time notifications to managers and affected employees whenever the auto-balancer modifies the schedule. Notifications include details of changes, rationale, and options to accept or request manual review, ensuring transparency and timely acknowledgement of adjustments.

Acceptance Criteria
Manager Notification Dispatch
Given an automated roster adjustment occurs When the adjustment completes Then the system sends a notification to the manager's dashboard and email within 5 seconds
Employee Notification Receipt
Given an employee's shift is changed by the auto-balancer When the adjustment is made Then the employee receives a notification on mobile and email that includes shift details within 10 seconds
Acknowledgement by Employee
Given an employee has received a notification When the employee views the notification Then they can acknowledge or dispute the change within 30 minutes and the system updates the notification status accordingly
Manager Manual Review Request
Given an employee disputes a change When the employee selects 'Request Manual Review' Then the system creates a review ticket for the manager and notifies the manager immediately
Notification Rationale Display
Given a roster adjustment notification is generated When viewed by the recipient Then it displays the reason for change the affected hours and compliance rules applied all within the notification body

Policy Builder

Allows HR and managers to define and customize labor rules—such as state-specific overtime thresholds, break requirements, and weekly hour caps—ensuring the system aligns with internal policies and legal regulations.

Requirements

Custom Overtime Rules
"As an HR manager, I want to set state-specific overtime thresholds so that the system automatically calculates overtime pay accurately and ensures compliance with local labor laws."
Description

Allows HR and managers to define overtime thresholds based on region or state, specifying when overtime rates apply and the multiplier for each threshold. This integrates with the scheduling engine to automatically calculate overtime pay, enforce rules during shift assignment, and generate alerts when scheduled hours exceed defined limits.

Acceptance Criteria
Defining State-Specific Overtime Threshold
Given an HR admin selects a state in Policy Builder, when they enter a weekly overtime threshold (e.g., 40h), then the system saves and displays the correct threshold for that state in the rules list.
Applying Overtime Multiplier in Schedule Preview
Given a schedule includes hours beyond the state threshold, when a manager previews the schedule, then the system applies and displays the defined overtime multiplier for each overtime hour.
Alert Generation for Exceeding Weekly Hour Caps
Given an employee’s assigned hours exceed the weekly cap defined for their region, when the schedule is finalized, then the system generates an alert to the manager with employee name, total hours, and cap exceeded.
Overtime Pay Calculation Accuracy
Given a completed timesheet with regular and overtime hours, when generating the payroll report, then overtime pay is calculated as (hours over threshold) × (defined multiplier) and itemized correctly in the report.
Integration with Scheduling Engine During Shift Assignment
Given assigning a new shift pushes an employee’s hours over the overtime threshold, when the manager attempts assignment, then the system flags the overtime condition and prompts confirmation before finalizing.
Break Compliance Enforcement
"As a store manager, I want the system to enforce break requirements automatically so that I can ensure my staff receive legally mandated breaks without manual checks."
Description

Enables definition of mandatory break durations and frequencies, including paid and unpaid breaks, per labor regulation. The system will flag schedules that violate break requirements during shift creation and notify managers to adjust schedules before publishing.

Acceptance Criteria
Shift Created Without Required Breaks
Given a shift exceeding 6 hours without any breaks defined, when the manager attempts to save the schedule, then the system flags the shift and displays an error indicating missing breaks.
Paid Break Duration Compliance
Given a shift longer than 4 hours, when the manager adds breaks, then the system requires at least a 15-minute paid break and highlights if the duration is shorter.
Unpaid Break Frequency Validation
Given an employee working multiple shifts in a week, when breaks are scheduled, then the system verifies that unpaid breaks occur at least once every 5 hours of work and flags any frequency violations.
Automatic Schedule Publication Block on Violations
Given a schedule with one or more break requirement violations, when the manager attempts to publish the schedule, then the system prevents publication and lists all break compliance errors.
Manager Notification of Break Violations
Given a schedule save action triggers break violations, when the system flags the errors, then the manager receives a real-time notification summarizing each violation by employee and shift.
Weekly Hour Caps
"As an operations manager, I want to cap weekly hours for part-time employees so that I can adhere to company policies and prevent overworking staff."
Description

Provides functionality to set maximum allowable working hours per week for individual employees and roles. The scheduler will prevent assignment of shifts that would exceed these caps and alert managers when an employee is approaching the limit.

Acceptance Criteria
Assigning a Shift Within Weekly Cap
Given an employee has a weekly cap of 40 hours, When scheduling a new 8-hour shift and the employee’s total scheduled hours remain at or below 40 hours, Then the system successfully assigns the shift without error.
Preventing Shift Exceeding Weekly Cap
Given an employee has 38 scheduled hours and a 40-hour weekly cap, When attempting to assign a 4-hour shift, Then the system blocks the assignment and displays an error indicating the weekly cap would be exceeded.
Alerting Manager Near Weekly Cap Threshold
Given an employee’s scheduled hours reach or exceed 85% of their weekly cap, When a new shift is added that maintains or surpasses this threshold, Then the system sends an alert notification to the manager highlighting the employee is near their cap.
Applying Role-Based Weekly Cap
Given a role is configured with a default weekly cap of 30 hours and no individual override exists, When scheduling shifts for an employee in that role, Then the system enforces the 30-hour limit and prevents assignments beyond it.
Updating Weekly Cap and Rescheduling
Given an employee’s weekly cap is increased mid-week from 30 to 45 hours, When viewing or modifying scheduled shifts, Then the system recalculates availability and permits assignments up to the updated 45-hour cap.
Policy Template Library
"As an HR specialist, I want a library of labor policy templates so that I can quickly apply and customize standard regulations without building rules from scratch."
Description

Offers a library of preconfigured policy templates for common labor regulations (e.g., federal, state, or industry-specific rules) that can be imported and customized. This accelerates policy setup, reduces configuration errors, and ensures baseline compliance.

Acceptance Criteria
Import Federal Policy Template
Given the user has accessed the Policy Template Library When they select a federal policy template and click “Import” Then the template’s rules load into the Policy Builder with default values matching federal regulations And a success notification is displayed
Customize Imported Template
Given a template is imported into the Policy Builder When the user updates parameters such as overtime threshold, break requirement, and weekly hour cap And clicks “Save” Then the modified values persist And the policy summary reflects the updated rules
Validate State-Specific Rules
Given the user filters templates by a selected state When they view the filtered list Then only templates applicable to that state are displayed And each template’s details show the correct state-specific labor rules
Handle Template Import Errors
Given an error occurs during template import (e.g., network failure or invalid template) When the user attempts to import Then the system displays a clear error message And the current policy configuration remains unchanged
Preview Policy Effects
Given a template is imported and customized When the user clicks “Preview” Then the system generates a sample weekly schedule simulation And highlights any potential compliance violations based on the current policy rules
Regulation Updates Notification
"As an HR administrator, I want to receive alerts when labor regulations change so that I can update policies promptly and avoid compliance issues."
Description

Monitors changes in labor laws and regulations and sends notifications to HR and managers when relevant policies need updating. The system will highlight affected rules and provide guidance on adjustments required to maintain compliance.

Acceptance Criteria
Regulatory Change Detection
Given a new labor law update is published in the integrated regulatory data source When the system executes its daily polling for updates Then it must identify all affected internal policies and log the changes within 12 hours of publication
Notification Dispatch to Stakeholders
Given one or more policies are flagged as affected When the system generates a compliance notification Then it must send an email and in-app alert to all HR users and assigned store managers within 1 hour of detection
Affected Policies Highlight
Given a notification is delivered When a recipient views it in the app or email Then it must clearly list each affected policy name, specify the rule change, and provide a concise summary of what was updated
Guidance Inclusion in Notification
Given the notification content When it is formatted Then it must include a direct link to the Policy Builder guidance section filtered to only the affected policies and display recommended adjustment steps
Acknowledgement and Tracking
Given a recipient clicks the acknowledge button on a notification When the action is performed Then the system must record the user’s identity, timestamp the acknowledgement, and mark the notification as resolved in the dashboard

Overtime Oracle

Utilizes historical data and real-time scheduling inputs to forecast potential overtime risks days or weeks in advance, providing insights that help managers plan staffing levels more effectively.

Requirements

Predictive Overtime Engine
"As a store manager, I want to receive accurate overtime risk forecasts so that I can adjust staffing proactively and avoid unexpected labor costs."
Description

A forecasting engine that analyzes historical labor data and real-time scheduling inputs to predict potential overtime risks up to two weeks in advance. It applies adjustable thresholds and statistical models to identify days and shifts with high overtime probability, enabling proactive staffing adjustments and reducing unplanned labor costs.

Acceptance Criteria
High Overtime Risk Alert Generation
Given historical labor and schedule data is available When the Predictive Overtime Engine runs Then any shift with predicted overtime probability above the defined threshold is flagged in the manager’s dashboard
Manager Threshold Adjustment Application
Given a manager adjusts the overtime risk threshold to a custom value When the engine recalculates forecasts Then only shifts exceeding the new threshold are flagged
Two-Week Forecast Accuracy Verification
Given actual overtime occurrences logged over a two-week period When comparing them to the engine’s forecasts Then at least 90% of truly overtime-incurring shifts must have been flagged
Real-Time Data Integration Validation
Given a schedule update occurs in the system When the engine ingests this update Then the overtime risk forecast refreshes within five minutes to reflect the change
Proactive Staffing Suggestion Display
Given shifts flagged for high overtime risk When a manager views the forecast results Then the system provides at least two alternative staffing adjustment suggestions per flagged shift
Historical Data Connector
"As an operations manager, I want the system to sync historical scheduling and timesheet data so that overtime forecasts are based on complete and accurate information."
Description

A data integration module that securely imports and normalizes past scheduling records, time clock logs, and payroll data from existing HR and POS systems. It ensures continuous synchronization and data integrity so that the forecasting engine has a complete and up-to-date dataset for reliable predictions.

Acceptance Criteria
Initial Data Import from HR System
Given valid connection credentials and endpoint, When the connector initializes, Then it successfully retrieves all historical scheduling records from the HR system, normalizes data types, and stores them in the database without errors.
Routine Time Clock Logs Synchronization
Given new time clock entries in the POS system, When the connector runs its scheduled sync job every hour, Then it fetches, normalizes, and appends only the new or updated records to the historical dataset within 5 minutes of execution.
Data Format Variations Handling
Given payloads with missing optional fields or different date formats, When the connector processes the data, Then it applies normalization rules to standardize formats and populates default values for missing fields without rejecting the record.
Conflict Resolution for Duplicate Records
Given duplicate records with conflicting timestamps from payroll and time clock sources, When the connector merges data, Then it retains the record with the latest modified timestamp and logs both records in the audit trail.
Secure Data Transfer and Integrity Verification
Given encrypted transfer settings and SSL certificates, When the connector transmits data, Then it uses TLS 1.2+, verifies certificates, ensures checksums match, and rejects any files failing integrity checks, logging an error.
Real-time Schedule Monitor
"As a manager, I want real-time monitoring of schedule changes and staff availability so that forecasts reflect the latest data."
Description

A monitoring service that ingests live scheduling changes, staff availability updates, and shift swap requests. By capturing real-time inputs, it ensures forecasts dynamically adjust to last-minute changes, maintaining forecast accuracy and helping managers respond quickly to evolving staffing needs.

Acceptance Criteria
Live Shift Update Ingestion
Given a shift assignment is modified in the scheduling system When the change is sent to the monitoring service Then the service ingests the update within 2 seconds and returns a 200 OK response
Staff Availability Change Detection
Given a staff member updates their availability When the update is submitted Then the monitoring service logs the change within 1 second and flags the updated availability in the forecasting model
Shift Swap Request Processing
Given two staff members request a shift swap When the swap request is forwarded to the monitoring service Then the service acknowledges the request and updates both staff members’ schedules within 2 seconds
Forecast Recalibration After Last-Minute Change
Given a last-minute shift cancellation occurs within 1 hour of shift start When the monitoring service receives the cancellation Then it recalibrates the overtime forecast within 5 seconds and notifies the manager dashboard of any risk changes
Real-Time Dashboard Update
Given any scheduling event When the monitoring service processes the event Then the real-time dashboard reflects the updated forecasted overtime risk and staffing levels within 3 seconds
Overtime Alert Notifications
"As a manager, I want to receive alerts when predicted overtime risk exceeds my set thresholds so that I can make timely scheduling adjustments."
Description

A notification system that sends customizable email, SMS, or in-app alerts when predicted overtime risk crosses user-defined thresholds. It allows managers to set alert criteria by store, department, or role and delivers timely prompts for schedule adjustments to mitigate upcoming overtime.

Acceptance Criteria
Threshold Exceeded Email Alert
Given a manager has set an email alert threshold of 100 hours for Store A When the predicted overtime risk for Store A reaches or exceeds 101 hours Then the system sends an email to the manager's email address within 5 minutes containing the store name, time period, predicted overtime hours, and a link to adjust the schedule
SMS Alert for Department Threshold
Given a manager has configured an SMS alert threshold of 20 hours for the Electronics department When predicted overtime risk for the Electronics department exceeds 20 hours Then the system sends an SMS to the manager's validated mobile number within 2 minutes containing department name, predicted hours, threshold, and a prompt to review the schedule
In-App Alert for Role-Based Overtime Risk
Given a manager has enabled in-app notifications for the Cashier role When the predicted overtime risk for Cashiers in Store B crosses the set threshold Then the application displays a real-time in-app notification and increments the unread notifications count with the role name, predicted hours, and a link to the schedule view
Threshold Customization Persistence
Given a manager customizes the overtime alert threshold to 15 hours for the Stock Associate role When the manager logs out and logs back in Then the system displays the saved threshold of 15 hours for the Stock Associate role in the alert settings
Multiple Channel Notification Preference
Given a manager selects email and SMS channels for overtime alerts When the predicted risk for any configured scope crosses thresholds Then the system sends notifications via both email and SMS within their respective delivery times and does not send notifications via unselected channels
Forecast Dashboard Visualization
"As a manager, I want a visual dashboard of overtime forecasts and trends so that I can quickly understand and compare risk across locations and roles."
Description

An interactive dashboard presenting overtime risk forecasts with visual charts, heat maps, and trend lines. Users can filter views by date range, location, and role, and access drill-down details on high-risk shifts, enabling clear insights and data-driven staffing decisions.

Acceptance Criteria
Overtime Risk Overview for a Location
Given a store manager views the forecast dashboard for a specific location, When the manager selects a location, Then the dashboard displays an overtime risk chart summarizing risk levels by day for that location.
Filtering Forecasts by Date Range
Given a manager needs to plan staffing for an upcoming two-week period, When the manager sets the start and end dates on the dashboard filter, Then only overtime risk data within that date range is displayed in all visualizations.
Drill-down into High-Risk Shift Details
Given a manager identifies a spike in the overtime risk heat map, When the manager clicks on a high-risk cell, Then a detailed list of shifts contributing to that risk, including date, time, and employees involved, is shown.
Heat Map Visualization for Role-Based Risks
Given a manager wants to assess role-specific overtime exposure, When the manager filters the dashboard by role, Then the heat map updates to highlight days and times where that role is at highest risk of overtime.
Trend Analysis over Time
Given a manager reviews overtime trends, When the manager selects the trend line view, Then the dashboard plots historical and forecasted overtime risk over time with options to toggle between weekly and monthly views.

Compliance Compass

Features a central dashboard displaying live compliance metrics, upcoming overtime warnings, and recent adjustments, offering a clear overview of labor law adherence and reducing audit risks.

Requirements

Real-Time Compliance Metrics Dashboard
"As a store manager, I want to view live compliance metrics on a central dashboard so that I can quickly identify and resolve any labor law or policy violations."
Description

Develop a centralized dashboard that displays live compliance metrics including labor hour usage, break violations, and role coverage gaps, providing managers with at-a-glance insights into adherence with labor laws and internal policies.

Acceptance Criteria
Real-Time Labor Hour Utilization Display
Given the dashboard is loaded with live data, When the manager views the labor hours section, Then the total scheduled vs actual labor hours for the current week are accurately displayed and updated every minute.
Break Violation Alert Trigger
Given an employee misses a scheduled break, When the break violation occurs, Then the dashboard highlights the violation in red and sends a notification within 30 seconds.
Role Coverage Gap Identification
Given upcoming shifts are unfilled, When there is a role coverage gap, Then the dashboard lists each gap with role name, time window, and number of employees needed, updating in real time.
Overtime Threshold Warning
Given an employee is approaching overtime limits, When projected hours exceed 40 hours in the week, Then a warning indicator appears on the employee row and an alert is sent to the manager.
Metric Data Refresh Performance
Given live metrics need updating, When data refresh is initiated, Then all compliance data refreshes within 5 seconds without page reload.
Automated Overtime Warning Alerts
"As a payroll administrator, I want to receive automatic warnings when an employee is nearing overtime so that I can adjust schedules proactively and stay compliant."
Description

Implement an alerts system that automatically notifies managers and payroll administrators when employees approach or exceed scheduled work hour thresholds, helping to prevent unplanned overtime costs and labor law breaches.

Acceptance Criteria
Threshold Approach Notification
Given an employee’s logged hours reach 90% of scheduled hours When the system performs its hourly check Then a warning alert must be generated and delivered to the manager within 5 minutes
Overtime Exceedance Alert
Given an employee’s worked hours exceed the scheduled threshold When the time entry is recorded Then an overtime alert must be sent immediately to both the manager and payroll administrator
Notification Settings Customization
Given a manager updates the overtime warning threshold in settings When the manager saves the preferences Then all subsequent alerts must adhere to the newly configured threshold
Alert Delivery Verification
Given the system triggers an alert When the alert is sent Then the manager must receive it on both the web dashboard and mobile app within 1 minute
Historical Alert Log Access
Given a manager navigates to the compliance dashboard When viewing the alert history for the past 30 days Then the system must display all generated alerts with timestamps and statuses
Comprehensive Audit Trail Logging
"As an HR auditor, I want to access a detailed log of all schedule modifications so that I can verify compliance actions and maintain accountability."
Description

Build a secure, time-stamped audit log that records all scheduling changes, compliance overrides, and user actions, ensuring a full history of events for internal reviews and external audits.

Acceptance Criteria
Logging Shift Assignment Changes
Given a manager updates a shift assignment When the update is saved Then the system logs the manager’s user ID, the timestamp, the original shift details, and the updated shift details into the audit trail
Recording Compliance Override Events
Given a user executes a compliance override When the override is confirmed with reason and authorization Then the system logs the user ID, timestamp, override reason, and authorization reference in the audit log
Time-Stamp Integrity Verification
Given an audit log entry is created When retrieved for review Then the timestamp must conform to ISO 8601 format and reflect the system time within one second tolerance
User Action Traceability in Scheduling
Given any scheduling action (create, edit, delete shift) When the action occurs Then the system logs the action type, user ID, timestamp, and the affected scheduling entity in sequence order
Secure Storage and Access Control for Audit Logs
Given a user requests access to the audit logs When the request is processed Then the system enforces role-based access control granting read-only access to authorized roles and logs any unauthorized access attempts
Regulatory Update Integration Engine
"As a compliance officer, I want the system to update labor law rules automatically so that Shiftly always applies the correct regulations without manual maintenance."
Description

Integrate with external compliance regulation feeds and allow for manual input of new labor law parameters, so that the system automatically adapts to changes in regional labor regulations and union agreements.

