Workforce Management SaaS

Shiftly

Shifts Solved. Teams Thriving.

Shiftly automates shift scheduling for small hospitality and retail managers, instantly matching staff availability to business needs and compliance rules. Its auto-fill engine creates balanced, conflict-free rosters in seconds, slashing scheduling time by 80% and ensuring teams are reliably covered, preventing no-shows and last-minute chaos for smoother operations.

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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 small hospitality and retail team to thrive through effortless, intelligent scheduling that unlocks happier, high-performing workplaces.
Long Term Goal
Within 5 years, empower 50,000 small hospitality and retail teams worldwide to achieve 95% shift coverage and cut scheduling time by 80% through automated, conflict-free workforce management.
Impact
Cuts manager scheduling time by 80% and reduces shift conflicts by 40% for small hospitality and retail teams, enabling reliable shift coverage and improving employee attendance within six months, while freeing up an average of five hours per manager every week.

Problem & Solution

Problem Statement
Hospitality and retail managers at small businesses waste hours manually coordinating shifts, battling last-minute conflicts and no-shows, because existing software lacks automation and flexibility tailored to small teams’ availability, compliance needs, and unpredictable workloads.
Solution Overview
Shiftly auto-generates fair, conflict-free shift schedules by instantly matching employee availability with real-time business demand. With a single click, managers get balanced rosters and instant conflict alerts, eliminating manual scheduling headaches and ensuring every shift is fully covered.

Details & Audience

Description
Shiftly automates shift scheduling for hospitality and retail managers who need reliable, fair rosters without the hassle. It slashes wasted hours by instantly matching staff availability with demand and compliance rules. Shiftly’s standout auto-fill engine creates balanced, conflict-free schedules in seconds, ending no-shows and last-minute scrambles so teams stay covered and engaged.
Target Audience
Hospitality and retail managers (25-45) who crave effortless, reliable shift coverage and proactive conflict prevention.
Inspiration
During a holiday rush at my retail job, I watched our manager erase and rewrite the shift schedule four times, fielding frantic texts and angry calls as staff dropped out and coverage fell apart. Seeing exhausted teammates scramble and lines of frustrated customers grow, I knew small teams deserved a smarter way. That chaos inspired Shiftly’s instant, conflict-free scheduling for everyone.

User Personas

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

T

Tech-Tamer Tim

- Age 38, manages single-location café in suburban town - Bachelor’s in Hospitality Management, basic spreadsheet skills - Supervises team of eight part-time baristas - Annual revenue ~$350k with tight profit margins

Background

Growing up in a family-owned diner, he learned hands-on hospitality but lacked formal IT training. After taking over the café five years ago, he inherited manual scheduling routines and juggles them alongside customer service, fueling his desire for a user-friendly scheduling solution.

Needs & Pain Points

Needs

1. Clear, step-by-step scheduling setup guide 2. One-click shift conflict resolution prompts 3. Mobile-friendly interface for on-the-go edits

Pain Points

1. Overwhelmed by cluttered spreadsheets and manual updates 2. Missed shifts due to communication breakdowns 3. Fear of hidden fees in new software

Psychographics

- Cautious about complex technology changes - Values straightforward, user-friendly interfaces - Seeks efficiency to improve work-life balance - Prefers quick, clear step-by-step guidance

Channels

1. Facebook Groups – local business forums 2. WhatsApp – staff coordination chats 3. YouTube – quick tutorial videos 4. Email Newsletter – industry tips 5. TikTok – short business hacks

B

Budget-Brain Brenda

- 42-year-old owner of suburban fashion boutique - Bachelor’s in Business Administration - Employs 12 part-time sales associates - Annual payroll budget under $120k

Background

After climbing corporate retail ranks, Brenda launched her boutique six years ago. Strained by fluctuating foot traffic and budgets, she built Excel models for shifts, driving her demand for automated profit and satisfaction balancing.

Needs & Pain Points

Needs

1. Automated labor cost forecasting per shift 2. Real-time budget alerts on scheduling changes 3. Flexible shift adjustments without budget overruns

Pain Points

1. Unexpected overtime spikes blowing tight budgets 2. Manual cost calculations draining administrative hours 3. Staff dissatisfaction from inconsistent hours distribution

Psychographics

- Obsessive about cost-control and efficiency - Demands data-driven decision-making clarity - Balances profit focus with team well-being

Channels

1. LinkedIn – professional retail networking 2. Slack – team communication channel 3. Google Sheets – DIY budget templates 4. Retail Newsletters – industry cost analyses 5. Instagram – competitor pricing insights

N

Night-Guard Nancy

- 30-year-old nighttime bar manager in urban district - Associate degree in Hospitality - Supervises 15 part-time bartenders and servers - Annual revenue peaks at $400k during weekends

Background

Promoted from bartender at 25, Nancy now runs evening operations at a popular bar. After repeated last-minute absences, she seeks reliable scheduling tech to stabilize late-night staffing.

Needs & Pain Points

Needs

1. Real-time no-show notifications and replacements 2. Quick shift-swap approvals on mobile 3. Nighttime shift pattern optimization insights

Pain Points

1. Late SMS alerts causing uncontrolled gaps 2. Manual calls chasing missing staff 3. Overtime costs from same-day cover requests

Psychographics

- Thrives under fast-paced nighttime pressure - Values immediate problem-solving responsiveness - Prioritizes staff reliability and morale

Channels

1. WhatsApp – instant staff group chats 2. SMS – direct shift alerts 3. Instagram Stories – bar promotions planning 4. Facebook Messenger – backup communication 5. Twitter – industry trend updates

O

Onboard-Oscar

- 35-year-old training coordinator at regional retailer - MBA in Human Resources Management - Manages 20 onboarding and mentoring staff - Annual tool budget ~$10k

Background

Starting as a store associate, Oscar transitioned into HR designing onboarding programs over eight years. Burdened by scattered calendars and manual matching, he champions automated scheduling to accelerate staff ramp-up.

Needs & Pain Points

Needs

1. Automated