Acceptance Criteria
Automatic Ingestion of Regulatory Feeds
Given the system is connected to an external regulatory feed When a new labor regulation is published Then the system automatically retrieves and parses the regulation within 5 minutes And updates the internal regulation database with no errors
Manual Parameter Addition
Given a manager accesses the manual input interface When they enter a new labor law parameter including region, maximum weekly hours, and effective date And submit the form Then the parameter is validated for completeness And added to the regulation database successfully
Conflict Detection Between Regulations
Given overlapping regulations are present in the database When a new regulation is ingested or manually added Then the system identifies conflicts between regulations And flags them for manager review within the dashboard
Regional Regulation Override
Given a region-specific regulation provided manually When its effective date overlaps an existing feed-sourced regulation Then the system applies the manual regulation as the primary rule for that region And logs the override event with timestamp and user ID
Feed Failure Fallback Mechanism
Given the regulatory feed fails due to a connection error When the system retries the connection for three attempts And all attempts fail Then the system switches to a cached regulation set And sends an alert to administrators within 10 minutes
Custom Compliance Reporting Module
"As a district manager, I want to generate tailored compliance reports so that I can review performance across multiple stores and share findings with senior leadership."
Description

Create a reporting module that enables managers to generate and export customized compliance reports—filtering by date ranges, locations, labor types, and violation types—facilitating stakeholder reporting and audit preparation.

Acceptance Criteria
Manager applies custom filters
Given the manager selects a date range, one or more locations, labor types, and violation types When the manager clicks 'Generate Report' Then the report preview displays only the records matching all selected filters
Preview displays correct summary metrics
Given the report preview is displayed When the manager reviews summary metrics Then total hours, total violations, and other summary figures accurately reflect the filtered dataset
Export to PDF
Given the report preview is correct When the manager selects 'Export PDF' Then the system generates a PDF containing the report data, summary metrics, filters used, and generation timestamp
Export to CSV
Given the report preview is correct When the manager selects 'Export CSV' Then the system generates a CSV file with appropriate column headers and all filtered records
High-volume export performance
Given the selected filters return over 10,000 records When the manager exports the report in any format Then the export completes within 60 seconds without errors

PayOnDemand

Enables Flex Staff to instantly withdraw a portion of their earned wages on-demand, any time of day, via a secure API. This eliminates waiting for the next pay cycle, alleviates financial stress, and empowers employees with immediate access to funds when they need them most.

Requirements

Secure API Integration
"As a Flex Staff member, I want to connect to a secure API so that I can safely request on-demand access to my earned wages."
Description

Integrate Shiftly with the PayOnDemand API using secure, encrypted communication channels for authentication, token management, and error handling. Ensure all API calls adhere to industry-standard encryption (e.g., TLS 1.2+), implement OAuth 2.0 flows for token issuance and refresh, and handle timeouts and retries gracefully. This integration will enable Flex Staff to initiate wage withdrawals on-demand while maintaining end-to-end data security and compliance.

Acceptance Criteria
OAuth2 Token Issuance
Given valid client credentials, when the system requests an access token from the PayOnDemand API, then the API returns a valid access token and a 200 OK status.
Access Token Refresh
Given an expired access token, when the system submits a refresh token request, then the API issues a new access token and refresh token pair with appropriate scopes.
Wage Withdrawal API Call Security
Given a valid access token, when the system initiates a wage withdrawal request over TLS 1.2 or higher, then the API returns a 201 Created status and the transaction data is encrypted in transit.
Transient Error Retry Mechanism
Given a transient network failure indicated by a 5xx status, when the initial API request fails, then the system automatically retries the request up to three times with exponential backoff.
Request Timeout Handling
Given a configured timeout threshold, when an API call exceeds the timeout, then the system aborts the request, returns a timeout error to the caller, and logs the timeout event.
Real-Time Earnings Calculation
"As a Flex Staff member, I want to see my current earned wages in real time so that I know exactly how much I can withdraw."
Description

Calculate the user’s available earnings in real time by aggregating completed shifts, hours worked, pay rates, and any previous cashouts. The system should update balances instantly as time entries are approved, display the current available amount accurately, and prevent overdraws. This ensures users see a precise, up-to-the-second balance before initiating withdrawals.

Acceptance Criteria
Immediate Balance Update After Shift Approval
Given a completed shift is approved, when the approval is processed, then the user’s available earnings balance updates within 1 second to include the newly approved shift’s earnings.
Prevention of Overdraw During Withdrawal
Given a user’s available balance and a withdrawal request, when the requested amount exceeds the available balance, then the system blocks the withdrawal and displays an 'Insufficient Funds' error message.
Reflecting Previous Cashouts in Balance
Given a user’s history of completed shifts and prior cashouts, when calculating available earnings, then the system deducts all previous cashouts from the aggregate shift earnings and displays the correct balance.
Live Pay Rate Adjustments
Given a shift’s pay rate is updated before approval, when calculating available earnings, then the system uses the updated pay rate to compute the shift’s earnings in real time.
Real-Time Display on Withdrawal Initiation
Given a user navigates to the withdrawal screen, when the screen loads, then the available earnings balance displayed reflects all approvals and cashouts processed up to the last second.
Partial Withdrawal Processing
"As a Flex Staff member, I want to withdraw a portion of my earned wages so that I can access funds when I need them."
Description

Enable Flex Staff to request withdrawal of a specified portion of their available balance. The system must validate the requested amount against the current balance, calculate any applicable fees, and securely initiate the transfer to the user’s linked bank or payment account. Ensure the process completes within defined service-level targets (e.g., under 2 minutes) and handles failures with clear error messages and retry logic.

Acceptance Criteria
Valid Partial Withdrawal Request
Given a Flex Staff member with an available balance of $X, when they request withdrawal of an amount less than or equal to $X, then the system validates the request, calculates the applicable fee, and returns a confirmation with the net payout amount.
Exceeding Balance Withdrawal Attempt
Given a Flex Staff member with an available balance of $X, when they request withdrawal of an amount greater than $X, then the system rejects the request, does not initiate a transfer, and displays an "Insufficient funds" error message.
Fee Calculation Accuracy
Given a valid withdrawal request, when the system calculates fees, then it applies the correct fee rate or fixed fee according to the current fee schedule and the net payout equals requested amount minus calculated fee.
Transfer Completion Within SLA
Given a validated withdrawal request, when the transfer is initiated, then the system completes the transfer to the user's linked bank or payment account within 2 minutes and logs the exact completion timestamp.
Error Handling and Retry Logic
Given a transfer failure due to network or external API error, when the failure occurs, then the system automatically retries up to three times with exponential backoff, and if still unsuccessful, marks the transaction as failed, sends an alert to support, and displays a clear error message to the user.
Transaction Logging & Audit Trail
"As a Finance Admin, I want a detailed log of all withdrawal transactions so that I can audit and resolve any discrepancies."
Description

Record every on-demand withdrawal transaction with full details: user ID, timestamp, requested amount, fees, transaction status, and API response codes. Store logs in a tamper-evident audit trail to support financial compliance, reporting, and dispute resolution. Provide an administrative interface for finance teams to search, filter, and export transaction history.

Acceptance Criteria
Record Withdrawal Transaction Details
Given a user initiates an on-demand withdrawal When the transaction completes Then the system logs the user ID, timestamp, requested amount, fees, transaction status, and API response code in the audit trail
Tamper-Evident Storage of Transaction Logs
Given a logged transaction record When it is persisted Then the storage mechanism applies write-once or cryptographic hashing to prevent future modifications without detection
Admin Filters Transactions by Date Range
Given the finance team accesses the transaction log UI When they select a start and end date and apply the filter Then only transactions within the specified date range are displayed
Admin Exports Transaction History
Given the finance team has filtered or viewed transaction records When they click the export button Then a CSV or Excel file is generated containing all displayed transaction details matching the filter
Audit Trail Integrity Check
Given a scheduled or manual integrity audit When the audit process runs Then it verifies the integrity of the audit trail (hash chain or tamper log) and flags any inconsistencies
Notifications & Alerts
"As a Flex Staff member, I want to receive a confirmation when my wage withdrawal is processed so that I know funds are on their way."
Description

Send automated notifications at key stages of the withdrawal process—request submission, approval, processing completion, or failure. Deliver messages via in-app alerts and email templates with clear instructions and next steps. Allow users to configure notification preferences and ensure administrators are alerted to repeated failures or suspicious activity.

Acceptance Criteria
Withdrawal Request Submission Notification
Given a Flex Staff submits a pay-on-demand withdrawal request, When the request is received by the system, Then an in-app notification is displayed within 5 seconds and an email is sent to the user's registered email address containing the request details and next steps.
Withdrawal Approval Notification
Given a pending withdrawal request is approved by the finance team, When the approval action is completed, Then the user receives an in-app alert and an email notification within 2 minutes including the approval confirmation and estimated processing time.
Processing Completion Notification
Given a withdrawal request has been processed successfully, When the funds are disbursed to the user's account, Then the user receives an in-app notification and an email with transaction details and any relevant fees within 1 minute of completion.
Withdrawal Failure Notification
Given a withdrawal request fails due to an error, When the failure is detected, Then the user receives an in-app alert and an email within 1 minute explaining the failure reason and next steps to resolve it.
Notification Preferences Configuration
Given a user accesses the notification settings page, When they enable or disable specific notification types, Then their preferences are saved and applied to all future notifications immediately, verified by a confirmation message.
Administrator Alert on Repeated Failures
Given a user's withdrawal requests fail three or more times within 24 hours, When the system detects this pattern, Then an email alert is sent to the system administrator including user details and a log of the failures within 10 minutes of the third failure.

Advance Advisor

Leverages AI-driven insights to recommend personalized advance amounts based on an employee’s earnings history, upcoming shifts, and budgeting patterns. This ensures they borrow responsibly, minimizes associated fees, and helps maintain healthy financial habits.

Requirements

Personalized Advance Calculation Engine
"As an employee, I want the system to recommend an optimal advance amount based on my earnings history and upcoming shifts so that I can responsibly manage my cash flow without over-borrowing."
Description

Develop an AI-driven engine that calculates personalized advance recommendations by analyzing each employee’s historical earnings, upcoming scheduled shifts, and individual financial behaviors. The engine should dynamically adjust advance suggestions in real time as new shift and payroll data become available, ensuring employees receive accurate, responsible advance offers that align with their cash flow needs and minimize borrowing costs.

Acceptance Criteria
Calculating Advance for Consistent Work History
Given an employee with at least eight completed shifts and an average weekly earnings of $500, when the engine calculates the advance recommendation, then it suggests an amount between 20% ($100) and 70% ($350) of the average weekly earnings.
Adjusting Advance with New Shift Data
Given an employee has a new shift added to their schedule worth $150, when the shift data is ingested, then the advance recommendation updates within one minute to reflect the additional potential earnings.
Preventing Over-Borrowing for Low Upcoming Earnings
Given an employee’s upcoming scheduled earnings total $100 for the next week, when the engine calculates the recommendation, then it caps the advance at 50% ($50) of the total upcoming earnings to prevent over-borrowing.
Real-Time Update upon Shift Cancellation
Given an employee’s scheduled shift is canceled, when the cancellation is recorded, then the engine adjusts the pending advance recommendation within one minute to reflect reduced available earnings.
Integration with Finalized Payroll Data
Given end-of-day payroll data including taxes and deductions is available, when the engine processes the finalized data, then advance recommendations reflect net earnings within five minutes.
Historical Earnings Analysis Module
"As a finance manager, I want the system to analyze employees’ past earnings patterns so that the advance recommendations are grounded in accurate, personalized financial histories."
Description

Implement a module to aggregate and analyze employees’ past earnings data over configurable time windows. This component should identify patterns in pay frequency, typical income levels, and variability, feeding insights to the advance calculation engine. It must support data privacy standards, provide performance-optimized query interfaces, and integrate seamlessly with the core payroll data store.

Acceptance Criteria
Earnings Data Aggregation Over Rolling Window
Given a configurable time window is set, when the module aggregates past earnings data, then it returns total earnings, average earnings, and earning variability metrics for the specified window.
Income Pattern Identification
Given aggregated earnings data, when the analysis runs, then the module correctly identifies pay frequency, typical income levels, and variance trends with ≥95% accuracy against historical records.
Query Performance Under Load
Given peak system load with at least 1,000 concurrent requests, when the module processes aggregation queries, then 95% of responses are returned within 200ms.
Sensitive Data Access Control
Given role-based access policies, when an unauthorized user requests employee earnings details, then the system masks sensitive fields and denies access to raw personal data.
Seamless Payroll Store Integration
Given new payroll entries are added, when the module queries the core payroll data store, then all earnings records synchronize accurately with no data loss and pass integrity validation checks.
Budgeting Pattern Integration
"As an employee, I want my past spending and saving habits to inform my advance recommendations so that the suggested amounts align with my personal budgeting goals."
Description

Integrate budgeting behavior analytics to factor employees’ spending and saving trends into advance suggestions. This requirement involves connecting to budgeting APIs or internal tracking tools, extracting relevant spending categories and timing, and weighting these insights to refine advance amounts. The integration should help promote healthy financial habits and reduce reliance on high-cost borrowing.

Acceptance Criteria
New Employee Advance Suggestion
Given an employee with no prior budgeting data When the system generates an advance recommendation Then it defaults to earnings history and upcoming shifts only and applies a neutral budgeting weight
High Spending Category Detection
Given an employee’s spending history shows over 40% expenditure in a single category in the last 30 days When the system calculates an advance suggestion Then it reduces the recommended amount by at least 10% to encourage restraint
Low Savings Behavior Adjustment
Given an employee consistently saves at least 20% of earnings over the past 60 days When the system calculates an advance suggestion Then it may increase the recommended amount by up to 5% as a reward for healthy habits
Cross-Validation with External Budgeting API
Given the external budgeting API returns categorized spending data When the system ingests and maps these categories Then it successfully integrates them into the advance calculation within 2 seconds and logs any mapping errors
Responsible Borrowing Notification
Given an advance suggestion exceeds 30% of projected monthly income When the system finalizes the recommendation Then it triggers an alert advising the employee of potential financial risk
Responsible Borrowing Alert System
"As an employee requesting an advance, I want to receive alerts and guidance if my requested amount is too high so that I can make informed borrowing decisions and avoid unnecessary fees."
Description

Build an alert system that flags when an employee’s requested advance exceeds responsible thresholds. The system should notify employees with informed guidance—such as recommended maximum limits, fee implications, and repayment timelines—before they confirm the advance. Notifications must be clear, actionable, and delivered via the app interface and optional email or SMS channels.

Acceptance Criteria
Advance Request Exceeds Safe Limit
Given an employee attempts to request an advance that exceeds the AI-recommended maximum limit, when they submit the request, then the system displays an alert indicating the request exceeds responsible borrowing thresholds
Guidance Display on App Interface
Given an alert is triggered, when the alert is displayed in the app, then it includes the recommended maximum advance amount, breakdown of associated fees, and the repayment timeline
Notification Delivery via Email and SMS
Given an employee has opted in for email or SMS notifications, when an advance request exceeds the threshold, then the system sends the alert message through the selected channels within 30 seconds
Real-time Threshold Calculation
Given an employee’s earnings history and upcoming shifts, when they open the advance request screen, then the system calculates and displays the responsible borrowing limit in under 2 seconds
User Acknowledgment Before Confirmation
Given an alert is displayed for an excessive advance request, when the employee attempts to confirm their request, then the confirm button remains disabled until the employee acknowledges the alert by checking a confirmation box
Advance Transaction Tracker
"As an employee, I want to view a history of my advance transactions and repayment statuses so that I can monitor my borrowing activities and plan future advances responsibly."
Description

Create a tracking dashboard that logs all advance transactions, including recommended vs. requested amounts, fees applied, repayment schedules, and completion statuses. The tracker should present a clear timeline of advances and repayments, offer filtering by date or status, and integrate with payroll systems to automatically reconcile repayments.

Acceptance Criteria
Logging Advance Transactions
Given an advance transaction is completed, when the transaction is processed, then the dashboard records the recommended amount, requested amount, fee applied, repayment schedule, and current status within 5 seconds, and each field matches the source data.
Filtering Transactions by Date and Status
Given the user accesses the transaction tracker, when the user applies a date range or selects a transaction status filter, then the dashboard displays only transactions that fall within the specified date range or match the selected status, updating results within 2 seconds.
Timeline View of Advances and Repayments
Given the user views the timeline, when transactions are present, then the dashboard displays all advances and repayments in chronological order, each entry showing date, amount, fee, and remaining balance, and clicking an entry reveals detailed transaction information.
Integration with Payroll Reconciliation
Given end-of-cycle payroll processing, when payroll reconciliation runs, then repayments for fully paid advances are automatically marked as reconciled in the tracker within 24 hours, and any discrepancies generate a reconciliation report accessible to managers.
Fee Calculation and Display
Given a configured fee schedule, when an advance transaction is created, then the fee is calculated according to the schedule, displayed next to the transaction entry, and the total repayment amount equals requested amount plus calculated fee.

Fee Explorer

Provides a transparent, interactive breakdown of any fees or charges associated with each on-demand payout. Users can compare fee tiers, view cost-saving options, and make informed decisions before withdrawing funds, boosting trust and satisfaction.

Requirements

Fee Breakdown Display
"As a user, I want to see a detailed breakdown of fees for each payout so that I understand exactly what I'm being charged and can trust the service."
Description

Provide a detailed, transparent breakdown of all fees and charges associated with each on-demand payout, including base processing fees, tier-based rates, and any additional service charges. This breakdown should be clearly formatted, easy to read, and integrated directly into the payout interface so users can review costs before proceeding.

Acceptance Criteria
Payout Fee Breakdown on Initiation
Given the user is on the on-demand payout interface When the user initiates a payout Then a clearly labeled “Fee Breakdown” section is displayed listing the base processing fee, tier-based rate, and any additional service charges with their respective amounts and descriptions
Fee Tier Comparison
Given the user is viewing the fee breakdown When the user clicks the “Compare Fee Tiers” option Then a comparison table is rendered showing each fee tier’s minimum transaction amount, rate, and total fee side by side, with the currently selected tier highlighted
Dynamic Fee Update for Payout Method Selection
Given the user selects a different payout method (e.g., standard vs expedited) When the payout method changes Then the fee breakdown instantly updates to reflect the fees and recalculates the total deduction based on the selected method
Fee Breakdown Formatting and Accessibility
Given the fee breakdown is rendered When the user views the breakdown Then it is formatted into clear columns, uses accessible font sizes, includes descriptive ARIA labels for screen readers, and meets WCAG AA guidelines
High-Value Payout Fee Calculation
Given the user enters a payout amount exceeding a defined threshold When the amount surpasses the threshold Then the fee breakdown applies the correct higher-tier rate in the tier-based section and displays the updated total fee accurately
Tiered Fee Comparison
"As a user, I want to compare fee tiers side-by-side so that I can choose the most cost-effective option for my withdrawal."
Description

Enable users to compare fee tiers side-by-side by amount thresholds, displaying how fees change with different withdrawal sizes. This interactive comparison should highlight cost differences across tiers, helping users choose the most economical option based on their desired payout amount.

Acceptance Criteria
Tier Threshold Comparison
Given a user selects a desired payout amount, when they view the fee comparison, then the system displays all fee tiers side-by-side with correct fee values for each threshold.
Interactive Slider Update
Given a user adjusts the interactive payout slider, when the slider position changes, then the fee table updates in real-time without a page reload.
Cheapest Tier Highlight
Given multiple fee tiers for a chosen amount, when the comparison table is shown, then the lowest-fee tier is visually highlighted with a distinct color.
Exact Amount Input
Given a user inputs a specific payout amount not exactly on a tier boundary, when the comparison is generated, then fees for the nearest lower and higher tiers are interpolated and displayed accurately.
Tier Detail Tooltip
Given a user hovers over or taps on a fee tier label, when the interaction occurs, then a tooltip appears showing the breakdown of percentage and fixed fee components.
Cost-Saving Suggestions
"As a user, I want personalized cost-saving suggestions for my withdrawals so that I can minimize fees and get the most value from the service."
Description

Offer personalized recommendations to help users reduce fees, such as consolidating multiple withdrawals, selecting alternative payout schedules, or adjusting amounts to hit lower fee tiers. Suggestions should appear contextually within the fee explorer interface and update dynamically based on user input.

Acceptance Criteria
Multiple Withdrawals Consolidation Suggestion
Given the user has selected two or more pending withdrawals, when the fee explorer interface loads, then the system suggests consolidating withdrawals with displayed total fee savings if fees are reduced.
Alternative Payout Schedules Recommendation
Given the user views payout schedule options, when the user switches between daily, weekly, and biweekly schedules, then the interface displays fee-saving suggestions for each schedule and highlights the most cost-effective option.
Tiered Fee Threshold Optimization
Given the user enters a withdrawal amount near a fee tier threshold, when the amount is within 5% of the next lower fee tier, then the system suggests adjusting the amount to qualify for the lower fee and displays the estimated savings.
Dynamic Update Performance
Given the user modifies the withdrawal amount or payout schedule, when the input changes, then the fee-saving suggestions update dynamically within 500 milliseconds without page reload.
In-Interface Contextual Display
Given the user is exploring fees, when a cost-saving suggestion is generated, then it appears contextually within the fee explorer interface adjacent to the fee breakdown section without requiring navigation to another page.
Withdrawal Preview Summary
"As a user, I want a preview of my net payout and associated fees before confirming so that I can adjust my withdrawal if needed."
Description

Present an interactive modal that previews the net amount the user will receive after fees, along with a concise fee breakdown and options to adjust the withdrawal amount. The preview should appear before confirmation and dynamically update as users modify their payout parameters.

Acceptance Criteria
Opening the Withdrawal Preview Modal
Given the user has entered a payout request, when the user clicks the "Preview Withdrawal" button, then the interactive modal appears displaying the projected net amount and fee summary without errors.
Adjusting the Withdrawal Amount
Given the preview modal is open, when the user modifies the withdrawal amount via input or slider, then the net amount and fee breakdown update in real time within 200 milliseconds.
Viewing Detailed Fee Breakdown
Given the preview modal is open, when the user selects "View Details" for any fee component, then an expanded breakdown appears showing individual fee elements, rates, and descriptions.
Comparing Fee Tiers
Given multiple fee tiers are available, when the user selects a different tier option, then the modal updates the fee breakdown and net amount to reflect tier-specific rates and displays potential savings.
Confirming Withdrawal After Preview
Given the preview modal is displaying updated figures, when the user clicks "Confirm Withdrawal", then the withdrawal is submitted with the correct amount and fees, and a confirmation message is shown.
Historical Fee Trends
"As a user, I want to view historical fee trends so that I can understand how my fees have changed over time and plan future withdrawals accordingly."
Description

Provide visual charts and data tables displaying the user's historical fee payments over time, highlighting patterns and changes in fees they've incurred. This feature should integrate with the analytics dashboard and allow filtering by date range and payout frequency.

Acceptance Criteria
Visual Overview of Historical Fees
Given the user accesses the Historical Fee Trends section, When the page loads, Then a line chart and data table must display the user’s fee payments for the past 12 months with date, fee amount, and transaction type columns populated.
Applying Date Range Filter
Given the user selects a custom date range in the filter controls, When the filter is applied, Then the chart and table must update to show only fees incurred within the selected start and end dates.
Applying Payout Frequency Filter
Given the user chooses one or more payout frequency options (e.g., daily, weekly, monthly), When the filter is applied, Then only fees from payouts matching the selected frequencies are displayed in both the chart and the data table.
Integration Within Analytics Dashboard
Given the user navigates to the analytics dashboard, When accessing the Historical Fee Trends widget, Then the widget must render without layout breaks and reflect the latest fee data consistent with other dashboard metrics.
Performance of Chart Rendering
Given the user has a history of up to 24 months of fee data, When loading the Historical Fee Trends view, Then the chart and table must fully render within 2 seconds on a standard broadband connection.

Recurring Advance

Allows Flex Staff to schedule automatic micro-advances at regular intervals—daily, weekly, or per shift. By automating the payout process, employees can smooth out cash flow, avoid manual requests, and focus on their work without worrying about payday timing.

Requirements

Recurring Schedule Setup
"As a Flex Staff member, I want to set up a recurring advance schedule so that I can receive automated payouts at my chosen intervals without submitting manual requests each time."
Description

Provide a dedicated interface within the Shiftly app where Flex Staff can create and manage recurring advance schedules. The interface should support selecting an advance amount, choosing recurrence frequency (daily, weekly, per shift), setting start and optional end dates, and reviewing upcoming payouts. It must integrate seamlessly with existing payroll systems, validate user permissions, and ensure real-time synchronization with shift assignments to prevent scheduling conflicts.

Acceptance Criteria
Creating a Daily Recurring Advance Schedule
Given a Flex Staff user with valid permissions When they configure an advance amount of $100, select 'Daily' recurrence, specify a valid start date, and save Then the system creates the recurring schedule, synchronizes with payroll, and displays the next 7 payout dates
Creating a Weekly Recurring Advance Schedule
Given a Flex Staff user with valid permissions When they configure an advance amount of $200, select 'Weekly' recurrence on Mondays, set a start and end date, and save Then the system creates the schedule, synchronizes with payroll, and lists correct weekly payout dates within the specified period
Creating a Per-Shift Recurring Advance Schedule
Given a Flex Staff user with valid permissions When they configure an advance amount per shift, select 'Per Shift' recurrence, choose a start date, and save Then the system creates the schedule, associates payouts with each assigned shift, and shows upcoming payouts aligned with the shift schedule
Editing an Existing Recurring Advance Schedule
Given an existing recurring schedule When the user modifies the advance amount or recurrence frequency and saves changes Then the system updates the schedule in real-time, synchronizes with payroll, and reflects the revised upcoming payouts
Deleting an Existing Recurring Advance Schedule
Given an existing recurring schedule When the user selects delete and confirms the action Then the system removes the schedule, halts all future payouts, and updates the interface to no longer list the schedule
Preventing Scheduling Conflicts with Shift Assignments
Given overlapping shift assignments for a Flex Staff user When a recurring schedule is created or edited Then the system checks for conflicts, warns the user of any overlap, and prevents saving until the conflicts are resolved
Validating User Permissions for Recurring Schedule Setup
Given a user without recurring advance permissions When they attempt to access the recurring schedule interface or save a schedule Then the system denies access, displays an authorization error, and does not allow schedule creation
Flexible Interval Selection
"As a Flex Staff member, I want to choose how often I receive micro-advances (daily, weekly, or per shift) so that my payouts align with my personal cash flow needs."
Description

Allow users to specify and customize the recurrence interval for advances. Options must include daily, weekly (with day-of-week selection), and per shift. The system should handle edge cases such as holidays or days without assigned shifts and automatically adjust or notify the user. Interval settings must be stored securely and retrievable for editing or cancellation.

Acceptance Criteria
Daily Advance Interval Configuration
Given the user navigates to the advance settings When the user selects "Daily" as the recurrence interval Then the system displays each calendar day as scheduled for advance And the user can save the setting and sees a confirmation message
Weekly Advance Interval with Day Selection
Given the user selects "Weekly" recurrence When the user chooses specific days of the week Then the system schedules advances only on those days And, if a selected day is a holiday or has no shifts, the system notifies the user or adjusts to the next valid day
Per Shift Advance Interval Setup
Given the user selects "Per Shift" as the recurrence interval When the system identifies the user’s upcoming shifts for the period Then the system schedules an advance for each assigned shift And skips days without assigned shifts without error
Handling Holidays in Recurrence
Given a user has set a daily or weekly advance interval And a scheduled advance falls on a holiday When the system processes the advance schedule Then the system sends a notification to the user to reschedule or automatically moves the advance to the next valid day
Editing and Cancelling Existing Interval Settings
Given the user has an existing advance recurrence configured When the user opens the settings for that recurrence Then the system retrieves and displays the saved interval settings securely And allows the user to update or cancel the recurrence And saves changes with a confirmation message
Advance Amount Validation
"As a Flex Staff member, I want the system to validate my advance amount so that I don’t accidentally schedule an advance I can’t receive."
Description

Implement validation rules to ensure requested advance amounts do not exceed predefined limits. The system should check against user-specific credit limits, applicable company policies, and current balances. It should provide real-time feedback in the UI if an amount is invalid or exceeds thresholds, and prevent scheduling until issues are resolved.

Acceptance Criteria
Valid Advance Request Within Credit Limit
Given a flex staff user with a credit limit of $500 and current balance of $100, when the user schedules an advance of $200, then the system accepts the request and schedules the advance successfully.
Advance Request Exceeding User Credit Limit
Given a flex staff user with a credit limit of $300, when the user attempts to schedule an advance of $350, then the system displays an error message "Advance amount exceeds your credit limit of $300" and disables the schedule button.
Advance Request Exceeding Company Policy Threshold
Given company policy sets a maximum advance per period at $400, when any user attempts to schedule an advance of $450, then the system rejects the request and informs the user "Requested advance exceeds company policy limit of $400".
Advance Request Against Insufficient Balance
Given a flex staff user with no available balance in their account, when the user tries to schedule any advance, then the system prevents scheduling and displays "Insufficient balance for advance request".
Real-Time Feedback for Invalid Input Amount
Given a user enters a non-numeric or negative value in the advance amount field, when the input loses focus, then the system immediately highlights the field in red and shows "Please enter a valid positive number" without allowing schedule submission.
Notification and Reminder System
"As a Flex Staff member, I want to receive reminders and confirmations about my scheduled advances so that I stay informed about my upcoming and completed payouts."
Description

Develop a notification engine that sends alerts to staff before each advance disbursement and confirms successful payments. Notifications should be delivered via in-app messages, email, and optional SMS. The system must allow users to configure their preferred channels and include details such as amount, date, and next scheduled advance.

Acceptance Criteria
Advance Disbursement Notification Delivery
Given a user has a recurring advance scheduled When the scheduled date is 24 hours away Then the system sends a reminder notification via the user’s configured channels
Advance Payment Confirmation Notification
Given a recurring advance has been successfully disbursed When the payment transaction completes Then the system sends a confirmation notification including the advance amount, disbursement date, and next scheduled advance date
User Channel Preference Configuration
Given a user accesses notification settings When the user selects or deselects in-app, email, or SMS channels Then the system saves the updated preferences and uses them for all future notifications
Notification Content Accuracy
Given a notification is generated for a scheduled or completed advance When delivered to any channel Then the content must accurately display the correct advance amount, scheduled date, and next advance date
SMS Fallback on Email Failure
Given a notification delivery attempt via email fails within 5 minutes When the system detects the failure Then the system automatically retries delivery via SMS if the user has SMS enabled
Audit Trail and Reporting
"As a Store Manager, I want to view an audit trail and reports of recurring advances so that I can monitor compliance and analyze payout patterns."
Description

Create backend logging and reporting tools to track all recurring advance activities. Logs must record schedule creation, edits, cancellations, and disbursements with timestamps and user IDs. Provide managers with a reporting dashboard to view aggregate and individual advance histories, filterable by date range, user, and status.

Acceptance Criteria
Schedule Creation Logged
Given a manager creates a new recurring advance schedule When the action completes Then the system must record a log entry with schedule ID, user ID, timestamp, action type “creation” and stored in the audit trail
Schedule Edit Logged
Given a manager edits an existing recurring advance schedule When the changes are saved Then the system must create a log entry capturing previous values, updated values, user ID, timestamp, and action type “edit”
Schedule Cancellation Logged
Given a manager cancels a recurring advance schedule When the cancellation is confirmed Then the system must log an entry with schedule ID, user ID, timestamp, and action type “cancellation”
Disbursement Logged
Given the system executes a micro-advance disbursement When the payout is completed Then a log entry must be created with schedule ID, user ID who initiated, timestamp, amount, and status “disbursed”
Dashboard Filtering by Date, User, and Status
Given a manager opens the reporting dashboard When they apply date range, user filter, and status filter Then the dashboard must display only advance activities matching all selected filters and show total counts and details

AutoSave

Automatically allocates a user-defined percentage of every earned wage or on-demand payout into a secure savings pocket. This feature encourages disciplined saving, builds financial resilience, and helps employees reach their short-term or emergency fund goals effortlessly.

Requirements

Savings Percentage Configuration
"As an employee, I want to set a custom percentage of my earnings to save automatically so that I can build my savings without manual transfers."
Description

Provide an interface allowing users to define and adjust the percentage of each wage or payout automatically routed into the savings pocket. The configuration must support increments of 1%, validate against minimum and maximum bounds, persist user preferences securely, and integrate seamlessly within the user’s profile settings.

Acceptance Criteria
User Accesses Savings Configuration
Given the user opens their profile settings, When they navigate to the savings configuration section, Then the system displays a percentage selector with values ranging from <min>% to <max>% in 1% increments and a default value stored from previous sessions.
User Defines Savings Percentage
Given the percentage selector is visible, When the user selects a valid integer value within bounds and clicks save, Then the system accepts the input, shows a confirmation message, and updates the displayed value accordingly.
User Inputs Invalid Percentage Value
Given the user enters a value below the minimum or above the maximum or a non-integer, When they attempt to save, Then the system prevents saving, highlights the invalid field, and displays an appropriate error message.
User Preference Persistence
Given the user has successfully saved a valid percentage, When they log out and log back in, Then the previously saved percentage is pre-loaded in the savings configuration selector.
System Allocates Savings on Payout
Given the user has configured a saved percentage, When a wage or on-demand payout of $X is processed, Then the system allocates exactly (X * configured%)/100 to the savings pocket and the remainder to the primary account.
Secure Savings Wallet Integration
"As an employee, I want my saved funds held in a secure, separate wallet so that my savings remain protected and clearly distinguished from my spendable balance."
Description

Implement a dedicated, encrypted savings wallet that segregates reserved funds from spendable balances. Ensure secure storage of saved funds, compliance with financial regulations, and encryption in transit and at rest. Integrate wallet operations with the main payroll system to reflect accurate balances in both systems.

Acceptance Criteria
Allocate Funds to Savings Wallet
Given an employee’s earned wage and user-defined savings percentage is set, When payroll is processed or an on-demand payout is requested, Then the system transfers the correct amount into the encrypted savings wallet, And deducts the same amount from the spendable balance, And updates both balances in real-time in the payroll system.
Display Savings Wallet Balance
Given an employee is logged into their account, When navigating to the savings wallet section, Then the system displays the current encrypted wallet balance, And clearly distinguishes reserved funds from spendable balance, And matches the payroll system’s recorded balances.
Secure Data Transmission for Wallet Operations
Given any wallet-related API request, When data is in transit, Then all data is encrypted using TLS 1.2 or higher, And no unencrypted data is transmitted.
Encrypt Data at Rest in Savings Wallet
Given funds and transaction records in the savings wallet database, Then all data is encrypted at rest using AES-256 encryption, And encryption keys are managed according to security policies.
Integrate Wallet Transactions with Payroll System
Given a successful transfer to or from the savings wallet, When balances are queried in either system, Then both the payroll system and wallet reflect identical balances within two seconds, And a reconciliation log entry is created for the transaction.
Real-Time Savings Allocation
"As an employee, I want my chosen savings percentage to be deducted in real time when I request a payout so that I always stay on track with my saving goals without delay."
Description

Automatically trigger the calculated savings deduction immediately when wages are earned or on-demand payouts are processed. The system must validate available balances, execute transfers to the savings pocket in under five seconds, and log each transaction with timestamps and reference IDs for auditability.

Acceptance Criteria
Immediate Savings Allocation on Wage Earning
Given a user’s shift wages are posted, When the system triggers the savings calculation, Then the specified percentage is transferred to the savings pocket within 5 seconds and a transaction record with timestamp and reference ID is logged.
Real-Time Allocation After On-Demand Payout
Given a user requests an on-demand payout, When the payout is approved, Then the system validates balance, allocates the user-defined savings percentage within 5 seconds, and logs the transaction with timestamp and reference ID.
Insufficient Balance Handling
Given a user’s available payout balance is lower than the calculated savings amount, When the system attempts the transfer, Then the transaction is aborted, an error is logged, and the user receives an insufficient funds notification.
Audit Trail Integrity
Given any savings transfer event, When the transfer completes, Then a transaction log entry is created containing user ID, amount, timestamp, reference ID, and transfer status, ensuring completeness and accuracy.
System Performance Under Peak Load
Given simultaneous wage postings or payout requests from multiple users, When the system processes up to 1,000 transactions per second, Then 95% of savings allocations execute within 5 seconds without errors.
Savings Goal Tracking Dashboard
"As an employee, I want to view my savings progress and milestones on a dashboard so that I can stay motivated and informed about my financial goals."
Description

Create a dashboard widget displaying total saved, progress toward user-defined savings goals, recent allocation history, and projected timelines. Include visual indicators (e.g., progress bars, charts) and notifications for milestone achievements, ensuring a motivating and transparent user experience.

Acceptance Criteria
Dashboard Overview Display
Given the user accesses the Savings Goal Tracking Dashboard widget, When the widget loads, Then it displays total saved amount, user-defined goal amount, and percentage progress accurately.
Savings Progress Visualization
Given the user has saved funds, When viewing the progress bar or chart, Then the visual indicator shows correct proportional representation and updates in real time after each allocation.
Recent Allocation History Access
Given the user opens the allocation history section, When there are previous allocations, Then the dashboard lists at least the last five allocations with date, amount, and savings pocket details in reverse chronological order.
Projected Timeline Estimation
Given the user has a defined savings goal and regular allocation rate, When the dashboard calculates projections, Then it displays the estimated date to reach the goal based on current saving patterns.
Milestone Notification Trigger
Given the user reaches predefined milestones (25%, 50%, 75%, 100%), When a milestone is achieved, Then the system sends an in-app notification with milestone details and motivational message within one minute of achievement.
On-Demand Savings Withdrawal
"As an employee, I want to withdraw from my savings pocket on demand so that I can access emergency funds whenever I need them."
Description

Enable users to request partial or full withdrawal of their saved funds at any time. The feature must validate withdrawal limits, update both savings and spendable balances in real time, and include confirmation steps and audit logging. Integration with payment rails should ensure funds reach the user’s bank account or payroll card within the defined SLA.

Acceptance Criteria
Partial Withdrawal Request
Given the user has a savings balance of $100 When the user requests a $50 withdrawal Then the system deducts $50 from the savings balance and credits $50 to the spendable balance in real time
Full Withdrawal Request
Given the user has a positive savings balance When the user requests a full withdrawal Then the system resets the savings balance to $0 and credits the entire amount to the spendable balance
Withdrawal Exceeding Limit
Given the user has a savings balance of $100 When the user attempts to withdraw $150 Then the system displays an error message indicating the amount exceeds available savings and prevents the transaction
Transaction Confirmation and Audit Log
Given a withdrawal transaction completes successfully When the transaction is finalized Then the system logs the transaction details in the audit log with timestamp, user ID, withdrawal amount, and updated balances
Integration with Payment Rails SLA
Given a withdrawal is approved When the system processes the payout Then the funds reach the user’s bank account or payroll card within the defined SLA and the system updates the withdrawal status to 'Completed'

Paperwork Express

Automatically populates new hire forms with existing data, allows e-signature directly in-app, and submits completed paperwork instantly—eliminating manual form filling and accelerating administrative approval.

Requirements

Pre-filled New Hire Forms
"As a retail store manager, I want new hire forms to be automatically populated with existing candidate information so that I can save time on manual entry and reduce input errors."
Description

Automatically retrieve and populate new hire forms with existing employee data from the HR database, reducing manual data entry errors and accelerating the onboarding process by ensuring accuracy and consistency across all paperwork.

Acceptance Criteria
Initial Form Population on New Hire Creation
Given a new hire record exists in the HR database When the hiring manager opens the corresponding paperwork form Then all matching fields (e.g., name, address, social security number, position title) are automatically populated with data retrieved from the HR database within 2 seconds
Data Accuracy Verification
Given pre-filled fields are displayed When the hiring manager compares each field to the HR database record Then every field value on the form exactly matches the corresponding value in the HR database with zero discrepancies
Fallback Handling for Missing Mandatory Data
Given a mandatory data element is missing from the HR database When the form is generated Then the system displays a clear validation message next to the missing field and disables form submission until the data is provided
Optional Field Defaulting
Given an optional data field has no value in the HR database When the form is generated Then the field remains blank and includes an informational tooltip explaining why the value is missing without blocking submission
Performance Under Peak Load
Given the system is under peak load (100 concurrent form requests) When a new hire form is requested Then the pre-fill operation completes for each form in under 3 seconds for 95% of requests
In-App E-Signature
"As a new employee, I want to sign my onboarding forms digitally in the app so that I can complete paperwork quickly without printing or scanning."
Description

Provide an integrated electronic signature tool within the Shiftly app that allows new hires and managers to securely sign onboarding documents, eliminating the need for printing and scanning while ensuring legal compliance and audit trails.

Acceptance Criteria
Manager requests e-signature for onboarding documents
Given the manager selects a new hire’s document for signature When they click the 'Request Signature' button Then the document is sent to the new hire’s dashboard with clearly marked signature fields and the manager sees a confirmation message
New hire completes and submits e-signature
Given the new hire has a pending signature request When they open the document and use the e-signature tool Then the signature is captured with the new hire’s name, timestamp, and IP address and the document status updates to 'Signed'
Administrator views e-signature audit trail
Given a document has been signed When an administrator accesses the audit trail Then a log displays each action (viewed, signed, downloaded) with user IDs, timestamps, and action details
Secure storage of signed documents
Given a document is fully signed When it is saved to system storage Then the document is encrypted at rest and accessible only to authorized users with decryption keys
Compliance with e-signature legal requirements
Given a document requires legal enforceability When the signature process completes Then the system records a compliant audit trail, enforces user authentication, and meets jurisdictional e-signature standards
Form Template Management
"As an HR administrator, I want to customize and manage multiple onboarding form templates so that I can ensure compliance with regional regulations and role-specific requirements."
Description

Allow administrators to create, edit, and manage customizable form templates for different roles and locations, enabling tailored paperwork that meets local regulations and company policies while maintaining consistency across all hiring processes.

Acceptance Criteria
Create New Form Template
Given the administrator is on the Form Template Management page, When they click 'New Template', enter a unique template name, select role and location, define required form fields, and save, Then the new template is listed with the correct name, role, location, and field definitions.
Edit Existing Form Template
Given an existing form template in the list, When the administrator selects 'Edit', modifies field definitions or metadata, and saves the changes, Then the template updates reflect the modifications and are shown accurately in both preview and template listings.
Assign Role-Specific Fields
Given the administrator creates or edits a template for a specific role, When they add or remove fields under the role scope and save, Then only users with that role see the defined fields on new hire forms and other roles do not see those fields.
Configure Location-Specific Compliance
Given the administrator selects location-based compliance modules in a template, When they choose one or more locations and save, Then the template enforces only the chosen compliance sections as mandatory fields for hires in those locations.
Preview and Publish Template
Given the administrator has configured a template, When they click 'Preview', Then a read-only view displays the form exactly as new hires will see it, and When they click 'Publish', Then the template status changes to 'Active' and is available for assignment to new hire paperwork.
Real-Time Validation and Error Feedback
"As a new hire completing paperwork, I want to receive immediate feedback on any missing or incorrect information so that I can correct errors before submitting the forms."
Description

Implement real-time field validation and error feedback for all required inputs on new hire forms, guiding users through correct data entry and preventing incomplete or incorrect submissions before they finalize paperwork.

Acceptance Criteria
Real-Time Required Field Validation
Given the user focuses out of a required field without entering data When the field loses focus Then a red error message "This field is required" appears below the field
Email Format Validation
Given the user enters text in the email field When the email is formatted incorrectly (e.g., missing '@' or domain) Then a red error message "Please enter a valid email address" appears in real time And the form remains unsubmitted until corrected
Phone Number Format Validation
Given the user enters characters in the phone number field When non-numeric characters are entered or the total digits differ from 10 Then an inline error message "Phone number must be 10 digits" displays immediately
Date of Birth Validation
Given the user inputs a date in the date of birth field When the date indicates the user is under 18 years old or is formatted incorrectly Then an error message "You must be at least 18 years old" or "Invalid date format (MM/DD/YYYY)" appears in real time
Submission Button Activation
Given all required fields pass real-time validation with no errors When there are no validation errors present Then the Submit button becomes enabled and clicking it successfully submits the form
Automated Submission and Notifications
"As a store manager, I want completed paperwork to be automatically submitted and receive confirmation notifications so that I can track onboarding status and eliminate manual follow-up."
Description

Automatically transmit completed onboarding forms to the appropriate HR and compliance systems upon submission, and send confirmation notifications to managers and new hires, ensuring a seamless handoff and transparency in the approval workflow.

Acceptance Criteria
HR System Transmission
Given a completed onboarding form, when the form is submitted, then the system shall send a POST request to the designated HR system endpoint with all required data fields; and receive a 2xx response within 5 seconds; and record the transmission as successful.
Manager Confirmation Notification
Given a successful form transmission to HR, when the transaction completes, then the system shall send a confirmation notification to the hiring manager via email and in-app message containing form ID and submission timestamp; and mark the notification as delivered.
New Hire Notification
Given the form submission is complete, when processing finishes, then the system shall dispatch a confirmation notification to the new hire’s email and app inbox with details of next steps and confirmation of receipt.
Transmission Retry on Failure
Given a failed transmission attempt due to network or server error, when the system receives a non-2xx response or timeout, then it shall retry up to 3 times with exponential backoff; and after final failure, log the error and send an alert to the admin team.
Audit Logging and Status Tracking
Given any transmission or notification event, when the event is processed, then the system shall create an audit log entry with timestamp, user ID, event type, status code, and message ID; and the audit trail shall be viewable via the admin dashboard within 1 minute of event occurrence.

Onboard Tracker

Provides a visual, step-by-step progress bar outlining each onboarding task with automatic reminders and notifications, ensuring new hires complete digital paperwork and training on time without confusion.

Requirements

Visual Onboarding Progress Bar
"As a new hire, I want to see a clear visual representation of my onboarding progress so that I can understand which tasks I have completed and what remains, ensuring I finish everything on time."
Description

A dynamic, step-by-step progress indicator that visually represents each onboarding task, allowing new hires to see their completion status in real time. Integrated seamlessly into the Shiftly dashboard, the progress bar updates automatically as tasks are completed or added, enhancing clarity and reducing confusion during onboarding.

Acceptance Criteria
Initial Onboarding Progress Visibility
Given a new hire logs into the Shiftly dashboard for the first time, when they navigate to the Onboard Tracker, then the progress bar displays all predefined onboarding tasks with an initial 0% completion status and visual markers for each step.
Task Completion Updates
Given a new hire completes an onboarding task, when they mark the task as complete in the tracker, then the progress bar updates in real time to reflect the new completion percentage within 5 seconds and visually indicates the completed step.
Overdue Task Reminder Trigger
Given an onboarding task’s due date passes without completion, when 24 hours elapse past the due date, then the system sends an automatic reminder notification to the new hire and highlights the overdue task in red on the progress bar.
Manager View of New Hire Progress
Given a manager views the Onboard Tracker for assigned new hires, when they select any new hire from the dashboard, then the progress bar accurately displays the individual’s completion percentage, highlights pending tasks, and flags any overdue items.
Dynamic Onboarding Task Addition
Given a manager adds a new onboarding task after the process has started, when the task is saved, then the progress bar inserts the new step at the correct sequence position and recalculates the completion percentage accordingly.
Automated Task Reminders
"As a new hire, I want to receive reminders for my outstanding onboarding tasks so that I never miss a deadline and can stay on track with the onboarding process."
Description

An automated notification system that sends configurable email and in-app reminders to new hires for pending onboarding tasks at predefined intervals, reducing missed deadlines and ensuring timely completion of paperwork and training modules.

Acceptance Criteria
Initial Reminder Email Dispatch
Given a new hire has one or more pending onboarding tasks When 24 hours have passed since the tasks were assigned Then the system automatically sends an email reminder to the new hire’s registered email address
In-App Reminder Notification Display
Given a new hire is logged into the onboarding portal When a reminder is due Then an in-app notification appears in the notifications panel with the task name, due date, and a link to the task
Configurable Reminder Interval Adjustment
Given a manager updates the reminder interval settings for a specific task When the changes are saved Then all future reminders for that task are sent according to the new interval
Escalation to Manager After Multiple Missed Reminders
Given a new hire has missed three consecutive reminders for a task When the third reminder is sent and still not completed within 24 hours Then an escalation email is sent to the hiring manager with the hire’s name and list of overdue tasks
Personalized Reminder Content
Given a reminder is generated for a pending task When the notification is created Then the reminder includes the new hire’s first name, specific task title, and due date in the message content
Digital Paperwork Submission
"As a new hire, I want to complete and submit my onboarding paperwork digitally within the app so that I can avoid printing and faxing documents and ensure everything is processed quickly."
Description

A secure, in-app module enabling new hires to complete, sign, and submit all required digital documents (e.g., tax forms, direct deposit info) electronically, with real-time validation and confirmation, streamlining paperwork and eliminating manual processing.

Acceptance Criteria
New Hire Mobile Document Submission
Given a new hire has completed all required fields and attached valid file formats, when they click the 'Submit' button, then the system uploads and stores all documents successfully and displays a confirmation message within 3 seconds.
Validation of Required Fields
Given a new hire leaves any required field blank, when they attempt to submit, then the system highlights each missing field, displays an inline validation error message, and prevents submission until all fields are completed.
Real-Time Error Feedback
Given a new hire uploads a file in an unsupported format or exceeding size limits, when the file is selected for upload, then the system immediately rejects the file upload and displays a clear error message describing the issue.
Submission Confirmation Receipt
Given a new hire successfully submits all paperwork, when the submission process completes, then the system sends an in-app confirmation notification and an email receipt to the new hire within 1 minute.
Secure Document Storage Verification
Given that new hire documents are submitted, when the system stores them, then all files are encrypted at rest, stored in a secure database, and accessible only to users with the appropriate role-based permissions.
Integrated Training Module Tracking
"As a new hire, I want to access and complete my required training modules directly from the onboarding tracker so that I can finish my training efficiently and managers can verify my progress."
Description

Seamless integration with e-learning platforms to assign, launch, and track completion of required training modules, automatically updating the onboarding progress bar and notifying managers of completion status to ensure compliance and readiness.

Acceptance Criteria
Assigning Training Modules from E-Learning Platform
Given a new hire is added to a department with mandatory training When the manager triggers module assignment Then the system queries the linked e-learning platform and assigns the required modules to the new hire profile within 10 seconds
Launching Assigned Training Modules
Given a new hire views their onboarding dashboard with an assigned training module When they click 'Launch Module' Then the module opens in a new window or tab within 5 seconds and session tracking is initiated in Shiftly
Updating Onboarding Progress Bar upon Module Completion
Given a new hire completes a training module on the e-learning platform When the platform sends a completion webhook Then the onboarding progress bar updates to reflect 100% completion of that module within 10 seconds
Manager Notification of Module Completion Status
Given a training module is marked complete for a new hire When the system updates the onboarding progress Then Shiftly sends an email notification to the assigned manager with module details within 2 minutes
Handling Incomplete or Failed Modules
Given a training module assignment reaches its due date without completion When 24 hours after the due date passes Then Shiftly flags the module as overdue and sends escalation notifications to the manager
Manager Onboarding Dashboard
"As a store manager, I want to monitor the onboarding progress of my new hires so that I can identify any delays, send reminders, and ensure the team is fully prepared."
Description

A dedicated dashboard for store managers that provides an overview of all new hires’ onboarding statuses, sends alerts for overdue tasks, and allows manual intervention or additional reminders to ensure timely onboarding across the team.

Acceptance Criteria
View Onboarding Status Overview
Given a manager is logged in and navigates to the Manager Onboarding Dashboard When there are one or more new hires Then the dashboard lists each new hire with their name, current onboarding progress percentage, and task status
Receive Overdue Task Alerts
Given a new hire has one or more onboarding tasks past their due date When the due date passes Then the dashboard displays a red alert icon next to the hire’s name and sends an email notification to the manager
Send Additional Reminders
Given a manager selects a new hire on the dashboard When the manager clicks the "Send Reminder" button Then the system sends an automated email reminder to the new hire listing all pending tasks and logs the reminder event in the dashboard
Visual Progress Bar Accuracy
Given new hires complete onboarding tasks When task completion data updates Then the progress bar for each hire accurately reflects the percentage of completed tasks in real time
Filter Onboarding by Status
Given multiple new hires with varying onboarding statuses When the manager applies a status filter (e.g., In Progress, Completed, Overdue) Then the dashboard displays only the hires matching the selected status

First-Shift Sync

Seamlessly schedules the first shift and syncs it to the new hire’s personal calendar with automated reminders, location maps, and route suggestions—ensuring timely arrival and reducing no-shows.

Requirements

Calendar Integration API
"As a store manager, I want the new hire’s first shift to automatically appear in their personal calendar so that they receive shift details without manual entry and reduce scheduling errors."
Description

Develop a robust integration with major calendar platforms (Google Calendar, Outlook, iCal) that securely syncs new hire shifts to their personal calendars. The integration should handle authentication, permission requests, conflict detection, and real-time updates to ensure shift data is accurately reflected. It must be scalable, maintainable, and compliant with platform API usage policies.

Acceptance Criteria
Calendar Authorization Request
Given a new hire is added, when they opt to sync their shifts, then the system must request OAuth consent from their selected calendar provider and obtain a valid access token.
Shift Sync to Google Calendar
Given a valid access token, when a first shift is scheduled, then the system creates an event in the user’s Google Calendar with correct date, time, title, location map link, and reminder at 2 hours before start.
Conflict Detection Handling
Given a user’s existing events, when a new shift event overlaps, then the system flags the conflict in the UI and prompts the manager to resolve before syncing.
Real-time Update Propagation
Given a shift is edited or canceled, when the change is saved, then the corresponding calendar event is updated or removed within 30 seconds across all connected calendar platforms.
Permission Revocation Handling
Given a user revokes calendar permissions at the provider level, when the system detects the revocation, then it disables sync for that user and notifies the manager within 5 minutes.
Automated Reminder Notifications
"As a new hire, I want to receive timely reminders before my first shift so that I arrive on time and prepared."
Description

Implement an automated notifications engine that sends configurable reminders (email, SMS, push) to new hires at predefined intervals before their first shift. The system should support templates, localization, and should track delivery status and engagement metrics. It must integrate with the scheduling system to trigger reminders based on shift times.

Acceptance Criteria
Scheduled Email Reminder Delivery
Given a new hire has a shift scheduled 24 hours ahead and an email address on file When the reminder engine runs Then an email reminder is sent exactly 24 hours before the shift with correct shift details and the system records delivery status as 'sent'.
Localized SMS Reminder
Given a new hire’s preferred language is set to Spanish and phone number is verified When the SMS reminder is triggered 2 hours before the shift Then the SMS is sent in Spanish including shift time, location, and a confirmation link, and delivery status is logged.
Push Notification on Mobile App
Given a new hire has the mobile app installed and notifications enabled When the system triggers a reminder 1 hour before the shift Then a push notification is delivered containing shift details and a map link, and engagement (view or click) is recorded.
Customizable Template Selection
Given multiple reminder templates exist for weekend and weekday shifts When scheduling reminders for a weekend shift Then the system selects and uses the weekend-specific template for email, SMS, and push channels.
Delivery Status and Engagement Tracking
Given a reminder is sent via any channel When the new hire opens or clicks the reminder link Then the system logs the delivery timestamp and engagement event and updates metrics in the admin dashboard.
Location Mapping Service
"As a new hire, I want to see a map of the store location in my calendar event so that I can easily find the store without confusion."
Description

Integrate a location mapping service to include store location maps within calendar events and notifications. The service should dynamically generate map thumbnails and links to full map views. It must support geocoding, address validation, and be optimized for low latency on mobile devices.

Acceptance Criteria
Map Thumbnail Display in Calendar Event
Given a first shift is scheduled with a valid store location, when the calendar event is generated, then a 200x200px map thumbnail of the store is embedded in the event and tapping the thumbnail opens the full map view.
Full Map View Link Functionality
Given a user views the shift calendar event, when the user taps the map link, then the system opens the store location in the default map application or web-based map with zoom and directions enabled.
Address Validation and Geocoding Accuracy
Given a store address is provided for mapping, when the mapping service processes the address, then it must validate the address format and return geocoordinates within 100 meters of the official store location.
Invalid Address Error Handling
Given an incorrect or ambiguous store address is submitted, when the mapping service cannot resolve the address, then the system displays an error notification to the manager and does not include a map thumbnail in the calendar event.
Low-Latency Map Rendering on Mobile
Given a mobile device on a 4G network, when the shift calendar event is opened, then the map thumbnail must load within 1 second and the full map view must load within 2 seconds.
Route Suggestion Algorithm
"As a new hire, I want to receive the best route suggestion to the store at shift time so that I can plan my commute and avoid being late."
Description

Design and implement an algorithm that suggests optimal routes from the new hire’s current location to the assigned store, considering real-time traffic data, mode of transportation, and estimated travel time. The service should update suggestions if conditions change and integrate with push notifications for route updates.

Acceptance Criteria
Initial Route Generation
Given the new hire’s current GPS location and assigned store address; When the route suggestion is requested; Then the system returns at least one optimal route with total distance, estimated travel time, and chosen transportation mode.
Real-Time Traffic Update Adaptation
Given an active route suggestion; When real-time traffic data indicates a delay exceeding 5 minutes on the current route; Then the system recalculates and pushes an updated route within 30 seconds.
Multi-Modal Transportation Support
Given a user-selected transportation mode (driving, public transit, walking); When generating a route; Then the system includes all required segments (e.g., walking to transit stop, transit line, final walk), aligning with transit schedules and providing transfer details.
Push Notification for Route Changes
Given the route suggestion algorithm detects a significant route change (traffic incident, transit delay); When an update is available; Then a push notification with the new route map and travel time is sent to the user’s device within 10 seconds.
Offline Fallback Route
Given loss of network or traffic service; When real-time data is unavailable for more than 15 seconds; Then the system displays the last known route and shows an alert informing the user that data may be outdated.
Onboarding Confirmation Workflow
"As a store manager, I want to see confirmation from new hires that they have acknowledged their first shift so that I can ensure they are aware and committed."
Description

Create a confirmation workflow that prompts new hires to acknowledge their first shift details after syncing. This should include a confirmation button within the calendar event and follow-up notifications for non-responders. The workflow must log confirmations in the system for manager visibility.

Acceptance Criteria
New Hire Confirms Shift via Calendar Event
Given a new hire opens the synced calendar event for their first shift When they click the 'Confirm' button Then the system records their confirmation timestamp and updates their shift status to 'Confirmed'
Confirmation Logged and Visible to Manager
Given a new hire has confirmed their shift When the manager views the shift details in the dashboard Then the confirmation timestamp and 'Confirmed' status are displayed under the new hire’s profile
Non-Responder Follow-Up Scheduled
Given a new hire has not confirmed their shift within 24 hours of event sync When the scheduled follow-up trigger time is reached Then the system automatically sends a follow-up notification to the new hire via email and push notification
Follow-Up Notification Content Accuracy
Given the system sends a follow-up to a non-responder When the notification is delivered Then it includes the shift details, confirmation button, store address, and a link to contact the manager
Follow-Up Confirmation Handling
Given a new hire clicks 'Confirm' within a follow-up notification When the confirmation is received Then the system logs the confirmation, updates the shift status to 'Confirmed', and cancels any further follow-ups

DocuSnap

Enables mobile scanning and upload of IDs, certifications, and background documents using the device camera, instantly validating submissions and cutting down manual verification time.

Requirements

Mobile Camera Capture
"As an employee, I want to scan my ID and certifications using my phone camera so that I can quickly upload required documents without needing a separate scanner or manual file transfers."
Description

Integrate the device’s native camera API to allow users to capture high-resolution images of IDs, certifications, and background documents directly within the Shiftly app. Implement a live preview with adjustable focus and flash controls to ensure clarity and legibility. The capture interface should guide users with on-screen alignment indicators and automatically handle orientation changes, providing a seamless and intuitive scanning experience that eliminates the need for external scanning apps.

Acceptance Criteria
ID Document Alignment
Given the user opens the camera interface, when the document edges align with on-screen guides, then the capture button is enabled within 500ms.
Image Focus and Clarity
Given the camera preview is active, when the user taps the focus area, then the camera auto-focuses within 1 second and displays a sharp live image.
Flash Control Functionality
Given poor lighting conditions, when the user toggles the flash control, then the flash mode changes and the preview adjusts brightness accordingly.
Automatic Orientation Handling
Given the device orientation changes, when the user rotates the device, then the camera preview and alignment guides rotate to match without disrupting the live feed.
User Guidance Overlay
Given the capture interface is displayed, then alignment indicators, instructions, and a 4:3 aspect ratio overlay are visible to guide the user as soon as the camera loads.
Edge Detection and Auto-Cropping
"As a user, I want the app to automatically detect and crop the edges of my document so that the scanned image is properly aligned and readable without me having to manually adjust the frame."
Description

Implement real-time edge detection algorithms to identify the boundaries of scanned documents. Automatically crop, straighten, and correct perspective distortion to produce a clean, uniformly aligned image. Provide visual feedback during capture, highlighting detected edges, and offer manual adjustment options if auto-detection is inaccurate, ensuring consistent scan quality across varying lighting and backgrounds.

Acceptance Criteria
Edge Highlight During Capture
Given the user positions a document within the camera view When the system detects document edges Then the detected edges are highlighted in real time within 200ms of detection
Automatic Cropping and Straightening
Given a captured image with detected edges When the capture completes Then the system automatically crops to the detected edges, straightens the image, and corrects perspective so all document edges are parallel to the image frame
Manual Adjustment of Crop
Given an auto-cropped image When the user drags any corner handle Then the cropping boundary updates in real time and the final image reflects the manually adjusted boundaries upon user confirmation
Low-Light and Complex Background Handling
Given varied lighting conditions or busy backgrounds When capturing a document Then edge detection accuracy remains at or above 90% as measured across test samples
Image Quality Validation
Given a processed scan When quality analysis runs Then the resulting image has at least 300 DPI resolution and a perspective distortion error of less than 2°
Automated OCR Extraction
"As a manager, I want the system to automatically extract and populate key information from uploaded documents so that I can review employee credentials faster and avoid manual data entry mistakes."
Description

Integrate an OCR engine to extract textual content from scanned documents in real time. Map extracted data fields—such as name, date of birth, and license number—to the corresponding form inputs within the app. Validate extracted text against predefined patterns (e.g., date formats, ID number structures) and flag any inconsistencies for user review, streamlining data entry and reducing manual errors.

Acceptance Criteria
Real-time OCR Extraction Initiation
Given a user captures a document image, when the image is submitted, then the OCR engine processes the image and returns extracted text within 2 seconds.
Accurate Field Mapping
Given the OCR results, when mapping to form inputs, then the fields for name, date of birth, and license number are populated with the correct corresponding values at least 99% of the time.
Pattern Validation of Extracted Data
Given mapped text in form fields, when validating against predefined patterns, then all entries must match the required format (e.g., YYYY-MM-DD for dates, alphanumeric structure for ID numbers) or be flagged.
Inconsistency Flagging Interface
Given a validation failure, when an extracted field does not meet the pattern criteria, then the system highlights the specific field, displays an inline error message, and prevents form submission until corrected.
Robustness Under Variable Image Quality
Given documents with varying image quality (blurry, low-light, skewed), when processed by the OCR engine, then at least 90% of critical fields are correctly extracted and mapped.
Document Type Recognition
"As a compliance officer, I want the system to recognize and validate the type of each uploaded document so that only appropriate and compliant documents are accepted."
Description

Develop a classification module that identifies the type of scanned document (e.g., driver’s license, passport, certification) based on layout and content features. Enforce validation rules specific to each document type, verifying required fields and document authenticity indicators. If a document fails type recognition or validation, provide clear error messages and guidance for corrective action.

Acceptance Criteria
Driver's License Recognition
Given a clear image of a valid U.S. driver's license is uploaded, when the classification module processes the image, then it must classify the document as 'Driver's License', extract name, date of birth, and license number fields, and validate at least one authenticity indicator (e.g., hologram or barcode) within 5 seconds.
Passport Recognition
Given a high-resolution scan of a valid passport page including the MRZ, when processed, then the module must classify the document as 'Passport', extract MRZ data, full name, nationality, expiration date, and verify MRZ checksum accuracy.
Certification Document Recognition
Given a legible image of a professional certification (e.g., CPR certificate), when processed by the system, then it must identify the document as 'Certification', extract certification name, issue date, expiration date, and match text layout against template patterns to confirm authenticity.
Unrecognized or Unsupported Document Handling
Given a blurry image or an unsupported document type is uploaded, when processed, then the module must return an error code 'UNRECOGNIZED_DOCUMENT_TYPE' and display guidance prompting the user to retake the photo or upload a supported document type.
Incomplete Required Fields Detection
Given an uploaded document missing one or more mandatory fields (e.g., no expiration date on passport), when processed, then the system must flag each missing field, classify the document type correctly, and return specific error messages instructing the user to provide the missing information.
Encrypted Document Storage
"As a company administrator, I want employee documents to be securely stored and encrypted so that sensitive information is protected and regulatory requirements are met."
Description

Ensure all scanned documents and extracted data are stored using industry-standard encryption at rest (AES-256) and in transit (TLS 1.2+). Implement role-based access controls to restrict document retrieval to authorized personnel only. Maintain audit logs of upload, access, and deletion events to support compliance with data privacy regulations such as GDPR and CCPA.

Acceptance Criteria
Encryption at Rest for Stored Documents
Given a document is uploaded via DocuSnap, When the document is saved to storage, Then the document file and extracted data must be encrypted using AES-256 before persistence
Secure Data Transmission
Given a user submits a document through the mobile app, When the app sends data to the server, Then the connection shall use TLS 1.2 or higher and pass certificate validation
Role-Based Access Control Enforcement
Given a user attempts to retrieve a stored document, When the user’s role is checked, Then only users with the Document Admin or Compliance Officer role shall be granted access and others denied
Audit Log Creation for Upload and Access Events
Given a document upload or access event occurs, When the event is processed, Then an audit log entry with timestamp, user ID, event type (upload/access), and document ID shall be recorded
Audit Log Creation for Deletion Events
Given a document deletion request is executed, When the document is deleted, Then an audit log entry with timestamp, user ID, event type (deletion), and document ID shall be recorded

Team Connect

Automates personalized introductions by sharing team profiles, roles, and a group chat for new hires to connect with colleagues and managers before day one—fostering engagement and a sense of belonging early.

Requirements

Profile Sharing Automation
"As a new hire, I want to view my team’s profiles before my first day so that I can familiarize myself with my colleagues and their roles."
Description

Automatically compile and display detailed team member profiles, including roles, tenure, skills, and contact information, within the onboarding portal. Ensure seamless integration with existing HR data sources and allow managers to customize profile visibility and layout. Provide a secure, read-only view for new hires to explore their team’s expertise before day one, fostering familiarity and reducing first-day uncertainty.

Acceptance Criteria
New Hire Accesses Team Profiles
Given a new hire has logged into the onboarding portal, when they navigate to the Team Profiles section, then all team member profiles display role, tenure, skills, and contact details within 2 seconds.
Manager Customizes Profile Layout
Given a manager is in the portal’s Admin view, when they select custom visibility settings or reorder profile fields, then the layout updates in real time and persists for all new hires.
HR Data Sync Verification
Given overnight HR data sync runs, when new or updated team member information exists in the HR system, then the portal reflects those changes accurately within 1 hour and logs a successful update event.
Secure Read-Only Profile View
Given a new hire accesses team profiles, when they attempt to edit or export any profile data, then all edit and export actions are disabled and no personal data modifications are allowed.
Profile Data Accuracy Check
Given a random sample of team profiles, when compared against the source HR database, then 100% of role, tenure, skills, and contact fields match exactly without discrepancies.
Personalized Introduction Messages
"As a manager, I want to send personalized welcome messages to new hires so that they feel valued and connected to the team from the start."
Description

Generate and send individualized welcome messages to new hires, incorporating team-specific details and manager-specified greetings. Utilize dynamic templates that pull in personal data (e.g., name, start date) and team highlights to create an engaging, humanized introduction. Allow managers to review and modify messages prior to dispatch to maintain brand voice and personal touch.

Acceptance Criteria
Dynamic Template Population
Given a manager selects a welcome message template, When the system retrieves the new hire’s name, start date, role, and team highlights from their profile, Then the message preview displays all populated fields accurately without any placeholder text remaining.
Manager Review and Edit
Given the populated welcome message preview, When the manager edits the greeting or any content section, Then the system updates the preview in real-time and allows the manager to save changes before sending.
Single Dispatch of Personalized Message
Given the manager finalizes the welcome message, When the manager clicks ‘Send’, Then the system dispatches the individualized message to the new hire’s email address and records the sent timestamp and message content in an audit log.
Team Highlights Inclusion
Given predefined team highlights in the system, When generating the welcome message, Then the system includes at least three key team-specific details and integrates them naturally into the message text.
Error Handling for Missing Data
Given missing or incomplete new hire data required by the template, When the system encounters unpopulated fields, Then it flags each missing field, prompts the manager to enter the required information, and prevents message dispatch until all required data is provided.
Automated Group Chat Setup
"As a new hire, I want to join a group chat with my team before my first day so that I can ask questions and start building relationships early."
Description

Automatically create a dedicated group chat (Slack, Microsoft Teams, or alternative) for each new hire and their immediate team members. Include managers and mentors, set appropriate permissions, and pre-populate chat with a welcome message and basic guidelines. Ensure the chat persists beyond onboarding to support ongoing communication and collaboration.

Acceptance Criteria
Initial Group Chat Creation
Given a new hire profile is entered into Shiftly When onboarding is initiated Then a dedicated group chat is automatically created including the new hire, all immediate team members, their manager, and assigned mentor
Permission Assignment Verification
Given a newly created group chat When verifying member permissions Then only invited users (new hire, team members, manager, mentor) can view and post messages and no external users have access
Welcome Message Population
Given the group chat has been created When the chat is first initialized Then an automated welcome message with basic onboarding guidelines is posted by the system
Chat Persistence Post-Onboarding
Given the new hire has completed initial onboarding When checking chat access after onboarding ends Then the group chat remains active with full history accessible to all original members
Alternate Platform Integration
Given a platform selection (Slack, Microsoft Teams, or other) When creating the group chat Then the system successfully integrates with the selected platform and establishes the chat without errors
Onboarding RSVP and Availability Poll
"As a manager, I want to gather availability and RSVPs for the introductory chat so that I can schedule it at a time that works for everyone."
Description

Embed an interactive poll within the onboarding portal that prompts new hires and team members to confirm participation in the introductory chat and share preferred times. Aggregate responses in real time, display participation rates, and highlight scheduling conflicts for managers. Provide automated reminders to non-respondents and allow manual overrides for urgent adjustments.

Acceptance Criteria
New Hire RSVP Submission
Given a new hire accesses the onboarding portal with the embedded poll When they select “Yes” or “No” for the introductory chat and choose preferred time slots Then their response and availability choices are stored in the system, and they see a confirmation message on the portal
Automated Reminder Dispatch
Given team members who have not responded 48 hours before the introductory chat When the automated reminder job runs Then each non-respondent receives an email reminder, and the system logs each reminder sent
Real-Time Response Aggregation
Given multiple responses submitted by new hires and team members When any user responds to the poll Then the participation rate percentage and list of respondents vs. non-respondents update in the manager’s dashboard within 5 seconds
Scheduling Conflict Detection
Given overlapping time preferences or unavailable time slots among respondents When the system aggregates availability Then any conflicts are highlighted in red on the manager’s dashboard, and a conflict count is displayed
Manual Override Adjustment
Given an urgent need for schedule adjustment by the manager When the manager manually overrides a participant’s selected time Then the system bypasses conflict validation after displaying a warning, applies the new time slot, and sends a notification to the affected participant
SMS and Email Reminder Notifications
"As a new hire, I want timely reminders about my upcoming introductions so that I don't miss the scheduled group chat and stay engaged."
Description

Implement a notification engine that sends configurable SMS and email reminders to new hires and team members leading up to the group chat event. Include customizable lead times (e.g., 48 hours, 24 hours, 1 hour before), event details, and quick access links to the chat. Track delivery and open rates, and log reminder interactions for reporting.

Acceptance Criteria
New Hire 48-Hour Reminder Delivery
Given a new hire has a group chat event scheduled in 48 hours, when the reminder engine runs at the configured 48-hour lead time, then an SMS and email reminder containing event details and direct chat link is sent to the new hire within 5 minutes of the scheduled send time and delivery is logged.
New Hire 24-Hour Reminder with Chat Link
Given a new hire is 24 hours away from the group chat event, when the system triggers the 24-hour reminder, then both SMS and email are delivered with the correct event date, time, and one-click chat access link and open/click events are recorded.
New Hire 1-Hour Reminder Follow-Up
Given it is one hour before the group chat event start, when the final reminder is scheduled, then the system sends an SMS and email that includes a personalized greeting, event countdown, and quick-access link, and registers the reminder as sent and delivered.
Team Member Invitation Acknowledgment Tracking
Given a team member receives any reminder, when they open the email or click the SMS link, then the system updates the reminder log with the timestamp of open or click and marks the invitation as acknowledged in the reporting dashboard.
Reminder Delivery Failure Handling
Given an SMS or email fails to deliver, when the initial send attempt returns an error, then the system automatically retries up to two times at 15-minute intervals, notifies the manager via email if all retries fail, and logs each failure and retry attempt.

QuickLearn Modules

Delivers bite-sized, interactive microlearning modules covering company policies, product knowledge, and store procedures—allowing new hires to complete essential training at their own pace within the onboarding flow.

Requirements

Interactive Module Navigation
"As a new hire, I want to easily navigate between sections of my training modules so that I can quickly review specific topics and track my learning progress efficiently."
Description

Enable users to seamlessly navigate through microlearning modules with intuitive controls for next, previous, and jump-to-section functionality. This requirement ensures a smooth learning experience by providing clear navigation cues, progress indicators, and responsive design adjustments for various devices. Integration with the onboarding flow guarantees that new hires can access modules in sequence or revisit sections as needed, promoting engagement and retention of company policies, product knowledge, and store procedures.

Acceptance Criteria
Navigate to Next Module Section
Given a user is on a microlearning module section, when they tap the 'Next' button, then the next section loads within two seconds and the header displays the correct section title.
Return to Previous Module Section
Given a user has progressed to at least section two, when they tap the 'Previous' button, then the preceding section loads and the progress indicator updates accordingly.
Jump to Specific Section from Progress Bar
Given the module’s progress bar is visible, when a user selects a specific section indicator, then the module navigates directly to that section and highlights the selected indicator.
Visual Progress Indicator Updates
Given a user completes any module section, when the section status changes to 'completed', then the progress indicator visually updates to reflect the new percentage of completion.
Responsive Layout on Mobile Devices
Given a user accesses the modules on a mobile or tablet device, when they rotate or resize the screen, then navigation controls and content adjust seamlessly without overlap or loss of functionality.
Sequential Access Enforcement in Onboarding Flow
Given the onboarding flow sequence, when a user tries to access an out-of-order module section, then the system prevents access and displays a message prompting completion of prior sections.
Progress Tracking Dashboard
"As a store manager, I want to view each new hire’s training progress in one place so that I can ensure timely completion of all required onboarding modules."
Description

Implement a dashboard that displays individual learning progress across all QuickLearn modules, including completion percentage, time spent, and upcoming modules. This centralized view helps users and managers monitor training status in real time, identify gaps, and ensure compliance with required onboarding steps. The dashboard integrates with user profiles and sends automated reminders for incomplete modules.

Acceptance Criteria
Dashboard Overview for New User
Given a new hire logs into the Progress Tracking Dashboard When they have started at least one QuickLearn module Then the dashboard displays overall completion percentage, total time spent, and a list of upcoming modules
Progress Details for Ongoing Module
Given a user is currently working on a specific QuickLearn module When they view the module’s detail panel within the dashboard Then the progress bar accurately reflects percentage completed and estimated time remaining
Automated Reminder Trigger for Incomplete Modules
Given a user has not completed an assigned QuickLearn module within 48 hours of assignment When the 48-hour threshold is reached Then the system automatically sends an email and in-app notification reminder for the incomplete module
Manager View of Team Training Status
Given a store manager accesses the Progress Tracking Dashboard for their team When the dashboard loads Then it displays each team member’s completion percentage, flags anyone below 80% completion, and lists upcoming modules for each member
Time Spent Analytics Accuracy Check
Given a user completes multiple QuickLearn modules When reviewing the time spent analytics in the dashboard Then the total time recorded equals the sum of individual module times within a two-minute variance
Offline Access Mode
"As a new hire working in areas with poor connectivity, I want to complete my training offline so that I can stay on schedule without internet disruptions."
Description

Allow users to download microlearning modules for offline consumption, maintaining full interactivity and progress synchronization when reconnecting. This feature benefits employees in locations with unreliable internet by enabling uninterrupted training. The system securely caches content and uploads progress data to the central server once connectivity is restored.

Acceptance Criteria
Download Module for Offline Use
Given a user selects a module for offline access, when the device is online, then the entire module content is downloaded successfully and made available for offline use without errors.
Complete Module Without Connectivity
Given the device is offline and a downloaded module is launched, when the user navigates through interactive elements, then all quizzes, videos, and activities are fully functional and progress is recorded locally.
Seamless Progress Sync on Reconnection
Given the device reconnects to the internet after offline usage, when the user opens the app, then all locally stored progress is automatically synchronized with the central server without duplication or data loss.
Secure Caching of Sensitive Content
Given a downloaded module contains confidential content, when stored locally, then the content is encrypted and accessible only after successful user authentication.
Storage Management and Space Limitation
Given limited device storage, when the user attempts to download additional modules, then the system alerts the user if remaining space is below the threshold and prevents downloads that exceed available storage.
Quiz and Assessment Integration
"As a new hire, I want to take short quizzes after each training module so that I can confirm my understanding of key concepts before moving on."
Description

Incorporate interactive quizzes and assessments at the end of each module to reinforce learning and validate comprehension. Questions can be multiple-choice, true/false, or scenario-based, with instant feedback and explanations. Results are recorded in the user’s training profile and reported on the Progress Tracking Dashboard for both learners and managers.

Acceptance Criteria
Quiz Activation After Module Completion
Given a learner completes a QuickLearn module and selects 'Start Quiz', When the system initiates the quiz, Then the quiz interface loads within 2 seconds displaying the first question correctly.
Question Type Rendering
Given the quiz contains multiple-choice, true/false, and scenario-based questions, When the quiz loads each question, Then the question type, options, and any scenario details are displayed according to the module content specification.
Instant Feedback Delivery
Given a learner submits an answer for a quiz question, When the answer is received, Then immediate feedback indicating correct or incorrect is displayed along with an explanation within 1 second.
Result Recording in Training Profile
Given a learner completes all quiz questions, When the final quiz is submitted, Then the result (score, answers, and explanations) is saved to the learner’s training profile.
Progress Tracking Dashboard Update
Given a quiz result is recorded in the learner’s profile, When the dashboard refreshes, Then the learner’s latest score and completion status are displayed accurately for both learner and manager within 5 seconds.
Admin Content Management Console
"As a training administrator, I want to manage and update microlearning content easily so that I can keep onboarding materials current and relevant."
Description

Provide store administrators with a web-based console to create, edit, and organize QuickLearn modules, including multimedia elements, quizzes, and scheduling. The console offers version control, preview modes, and user segment targeting to tailor training materials by role or location. Integration with the HR system ensures that new hire profiles automatically receive assigned modules.

Acceptance Criteria
Module Creation Setup
Given an authenticated admin accesses the console When the admin enters a module title, description, and selects content types Then the module is saved and appears in the module list as "Draft"
Multimedia Element Integration
Given an admin is editing a module When the admin uploads a supported multimedia file under 50MB Then the file is stored with correct metadata and displays in the preview without errors
Quiz Question Configuration
Given an admin adds a quiz section to a module When the admin creates a multiple-choice question with at least one correct option Then the question appears in preview mode and selecting the correct option yields a passing score
Version Control and Rollback
Given an admin edits an existing module When the admin saves changes Then a new version is created, the previous version is archived, and the admin can preview or restore any version
User Segment Targeting
Given an admin targets modules by role or location When the admin selects segments and schedules release Then only users matching the selected segments receive the module at the scheduled time
HR System Integration
Given a new hire profile is created in the HR system When the profile syncs with the console Then all assigned modules automatically appear in the new hire’s onboarding dashboard within five minutes

Gap Guardian

Realtime identification of coverage shortfalls across all stores, highlighting understaffed shifts and recommending optimal staff allocations. This ensures managers can proactively address gaps before they impact operations, boosting customer satisfaction and reducing last-minute scramble.

Requirements

Coverage Shortfall Detection
"As a store manager, I want to see real-time detection of any understaffed shifts so that I can address coverage shortfalls before they impact store operations."
Description

Continuously monitor staffing levels across all stores in real time to identify any shifts where scheduled coverage falls below required thresholds, ensuring proactive visibility into understaffed periods and reducing operational risk.

Acceptance Criteria
Morning Shift Understaffing Detection
Given a store has an 8:00 AM–12:00 PM shift requiring 4 employees and only 3 are scheduled, when the system monitors staffing levels in real time, then it flags the shift as understaffed and records a 25% shortfall.
Dashboard Highlight of Understaffed Shifts
Given one or more upcoming shifts are flagged as understaffed, when a manager accesses the coverage dashboard, then the system highlights these shifts in red with the number of missing staff and recommends reallocations.
Real-time Update on Staff Call-Outs
Given an employee cancels their shift less than 2 hours before start time, when the system detects the cancellation, then it recalculates staffing levels and updates any shortfall within 1 minute.
Automated Shortfall Notification Delivery
Given a shift is identified as understaffed, when the system flags the shortfall, then it sends a notification to the store manager’s mobile app and email containing shift time, store ID, and recommended number of additional staff.
Weekly Shortfall Trend Report Generation
Given a week of staffing data, when the weekly report is generated, then the system includes total number of understaffed shifts, average shortfall per store, and highlights stores exceeding a 10% shortfall rate.
Real-Time Gap Alerts
"As a store manager, I want to receive instant alerts when a shift is understaffed so that I can quickly assign available employees to maintain service levels."
Description

Trigger instant notifications and dashboard highlights when a coverage gap is detected, enabling managers to receive immediate awareness via email, SMS, or in-app messages and act swiftly to fill shifts.

Acceptance Criteria
Understaffed Shift Detection
Given a shift where assigned staff falls below required coverage levels, When the system reevaluates staffing in real-time, Then it should identify the gap and flag it within 2 seconds on the manager dashboard.
Email Notification Delivery
Given a detected coverage gap, When the notification system triggers an email, Then the manager should receive the email within 10 seconds containing store name, shift details, and suggested staff allocations.
SMS Notification Delivery
Given a detected coverage gap and manager has SMS notifications enabled, When the system sends an SMS alert, Then the manager should receive an SMS within 10 seconds with essential gap details and recommendation.
In-App Alert Highlight
Given a detected coverage gap, When the manager views the dashboard, Then the affected shift should be visually highlighted (e.g., red banner) and a tooltip should display the number of missing staff and recommended actions.
Notification Acknowledgment Tracking
Given a manager receives any gap alert, When they acknowledge the notification via email link, SMS reply, or in-app button, Then the system should record the acknowledgment timestamp and remove the alert from pending notifications.
Optimal Allocation Recommendations
"As a store manager, I want AI-driven suggestions for which employees to assign to an understaffed shift so that I can optimize staffing based on availability and skills."
Description

Leverage AI algorithms to analyze staff availability, skills, and preferences, then suggest the best-fit employees to fill identified gaps, streamlining decision-making and balancing workload efficiently.

Acceptance Criteria
Overnight Shift Vacancy
Given an identified overnight shift gap, when the manager requests optimal allocation recommendations, then the system shall return at least three available employees qualified for overnight work, sorted by ascending current weekly hours.
Holiday Weekend Surge
Given multiple open holiday weekend shifts, when the manager generates recommendations, then the system shall suggest employees available on holiday dates with at least 80% skill match and no conflicts with their preferred days off.
Last-Minute Call-Out
Given a call-out reported less than four hours before shift start, when the manager requests fill recommendations, then the system shall provide updated suggestions within 30 seconds, selecting only currently off-shift employees within a 30-minute commute radius.
Skill-Specific Requirement
Given a shift requiring specific certification or skill code, when recommendations are requested, then the system shall list only employees holding the required certification, ordered by ascending number of certifications held.
Balanced Workload Distribution
Given multiple shift gaps within the same week, when the manager reviews allocation recommendations, then the system shall ensure no employee is assigned more than 40 total hours and distribute assignments evenly across available staff.
Historical Trend Analysis
"As a district manager, I want to review historical coverage gap trends so that I can forecast future staffing needs and prevent recurring shortfalls."
Description

Aggregate and visualize past coverage gap data to identify recurring patterns, enabling managers to anticipate high-risk periods and adjust scheduling strategies accordingly.

Acceptance Criteria
View Monthly Coverage Gap Trends
Given a manager accesses the Historical Trend Analysis feature and selects a 12-month range, When the system processes past coverage gap data, Then a line chart displays monthly gap frequency with correct numerical values and month labels.
Identify Weekly Peak Gap Periods
Given the manager filters trends by week, When the system identifies the top three weeks with the highest coverage gaps in the past quarter, Then those weeks are highlighted and sorted by gap magnitude.
Filter Gap Patterns by Store Location
Given multiple store locations are available, When the manager selects one or more stores, Then the trend visualization updates to show only the historical coverage gaps for the selected store(s).
Export Historical Gap Reports
Given the manager is viewing trend data, When they click 'Export', Then the system downloads a CSV file containing date, store, shift, and gap count for the selected period.
Receive Alert for Recurring Shift Gaps
Given the system detects a recurring coverage gap pattern occurring in at least three similar time slots over the past month, When the manager’s dashboard is loaded, Then a notification alerts the manager with details of the recurring gaps and recommended staffing adjustments.

Spend Radar

Interactive labor spend heatmaps that visualize payroll costs by location, department, and time period. By pinpointing high-cost areas and trends, managers can optimize budgets, make informed staffing decisions, and balance labor spend against revenue goals.

Requirements

Interactive Heatmap Rendering
"As a store manager, I want to see an interactive heatmap of labor spend by location and time so that I can quickly identify and address staffing cost hotspots."
Description

Develop an interactive labor spend heatmap that visualizes payroll costs across multiple dimensions—store location, department, and time period. The heatmap should use color gradients to represent cost intensity, allow users to hover for detailed tooltips, and support zooming and panning to explore data at different granularities. It integrates with Shiftly’s existing data pipeline to pull real-time labor and scheduling data, ensuring managers see up-to-date spend patterns. The feature enhances decision-making by providing immediate visual insights into high-cost areas, enabling budget optimization and staff allocation adjustments.

Acceptance Criteria
Store Location Cost Visualization
Given a manager is on the heatmap view When labor spend data is retrieved for each store location Then each location is displayed on the heatmap with a color gradient reflecting its current payroll cost relative to other locations
Department-Level Spend Exploration
Given a manager selects a specific store When they filter the heatmap by department Then the map updates to show each department’s payroll cost intensity within that store using distinct color shading
Time Period Trend Analysis
Given a manager chooses a time period (day, week, month) When the selection is applied Then the heatmap refreshes to visualize payroll spend trends over that period, allowing comparison across locations or departments
Detailed Tooltip Inspection
Given a manager hovers over any heatmap cell When the hover state is active Then a tooltip appears showing the exact payroll cost number, department name, store location, and time period for that cell
Heatmap Zoom and Pan Interaction
Given a manager interacts with the heatmap controls When they zoom in/out or pan across the map Then the visualization adjusts smoothly, maintaining data accuracy and allowing detailed view of specific areas
Dynamic Filters and Drill-Down
"As a regional manager, I want to filter labor spend by department and drill down into specific shifts so that I can investigate cost drivers and make informed staffing decisions."
Description

Implement dynamic filtering controls that allow users to slice labor spend data by department, date range, cost center, and shift type. Users can apply multiple filters simultaneously, with the heatmap updating in real time. Drill-down capability should enable managers to click on any heatmap cell to view a detailed breakdown of individual shifts, employee hours, pay rates, and related metrics. This requirement ensures that managers can pivot from high-level overviews to granular data without switching screens, streamlining analysis and action.

Acceptance Criteria
Applying Multiple Filters
Given the manager is on the Spend Radar heatmap page, When the manager selects department "Electronics", date range "June 1-7", and shift type "Evening", Then the heatmap updates to reflect labor spend for the Electronics department during the specified date range and shift type.
Real-Time Heatmap Update
Given any filter value is changed, When the manager applies the new filter selection, Then the heatmap refreshes within two seconds without a full page reload and accurately displays the updated labor spend data.
Drilling Down into Heatmap Cell
Given the manager clicks on a heatmap cell representing a specific department and time period, When the click is registered, Then a detailed breakdown panel opens showing individual shifts, employee hours, pay rates, and total cost for that cell.
Combining Filters and Drill-Down
Given multiple filters are active on the heatmap, When the manager drills down into any filtered cell, Then the detailed breakdown shows only the shifts and metrics that match all active filters.
Clearing Filters
Given filters have been applied to the heatmap, When the manager clicks the "Clear All Filters" button, Then all filters reset to their default values and the heatmap returns to the unfiltered view.
Historical Trend Analysis
"As a district manager, I want to compare labor spend heatmaps across past periods so that I can identify trends and adjust budgets proactively."
Description

Provide functionality to compare labor spend heatmaps across customizable historical periods, such as week-over-week or month-over-month comparisons. Users should be able to overlay two timeframes or view them side-by-side, with variance indicators highlighting cost increases or decreases. The feature integrates time-series analytics into the heatmap interface and supports exporting trend data for presentations. It helps managers spot recurring cost spikes, evaluate the impact of scheduling changes, and forecast future labor budgets more accurately.

Acceptance Criteria
Week-over-Week Comparison View
Given a manager selects two consecutive weeks, when they apply the week-over-week comparison, then the system displays two heatmaps side-by-side with percentage variances highlighted in green for decreases and red for increases.
Month-over-Month Overlay Analysis
Given a manager overlays two monthly periods, when the overlay mode is enabled, then the heatmap layers are superimposed with adjustable opacity and a legend indicating each month’s color-coded variance percentages.
Custom Date Range Trend Export
Given a manager chooses any two custom date ranges, when they export trend data, then a CSV file containing heatmap cell coordinates, timestamps, and variance values is generated and downloadable.
Recurring Cost Spike Identification
Given a manager reviews historical trends, when the system detects a recurring cost spike in the same department over three periods, then an alert is shown summarizing the spike frequency and average variance percentage.
Forecast Integration Display
Given a manager enables forecast mode for future labor spend, when they view the heatmap interface, then forecasted spend is appended as a third layer and variance between actual and forecast is shown with trend arrows.
Exportable Reports
"As a finance analyst, I want to export labor spend heatmaps and data so that I can include them in reports and presentations for senior leadership."
Description

Enable users to export heatmap views and underlying data into multiple formats, including PDF, PNG, and CSV. Exports should preserve filter settings, color legends, and annotations, and include metadata such as date created, applied filters, and data source. The feature integrates with Shiftly’s reporting module, allowing automated scheduled exports and email distribution. This requirement ensures managers can share visual insights with stakeholders, support budget proposals, and maintain audit trails of labor spend analyses.

Acceptance Criteria
PDF Export of Heatmap View
Given the user has applied filters and annotations to a heatmap, when they select 'Export' and choose 'PDF', then a PDF file is downloaded preserving the current view, filter settings, color legends, and annotations.
CSV Data Export with Filters
Given the user has filtered the heatmap data, when they select 'Export' and choose 'CSV', then the downloaded CSV file contains all underlying data rows reflecting the applied filters, with correct column headers and UTF-8 encoding.
PNG Image Export with Legends
Given the user views a heatmap with color legends, when they select 'Export' and choose 'PNG', then a PNG image is downloaded that matches the on-screen heatmap including legends and annotations at 300 DPI resolution.
Scheduled Automated Export via Email
Given the user configures a scheduled export for a specific heatmap and format, when the scheduled time arrives, then an email is sent to the designated recipients with the exported file attached and a summary of filters used.
Metadata Inclusion in Reports
Given the user exports any report format, when the file is generated, then it includes metadata headers showing creation date, applied filters, data source, and report format within the first page or file header.
Real-Time Data Refresh
"As an operations manager, I want the heatmap to update in real time so that I can respond immediately to staffing changes and cost fluctuations."
Description

Implement a real-time data refresh mechanism that updates heatmap visualizations as new scheduling or payroll data comes in. The system should poll or subscribe to data changes at configurable intervals (e.g., every 5 minutes) and animate updates on the heatmap without full page reloads. This requirement leverages Shiftly’s event-driven architecture to push updates directly to the UI, ensuring managers always work with the latest labor spend information and can react instantly to last-minute staffing changes.

Acceptance Criteria
Automatic Heatmap Update Interval
Given the data refresh interval is configured to 5 minutes, when new scheduling or payroll data arrives, then the heatmap visualization updates automatically within 30 seconds without requiring a full page reload.
Configurable Refresh Interval Adjustment
Given a manager updates the data refresh interval setting, when the new interval is saved, then the system adjusts its polling or subscription mechanism and applies the new interval for subsequent updates.
Real-Time Push Updates
Given the system receives an event-driven data change notification, when payroll or scheduling data is modified, then the update is pushed to the UI and the heatmap animates the new data in under 5 seconds.
Failure Handling on Data Refresh
Given a network or server error occurs during a data refresh, when the refresh attempt fails, then the system displays a non-intrusive error notification to the user and automatically retries the update at the next scheduled interval.
Visual Animation Smoothness
Given a heatmap data update is applied, when the UI renders the changes, then the heatmap color transitions animate smoothly at a minimum of 30 frames per second without impacting other UI interactions.
User Access Control for Spend Radar
"As an IT administrator, I want to control access to spend heatmap features based on user roles so that labor cost data remains secure and compliant."
Description

Define and enforce role-based access controls for the Spend Radar feature, ensuring that only authorized users can view, filter, or export sensitive labor cost data. Permissions should be configurable at the user and group level, integrating with Shiftly’s existing authentication system. Audit logs must record access and export events for compliance. This requirement protects confidential payroll information, maintains data security standards, and ensures that managers see only the data relevant to their responsibility level.

Acceptance Criteria
Authorized User Views Spend Radar Dashboard
Given a user with VIEW_SPEND_RADAR permission logs in, When they navigate to the Spend Radar feature, Then the dashboard and data load successfully within 2 seconds without errors.
Unauthorized User Attempts to Access Spend Radar
Given a user without Spend Radar permissions, When they attempt to access the Spend Radar URL or feature, Then the system returns a 403 Forbidden response and does not display any sensitive data.
Manager Exports Spend Data
Given a user with EXPORT_SPEND_DATA permission, When they request an export of the current view, Then a correctly formatted CSV file is downloaded and an audit log entry is created with user ID, timestamp, and export parameters.
Admin Configures User Permissions
Given an admin user in the user management console, When they assign or revoke Spend Radar view or export permissions for a user or group, Then the changes are saved immediately and reflected on next access attempt.
Audit Log Records Access Events
Given any user access or export action in Spend Radar, When the action occurs, Then the system logs user ID, action type (view or export), timestamp, and any applied filters, storing logs for a minimum of 90 days.

Trend Tracker

Dynamic graphs that display historical staffing patterns and forecast future needs using AI-driven insights. This empowers district directors and strategists to anticipate demand, plan schedules more effectively, and minimize over- or understaffing.

Requirements

Historical Data Visualization
"As a district director, I want to view past staffing patterns on interactive graphs so that I can identify trends and staffing bottlenecks."
Description

Implement dynamic graphs that display past staffing levels, shift fill rates, and coverage gaps over customizable time intervals. The visualization should integrate seamlessly within the Trend Tracker feature, allowing users to see clear patterns and trends. It must support daily, weekly, and monthly views, incorporate smooth transitions between periods, and provide interactive tooltips for detailed data points to facilitate in-depth analysis.

Acceptance Criteria
Daily View Rendering
Given the user is on the Trend Tracker feature When they select the 'Daily' interval Then the dynamic graph displays staffing levels, shift fill rates, and coverage gaps for the previous 24 hours And data points are plotted at hourly granularity And the graph renders within 2 seconds
Weekly View Rendering
Given the user is on the Trend Tracker feature When they select the 'Weekly' interval Then the graph displays staffing levels, shift fill rates, and coverage gaps for the past 7 days And data points are plotted per day And the view transition completes within 500 milliseconds
Monthly View Rendering
Given the user is on the Trend Tracker feature When they select the 'Monthly' interval Then the graph displays staffing levels, shift fill rates, and coverage gaps for the past 30 days And data points are aggregated and plotted per week And the graph updates within 1 second
Interactive Tooltip Display
Given the graph is displayed When the user hovers over a data point Then a tooltip appears showing date, staffing level, fill rate percentage, and coverage gap count And the tooltip content updates instantly without flicker
Seamless View Transition
Given a view interval is active When the user switches between Daily, Weekly, or Monthly intervals Then the graph animates smoothly between intervals without a full reload And data accuracy is maintained And the transition completes within 1 second
AI Forecast Engine
"As a district director, I want AI-driven forecasts of future staffing demands so that I can proactively schedule the right number of employees."
Description

Develop an AI-driven forecasting module that analyzes historical staffing data, store performance metrics, and external factors (e.g., holidays, promotions) to predict future staffing needs. The engine should produce forecasts with confidence intervals and integrate directly into the Trend Tracker dashboards. It must continuously retrain on new data for accuracy and provide transparent model insights to build user trust.

Acceptance Criteria
Weekly Forecast Generation
Given a retail store with at least 12 weeks of historical staffing data, when the district director requests a weekly staffing forecast, then the system returns staffing predictions for each shift of the next week within 2 seconds and includes 95% confidence intervals.
Confidence Interval Visualization
Given the Trend Tracker dashboard is open, when a forecast is displayed, then the confidence intervals appear as shaded regions around the forecast line with clear percentage labels.
Continuous Model Retraining
Given new daily staffing and performance data becomes available at midnight, when the system auto-retraining process runs, then the AI model retrains without manual intervention and completes by 6 AM, updating all forecasts.
External Factors Integration
Given a specified holiday or promotional event in the system calendar, when generating forecasts for periods including that event, then the system adjusts predicted staffing needs by at least 10% compared to baseline and notes the factor’s impact in the forecast metadata.
Model Insight Transparency
Given a user views any forecast, when selecting the ‘Explain Forecast’ option, then the system displays the top three influencing factors with their relative weight percentages for that forecast.
Interactive Graph Controls
"As a district director, I want to filter and zoom into specific time ranges in the trend graphs so that I can focus on periods of interest."
Description

Provide users with intuitive controls to manipulate trend visualizations, including zooming, panning, time-range selection, and filtering by store, department, or role. Controls should be prominently placed, responsive, and consistent across graph types. The implementation should allow users to drill down into specific data segments and save their view preferences for future sessions.

Acceptance Criteria
Zoom and Pan Interaction on Trend Graph
Given a user is viewing a trend graph, when the user performs a zoom or pan gesture, then the graph must update within 1 second to reflect the new viewport and axis labels adjust accordingly.
Time-Range Selection Control
Given a user selects a start and end date in the time-range control, when the selection is applied, then the graph displays only data within that range and refreshes within 1 second.
Filtering by Store, Department, or Role
Given filter controls are visible, when the user selects one or multiple stores, departments, or roles, then the graph updates to show data only for the selected filters and completes rendering within 1 second.
Drill-Down into Data Segments
Given a user clicks on a specific data point or bar, when the drill-down action is triggered, then a detailed view opens showing at least three relevant data attributes and provides a clear navigation path back to the overview.
Save and Restore View Preferences
Given a user has customized zoom, time-range, filters, and drill-down settings, when the user clicks 'Save View', then the preferences are stored and automatically applied the next time the graph is loaded.
Customizable Reporting Dashboard
"As a strategist, I want to configure and save custom dashboard layouts so that I can quickly access the metrics most relevant to my planning."
Description

Enable users to design and personalize their Trend Tracker dashboard by adding, removing, and rearranging widgets. Each widget should represent a different graph or metric (e.g., forecast variance, historical average, peak demand). Users must be able to save multiple dashboard templates, set one as default, and share configurations with team members to promote collaboration.

Acceptance Criteria
Adding and Removing Widgets
Given a user is on the dashboard customization page When the user adds a new widget from the available widget library Then the widget appears in the dashboard layout And when the user clicks the remove icon on an existing widget Then the widget is removed from the layout
Rearranging Widgets Layout
Given a dashboard with multiple widgets When the user drags a widget to a new position Then the widget reorders visually to the new location And the updated layout is saved automatically
Saving Multiple Dashboard Templates
Given a customized dashboard layout When the user selects “Save as Template” and provides a unique template name Then the template is stored in the user’s template list And the new template appears available for selection in future sessions
Setting Default Dashboard Template
Given the user has multiple saved dashboard templates When the user selects “Set as Default” on one template Then that template is marked as default And it automatically loads whenever the dashboard is accessed
Sharing Dashboard Configurations with Team
Given one or more saved dashboard templates When the user clicks “Share” on a template and enters team member identifiers Then the system sends share invitations to those team members And the shared template appears in recipients’ template lists with appropriate permissions
Alert and Notification System
"As a district director, I want to receive notifications when forecasted staffing deviates from optimal levels so that I can adjust schedules proactively."
Description

Implement a notification system that triggers alerts when forecasted staffing deviates beyond defined thresholds (e.g., under- or overstaffing by 10%). Alerts should be delivered via in-app messages, email, or SMS, based on user preferences. Users must be able to configure thresholds per store or region and manage alert schedules to avoid notification fatigue.

Acceptance Criteria
Threshold Breach Alert Delivery
Given the forecasted staffing deviates by more than the store's configured threshold When the forecast completes Then the system sends an alert within 1 minute that includes the store ID, deviation percentage, and recommended staffing adjustment.
Notification Channel Selection by User
Given a user has selected email and SMS as preferred alert channels When an alert is triggered Then the system sends the alert via email and SMS and does not send via channels not selected by the user.
Store-Level Threshold Configuration
Given a manager sets the overstaffing threshold to 15% for Store A When the manager saves the settings Then the system persists the threshold and uses 15% for subsequent forecast alerts for Store A.
Notification Schedule Adherence
Given a user configures quiet hours between 10:00 PM and 6:00 AM When an alert occurs at 11:00 PM Then the system queues the alert and delivers it at 6:00 AM, optionally consolidating multiple alerts into a single morning summary.
In-App Alert Visibility
Given an alert has been triggered When the user logs into the Shiftly app Then the notifications tab displays an unread badge, and the alert appears with details including timestamp, store ID, deviation percentage, and link to staffing adjustment recommendations.
Data Export Functionality
"As a district director, I want to export staffing trend data to CSV or PDF so that I can share reports with stakeholders and perform external analysis."
Description

Allow users to export trend graphs and underlying data tables in common formats (CSV, PDF). The export feature should maintain visual fidelity for graphs and include configurable export options, such as date range selection, filters applied, and metadata annotations. Exports should be downloadable directly from the Trend Tracker interface.

Acceptance Criteria
Export Trend Graph as PDF
Given a user has applied a date range and filters on the Trend Tracker interface When the user selects “Export as PDF” and confirms the export Then the system generates a PDF that preserves the visual fidelity of the graph, includes all applied filters in the title, and prompts the user to download the file
Export Underlying Data as CSV
Given a user has applied a date range and column filters on the Trend Tracker interface When the user selects “Export Data as CSV” and confirms the export Then the system generates a CSV file containing all table rows matching the filters, includes a header row with field names, and prompts the user to download the file
Configure Export Options
Given a user opens the export dialog on the Trend Tracker When the user selects or modifies the date range, filters, and metadata inclusion options Then the preview section updates to reflect the selected options and the final export respects these configurations
Large Dataset Export Performance
Given the Trend Tracker displays data spanning one year with over 10,000 rows When the user exports the underlying data as CSV Then the export completes within 5 seconds, the downloaded file size is under 10 MB, and the file opens without errors
Include Metadata Annotations
Given a user initiates any export (CSV or PDF) When the system generates the export file Then the file includes metadata annotations (store ID, user name, generation timestamp) in the header for CSV or footer for PDF

Alert Beacon

Customizable threshold-based notifications delivered via email, SMS, or in-app alerts when staffing levels or labor spend deviate from set parameters. Managers receive timely prompts to take corrective actions, ensuring compliance with labor budgets and service standards.

Requirements

Threshold Configuration Interface
"As a store manager, I want to set and customize staffing and labor spend thresholds so that I can receive alerts only when critical parameters deviate from my budget and service standards."
Description

Provide a user-friendly interface within the Shiftly dashboard that allows managers to define and adjust customizable staffing and labor spend thresholds. The interface should support setting multiple threshold types (minimum, maximum, variance percentages) per store or department, include real-time validation of input values, and allow saving, editing, and deleting threshold rules. This configuration module integrates with the existing settings panel and ensures that all threshold rules are versioned and auditable.

Acceptance Criteria
Define Minimum Staffing Threshold
Given the manager is on the Threshold Configuration Interface and selects “Add New Threshold” When the manager chooses “Minimum Staffing” for Store A and enters a value of 5 shifts Then the system validates the input immediately, displays no errors, and the manager can save the rule successfully
Set Maximum Labor Spend Threshold
Given the manager is on the Threshold Configuration Interface and selects “Add New Threshold” When the manager chooses “Maximum Labor Spend” for Department B and enters a value of $15,000 Then the system validates the currency format in real time, displays no errors, and the new threshold appears in the rules list
Edit Existing Threshold Rule
Given an existing threshold rule appears in the configuration list When the manager clicks “Edit” on the rule, changes the threshold value from 5 to 7, and clicks “Save” Then the rule updates immediately, shows the new value, and increments the version number
Delete Threshold Rule
Given an existing threshold rule appears in the configuration list When the manager clicks “Delete” on the rule and confirms the deletion Then the rule is removed from the list and an audit entry is created recording the deletion
View Threshold Rule Version History
Given a threshold rule is listed in the configuration interface When the manager selects the rule’s “Version History” option Then the system displays a chronological list of all versions with timestamps, user IDs, and change descriptions
Notification Channel Integration
"As a store manager, I want to receive alerts via my preferred communication channel so that I can respond quickly when staffing levels or budgets exceed set thresholds."
Description

Implement integration with email, SMS, and in-app notification services to deliver alert messages. The system should support configurable templates for each channel, fallback logic if the primary channel is unavailable, and secure storage of contact information. Integrations must adhere to data privacy regulations and provide retry mechanisms and delivery receipts to ensure managers receive timely alerts.

Acceptance Criteria
Email Notification Delivery
Given a shift coverage alert is triggered and a valid manager email is stored, When the system sends an email notification, Then the email is delivered to the manager's inbox within 1 minute and a delivery receipt is logged.
SMS Notification Delivery
Given a shift coverage alert is triggered and a valid mobile number is stored, When the system sends an SMS notification, Then the message is received within 30 seconds and a delivery status of 'Sent' or 'Delivered' is recorded.
In-App Notification Delivery
Given a manager is logged into the app and online, When a shift coverage alert is triggered, Then an in-app notification banner appears immediately with correct alert details and a read receipt is captured when opened.
Fallback to Secondary Channel
Given the primary notification channel fails (e.g., email bounce or SMS undeliverable), When the failure is detected, Then the system automatically retries delivery via the secondary channel within 5 minutes and logs the fallback event.
Delivery Receipt and Retry Mechanism
Given a notification attempt fails due to a transient error (e.g., network timeout), When the system retries the notification, Then it attempts three retries at 2-minute intervals and marks the notification as 'Failed' only after all retries have failed.
Secure Contact Storage and Privacy Compliance
Given manager contact information is entered, When stored in the system, Then it is encrypted at rest and in transit, access is logged, and stored in compliance with GDPR and CCPA requirements.
Real-time Monitoring Engine
"As an operations director, I want the system to continuously watch staffing and budget metrics so that any breach in thresholds is detected immediately."
Description

Develop a backend service that continuously monitors real-time staffing levels and labor spend data against configured thresholds. The engine should process live updates from the scheduling system, evaluate each threshold rule within seconds of data change, and flag any breaches. It must be horizontally scalable to handle high-frequency updates across multiple stores and provide performance metrics for system health and reliability.

Acceptance Criteria
Staffing Level Exceeds Upper Threshold
Given a real-time staffing level update for Store A that exceeds the configured upper threshold When the monitoring engine processes the update Then an alert is flagged within 2 seconds for Store A
Labor Spend Falls Below Lower Threshold
Given a labor spend update for Store B that falls below the configured lower threshold When the monitoring engine processes the update Then an alert is flagged within 2 seconds and the alert event is logged in the audit trail
High-Frequency Data Ingestion
Given a burst of 1,000 staffing or spend updates per second across 50 stores When the monitoring engine ingests these updates concurrently Then no updates are dropped and the average processing latency per update is 100ms or less
Distributed Deployment Under Peak Load
Given the engine is deployed across three nodes in different availability zones When traffic spikes to 5,000 events per minute Then the system automatically scales out to maintain processing latency of 200ms or less per event
Real-time Performance Metrics Reporting
Given the monitoring engine is running continuously for 24 hours When a request for performance metrics is made via the health API endpoint Then the API returns throughput, latency, and error-rate metrics with data freshness of 5 seconds or less
Alert Trigger Logic
"As a shift supervisor, I want the alert system to avoid spamming me with repeated messages so that I can focus on resolving issues without being overwhelmed."
Description

Define and implement the logic that determines when and how alerts are triggered based on threshold breaches. The logic should support single and repeated alerts, suppression intervals to prevent notification flooding, escalation rules for unacknowledged alerts, and grouping of related alerts into a single summary notification. This module will interface with the monitoring engine and notification integrator.

Acceptance Criteria
Single Threshold Breach Alert
Given a staffing level falls below the predefined threshold When the monitoring engine detects the breach Then a single alert is sent via the selected channel within 1 minute
Repeated Alert for Unresolved Breach
Given a threshold breach remains unacknowledged for 10 minutes When the escalation interval elapses Then the system sends repeated alerts every 10 minutes until acknowledgment
Alert Suppression Interval
Given an initial alert has been sent for a threshold breach When a new breach of the same threshold occurs within the 30-minute suppression interval Then no additional alerts are sent
Escalation Rule for Unacknowledged Alerts
Given an alert remains unacknowledged for 30 minutes When the escalation time is reached Then the alert is escalated to the manager's supervisor via SMS
Grouped Summary Notification
Given multiple related threshold breaches occur within a 15-minute window When the grouping window closes Then a single summary notification listing all breaches is sent via in-app alert
Alert History and Reporting
"As a district manager, I want to review past alert history and response data so that I can identify patterns and improve staffing strategies over time."
Description

Create a reporting dashboard that logs all alerts triggered, including timestamps, threshold details, affected stores, and resolution status. Reports should be filterable by date range, store location, and alert severity, and exportable in CSV or PDF formats. This logging feature integrates with Shiftly’s analytics module to provide insights into alert frequency, response times, and trend analysis.

Acceptance Criteria
Logging of Alert Details
Given an alert is triggered, when the dashboard is accessed, then each alert entry displays timestamp, threshold details, affected store, and resolution status.
Report Filtering
Given the reporting dashboard, when the user selects a date range, store location, and severity level, then the displayed alerts are limited to matching criteria.
CSV and PDF Export
Given a filtered report view, when the user clicks export and selects CSV or PDF, then a file is generated and downloaded with the correct headers and data.
Analytics Integration
Given the alert history dashboard, when integrated with the analytics module, then alert frequency and response time metrics are automatically calculated and available for visualization.
Trend Analysis Visualization
Given a specified date range, when the user selects trend analysis, then the system displays a line chart showing alerts over time and highlights peaks and trends.
User Notification Preferences
"As an assistant manager, I want to customize which alerts I receive and when so that I only get relevant notifications during my working hours."
Description

Enable individual users to set their personal notification preferences, including preferred channels, quiet hours, and alert severity levels. The preferences screen should allow toggling specific alert types on or off and provide clear explanations of each option. Preferences must be stored per user profile and respected by the notification engine when dispatching alerts.

Acceptance Criteria
Configuring Preferred Notification Channels
Given a logged-in user is on the notification preferences screen When the user selects Email and SMS as preferred channels and clicks Save Then the user’s profile is updated to store Email and SMS as active notification channels
Setting Quiet Hours
Given a user opens the quiet hours setting When the user defines start time as 22:00 and end time as 07:00 and saves Then no notifications are sent to the user between 22:00 and 07:00 and alerts are queued for dispatch after 07:00
Adjusting Alert Severity Levels
Given a user is on the severity level preferences section When the user enables only Critical and Warning severity levels and saves Then only alerts of type Critical or Warning are dispatched to the user
Toggling Specific Alert Types
Given a user views the list of alert types When the user toggles off Shift Coverage Alerts and toggles on Labor Spend Alerts and saves Then only Labor Spend Alerts are sent to the user and Shift Coverage Alerts are suppressed
Persisting User Preferences
Given a user has adjusted multiple notification settings When the user clicks Save Then the system stores all updated preferences in the database and the same settings are loaded on the next login
Respecting Preferences During Alert Dispatch
Given the notification engine generates an alert When dispatch occurs Then the engine retrieves the user’s stored preferences and sends the alert only via allowed channels, outside quiet hours, and if the alert meets the enabled severity and type toggles

Benchmark Board

Side-by-side comparisons of key staffing metrics against peer stores and historical performance. This feature fosters data-driven best practices, helping managers identify improvement areas, celebrate successes, and drive consistent operational excellence.

Requirements

Real-time Data Ingestion
"As a store manager, I want the Benchmark Board to update staffing metrics in real time so that I can make immediate staffing decisions based on the latest data."
Description

Ensure that the Benchmark Board receives and processes staffing metrics (e.g., fill rate, coverage percentage) from the current store and peer stores in real time. This functionality integrates with the scheduling module and central data warehouse to deliver up-to-the-minute comparisons with less than 5-second latency, enabling managers to make immediate, data-driven staffing decisions.

Acceptance Criteria
Real-Time Ingestion of Store Fill Rate
Given the scheduling module emits the current store’s fill rate data, when the data is transmitted to the central data warehouse, then the Benchmark Board displays the updated fill rate for the current store within 5 seconds of the data emission.
Real-Time Ingestion of Peer Store Coverage Percentage
Given peer stores report their coverage percentages, when each peer store’s coverage data is received by the system, then the Benchmark Board updates and displays the latest coverage percentages for all peer stores within 5 seconds.
Synchronization Between Scheduling Module and Data Warehouse
Given the scheduling module sends a batch of staffing metrics to the data warehouse, when the warehouse acknowledges receipt, then the Benchmark Board reflects all received metrics without gaps or duplication and in correct chronological order.
Latency Monitoring and Alerting
Given real-time data ingestion is active, when end-to-end latency exceeds 5 seconds for any metric update, then the system logs the incident and triggers an alert to the operations dashboard within 30 seconds.
Error Handling for Data Transmission Failures
Given a data transmission to the central data warehouse fails, when a retry attempt also fails, then the system logs the failure, retries up to three times with exponential backoff, and surfaces an error notification to the user interface if all retries fail.
Configurable Metrics Selection
"As a store manager, I want to select which metrics appear on my Benchmark Board so that I can focus on the areas most important to my store’s performance."
Description

Allow managers to choose which staffing KPIs (e.g., average shift fulfillment time, open shift rate) appear on their Benchmark Board. The selection should persist per user, enabling personalized insights that focus on the most relevant performance areas. This integrates with the user preferences UI and backend settings database.

Acceptance Criteria
Selecting and Saving Preferred KPIs
Given a manager is on the Benchmark Board settings page When they select multiple KPIs and click 'Save' Then the system displays a confirmation message and the selected KPIs appear on the Benchmark Board
Retrieving Persisted KPI Selections on Re-login
Given a manager previously saved KPI preferences When they log in again and navigate to the Benchmark Board Then only the previously selected KPIs are displayed
Default KPI Selection for New Users
Given a new manager with no saved preferences When they access the Benchmark Board for the first time Then a predefined default set of KPIs is displayed
Updating KPI Selection
Given a manager has existing KPI selections When they modify their selection of KPIs and click 'Save' Then the updated set of KPIs is displayed and persists on subsequent visits
Resetting to Default KPI Configuration
Given a manager is on the Benchmark Board settings page When they click 'Reset to Default' Then all custom KPI selections are cleared, default KPIs are restored, and a success message is shown
Peer Store Benchmarking
"As a store manager, I want to compare my store’s staffing metrics with similar peer stores so that I can identify where I stand and learn best practices."
Description

Provide side-by-side comparisons of selected metrics between the manager’s store and peer stores within the same region or size category. Include filters for peer grouping, highlight top and bottom performers, and support drill-down to detailed data for each peer store. This integrates with the peer dataset and ensures contextual performance insights.

Acceptance Criteria
Filter Peer Stores by Region and Size
Given a manager has opened the Benchmark Board When the manager selects a Region and Size Category filter and clicks Apply Then the board displays only those peer stores within the selected region and size category And the total number of displayed peer stores matches the filter criteria
Highlight Top and Bottom Performers
Given the Benchmark Board is populated with peer store metrics When the data is rendered Then the store with the highest selected metric is highlighted in green and the store with the lowest selected metric is highlighted in red And both stores are clearly labeled as Top Performer and Bottom Performer
Drill-Down to Detailed Peer Store Data
Given a peer store is displayed on the Benchmark Board When the manager clicks the store Then a detailed view opens showing metric breakdowns (e.g., sales, labor hours, customer satisfaction) for the selected store And the detailed data is loaded within 2 seconds
Compare Against Historical Performance
Given the Benchmark Board is active When the manager toggles the view to Historical Comparison Then the board overlays the store’s historical average for each metric alongside current peer benchmarks And the difference between current and historical values is calculated and displayed as a percentage
Handle No Available Peer Data
Given no peer stores match the selected filters When the manager applies the filters Then the board displays a 'No peers available for the selected criteria' message And the Export and Drill-Down options are disabled
Historical Trend Analysis
"As a store manager, I want to view historical trends of my store’s staffing metrics so that I can see progress or issues over time."
Description

Display historical performance for each selected metric over configurable time windows (week, month, quarter) alongside peer benchmarks. Provide graphical trend lines that highlight improvement or decline. This integrates with the time-series database and trend visualization components to offer longitudinal insights.

Acceptance Criteria
Weekly Time Window Trend Display
Given a store manager selects the 'Week' time window for the 'Sales per Hour' metric on the Benchmark Board, When the page loads, Then the system fetches daily performance data for the past 7 days from the time-series database and renders a line chart with 7 data points and a trend line indicating change compared to the prior week.
Monthly Comparison with Peer Stores
Given a store manager views the 'Month' time window for 'Customer Footfall' metric and selects comparison with peer stores, When the data is loaded, Then the line chart displays the selected store and peer stores' daily data for the past 30 days, each clearly differentiated by distinct colors, and shows the store's overall percentage difference against the peer average.
Quarterly Performance Highlight
Given a store manager chooses the 'Quarter' time window for the 'Staff Turnover Rate' metric, When the Benchmark Board renders, Then the quarterly aggregated data points are plotted at monthly intervals and the trend line accurately reflects increase or decrease over the quarter.
Real-time Data Integration Verification
Given new performance data is ingested into the time-series database, When the Benchmark Board is refreshed, Then the historical trend charts update within 5 seconds to include the latest data point, and no data gaps or delays exceed 10 seconds.
Historical Data Range Configuration
Given a store manager adjusts the custom time window to a 45-day period, When the custom date range is applied, Then the system displays the trend line with 45 daily data points and correctly calculates peer benchmarks for the same range.
Custom Alerts and Recommendations
"As a store manager, I want to receive alerts and actionable recommendations when my staffing metrics underperform compared to peers so that I can take immediate steps to improve."
Description

Generate automated alerts when metrics fall below user-defined thresholds or deviate significantly from peer averages. Provide AI-driven recommendations for corrective actions, such as adjusting shift hours or targeted hiring. This integrates with the AI engine and notifications system to enable proactive staffing management.

Acceptance Criteria
Threshold Breach Alert Scenario
Given a user-defined threshold is set for a staffing metric; When the real-time value exceeds that threshold; Then the system generates and displays an automated alert within 30 seconds on the Benchmark Board.
Peer Deviation Alert Scenario
Given peer store averages are calculated daily; When a store’s metric deviates by more than the user-defined percentage from the peer average; Then the system triggers a deviation alert and highlights the specific metric on the Benchmark Board.
AI Recommendation Generation Scenario
Given an alert has been issued for a metric deviation; When the AI engine processes historical and peer data; Then the system provides at least two actionable recommendations (e.g., adjust shift hours, targeted hiring) directly linked to the flagged metric.
Notification Delivery Scenario
Given an alert or recommendation is generated; When the user’s notification preferences include email and in-app push; Then both an email notification and in-app notification are delivered within 1 minute of generation.
User Threshold Configuration Scenario
Given the user accesses the Benchmark Board settings; When thresholds for metrics are added, modified, or removed; Then the system validates input ranges, saves changes, and reflects updated thresholds in real-time without page reload.

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Shiftly Revolutionizes Retail Staffing with AI-Powered Scheduling Platform

Imagined Press Article

[CITY, STATE] – 2025 marks a turning point for retail operations as scheduling headaches give way to seamless, automated staff coordination. Today, Shiftly, the leading workforce automation solution, launches its flagship AI-driven scheduling platform designed to transform how retail store managers allocate shifts, respond to last-minute changes, and optimize labor costs. Retail store managers have long battled high staff turnover rates, unpredictable availability, and the manual grind of balancing coverage gaps with labor budgets. Shiftly addresses these pain points with advanced machine learning algorithms that analyze real-time availability, employee preferences, compliance rules, and sales forecasts to generate fully optimized schedules in seconds. By automating the time-consuming tasks of shift assignment and gap filling, Shiftly empowers managers to focus on strategic activities such as customer engagement and team development. “Retail managers spend an average of four hours per week building and adjusting schedules,” said Sarah Nguyen, CEO of Shiftly. “With Shiftly, that time is reduced to minutes. Our AI continuously learns from store performance and staff behavior to deliver schedules that maximize coverage, minimize overtime, and boost employee satisfaction.” Key Features & Benefits • AI-Driven Shift Assignment: Shiftly’s core engine matches staff availability, skill sets, and individual preferences to open shifts instantly. Whether accommodating a last-minute absence or peak weekend demand, the system identifies the ideal candidate for each role in under three seconds. • Real-Time Gap Guardian: The platform continuously monitors upcoming shifts across locations and alerts managers to coverage shortfalls before they escalate. Automated recommendations ensure that understaffed periods are addressed proactively. • Compliance Compass & Overtime Oracle: Labor law adherence and budget compliance are built in. Shiftly’s Compliance Compass dashboard displays live overtime warnings, labor spend heatmaps, and custom policy settings, while the Overtime Oracle forecasts potential violations days in advance. • Group Matchmaker & Swap Chat: When a shift swap is required, employees can negotiate swaps directly within the app. The Group Matchmaker feature coordinates multi-party swaps for complex coverage scenarios, and Auto Confirm finalizes agreements without managerial intervention. • District-Level Visibility: For regional leaders, Shiftly offers aggregated reporting through the Benchmark Board and Trend Tracker dashboards. District directors can compare performance across stores, anticipate staffing needs, and share best practices with front-line teams. Early Adopter Success Stories “We piloted Shiftly in eight stores and saw a 45% reduction in scheduling time and a 30% drop in unfilled shifts,” said Marcus Lee, District Director for Greenfield Retail Co. “Our managers love the real-time visibility, and we saved over $120,000 in overtime costs within three months.” From Boutique Boss Bella, who uses Preference Profiler to tailor schedules for boutique staff, to Flex Staff like Seasonal Sprint Sophia, who appreciates on-the-go shift notifications, Shiftly’s solutions accommodate every user persona. Compliance Custodians can trust Threshold Sentinel alerts and Policy Builder settings to mitigate legal risks, while Analytics Andy relies on Spend Radar to drive data-informed staffing decisions. Implementation & Support Shiftly is available on a subscription basis with flexible pricing tiers based on store count and feature requirements. The onboarding process includes a dedicated Customer Success Manager, customized policy configuration, live training sessions, and 24/7 support. “Our Turbo Onboarding workflow guides new users through paperwork, policy setup, and first-shift scheduling in a single, intuitive flow,” explained CTO Priya Rathore. “We aim to have managers fully operational on Shiftly within 48 hours of kickoff.” About Shiftly Shiftly is a workforce automation company on a mission to simplify and optimize retail staffing. Leveraging AI, real-time analytics, and intuitive design, Shiftly delivers solutions that reduce administrative burden, enhance employee engagement, and drive operational excellence across the retail sector. For more information, please contact: Shiftly Media Relations Jennifer Morales Email: press@shiftly.com Phone: (555) 123-4567 Website: www.shiftly.com

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Shiftly Introduces PayOnDemand for Instant Employee Wage Access

Imagined Press Article

[CITY, STATE] – As financial wellness becomes a top concern for hourly workers, Shiftly, the premier AI-driven scheduling platform, today unveils PayOnDemand, a groundbreaking feature that grants Flex Staff instantaneous access to a portion of their earned wages at any time. This innovation promises to alleviate financial stress, improve job satisfaction, and reduce turnover among part-time and on-call employees. In today’s gig economy, unpredictable income flows can place significant strain on workers juggling bills, tuition, and daily expenses. PayOnDemand responds to these challenges by integrating seamlessly with payroll systems and offering secure, on-demand withdrawals through a user-friendly mobile interface. Employees receive real-time updates on available earnings and can choose payout amounts that align with their budgeting needs. “Studies show that 78% of hourly workers live paycheck to paycheck,” said David Patel, CFO of Shiftly. “By enabling immediate access to earned wages, we’re empowering our Flex Staff persona with financial flexibility and peace of mind. Early trials have demonstrated a 22% reduction in turnover among employees who utilize PayOnDemand.” How PayOnDemand Works • Real-Time Earnings Visibility: Shiftly displays up-to-the-minute earnings balances based on completed shifts and processed time entries. • Secure Payout API: Leveraging industry-standard encryption and compliance protocols, Shiftly’s PayOnDemand API connects to financial institutions to process transfers instantly. • Advance Advisor: AI-driven guidance recommends responsible advance amounts based on individual earnings history, upcoming schedules, and budgeting patterns. This helps employees avoid excessive fees and maintain financial health. • Fee Explorer & Transparent Pricing: Users can view fee breakdowns for each advance tier, compare cost-saving options, and make informed decisions prior to requesting an on-demand payout. • Recurring Advance & AutoSave: For long-term financial resilience, employees can set up automatic micro-advances or designate a percentage of paychecks to funnel into an AutoSave pocket, fostering disciplined savings habits. Employee Testimonials “As a university student, I rely on PayOnDemand to cover unexpected textbook costs between pay cycles,” said Seasonal Sprint Sophia, a shift-picking success story. “The interactive Fee Explorer lets me choose the most affordable option, and the Advance Advisor ensures I only take what I truly need.” “PayOnDemand has been a game-changer for our team,” noted Sarah Mitchell, HR Manager at Trendz Apparel. “We’ve seen improved morale and punctuality because employees aren’t anxiously waiting for payday. Plus, the seamless API integration meant zero disruptions to our payroll process.” Security & Compliance Shiftly adheres to stringent data security standards and partners with leading financial institutions to ensure that all transactions are protected by multi-factor authentication and end-to-end encryption. The feature complies with state-specific wage access regulations and is reinforced by Policy Builder configurations to prevent misuse or excessive borrowing. Integration & Availability PayOnDemand is available immediately for all Shift Strategist and Flex Staff user types. Implementation involves a one-week integration period, during which technical teams configure API connections and conduct staff training. District Directors and Compliance Custodians can monitor usage and financial wellness metrics through the Compliance Compass dashboard. Pricing & Support PayOnDemand is offered as an add-on subscription, with pricing tiers based on active user counts and transaction volumes. Subscribers benefit from dedicated onboarding support, comprehensive documentation, and 24/7 customer service. “Financial stress is a leading cause of employee turnover in retail,” added Patel. “Our goal is to deliver a solution that not only stabilizes cash flow for workers but also fosters loyalty and reduces HR administrative burdens.” About Shiftly Shiftly is the leading retail workforce automation platform, empowering managers and employees with AI-driven scheduling, compliance tools, and financial wellness features. The company’s mission is to optimize labor operations while enhancing employee engagement and satisfaction. For media inquiries, please contact: Shiftly Press Office Emily Chen Email: press@shiftly.com Phone: (555) 987-6543 Website: www.shiftly.com

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Shiftly Partners with National Retail Association to Elevate Staff Scheduling Standards

Imagined Press Article

[CITY, STATE] – Today, Shiftly, the AI-driven leader in retail workforce automation, announces a strategic partnership with the National Retail Association (NRA) aimed at advancing scheduling best practices and promoting industry-wide adoption of cutting-edge staffing technologies. This collaboration will deliver educational resources, certification programs, and exclusive insights to thousands of retail operators, fostering a new standard of efficiency and compliance across the sector. The retail landscape faces ongoing challenges, including labor shortages, compliance complexity, and rising turnover. Through this partnership, Shiftly and the NRA will co-develop a comprehensive Retail Scheduling Excellence Framework, featuring guidelines, case studies, and interactive workshops that demonstrate how automated scheduling tools can transform store profitability and employee satisfaction. “We are thrilled to join forces with the National Retail Association,” said Sarah Nguyen, CEO of Shiftly. “Our shared goal is to equip retail leaders—from boutique owners to district directors—with the knowledge and technology to streamline scheduling, maintain legal compliance, and foster an engaged workforce.” Key Partnership Initiatives 1. Retail Scheduling Excellence Summit: Launching September 2025, the Summit will gather industry experts, policy makers, and retail professionals for two days of keynote sessions, hands-on labs, and peer networking. Topics include AI-driven staffing, dynamic demand forecasting, and compliance management. 2. Certification Program: The Shiftly-NRA Certified Scheduling Professional credential will validate proficiency in automated scheduling platforms, labor law navigation, and data-driven staffing strategies. Participants will complete online modules, case simulations, and a final assessment to earn the certification. 3. Resource Library & Best Practices Portal: Accessible via both Shiftly and NRA websites, the portal will house white papers, video tutorials, implementation playbooks, and user success stories. Retailers can benchmark their practices against peers and leverage step-by-step guides for rapid adoption of scheduling automation. 4. Policy Advocacy & Benchmarking Reports: In collaboration with NRA’s research team, Shiftly will publish quarterly reports on scheduling trends, compliance hotspots, and ROI analyses. These data-driven insights will inform policy recommendations and help shape labor regulations. Industry Impact & Testimonials “Effective scheduling is the backbone of retail operations,” said NRA President Karen Thompson. “This partnership with Shiftly empowers our members with the tools and education necessary to compete in today’s tight labor market while ensuring fair working conditions.” “Working with NRA has elevated our perspective,” noted Priya Rathore, Shiftly CTO. “By combining Shiftly’s technology with NRA’s policy expertise, we’re creating a holistic approach that benefits both operators and employees.” Implementation Timeline The partnership officially begins on July 1, 2025, with the Resource Library launch. The Summit registration opens on August 1, and certification enrollment begins in October. Retailers interested in early access to workshops and beta modules can sign up on Shiftly’s website or through the NRA member portal. Contact & Additional Information Retailers, members, and media outlets interested in learning more about the Retail Scheduling Excellence Framework or registering for upcoming events can reach out to: Shiftly Strategic Partnerships David Lawson Email: partnerships@shiftly.com Phone: (555) 246-8100 National Retail Association Media Relations Lisa Ramirez Email: media@nra.org Phone: (555) 864-3210 About Shiftly Shiftly is the leading retail workforce automation platform, leveraging AI and real-time analytics to simplify scheduling, ensure compliance, and optimize labor spend. Trusted by hundreds of retailers nationwide, Shiftly’s mission is to free managers from manual tasks and empower employees with flexible, transparent work opportunities. About the National Retail Association The National Retail Association is the voice of the retail industry, representing over 10,000 companies and advocating for policies that support growth, innovation, and a fair marketplace. The NRA provides research, education, and policy leadership to advance the retail sector.

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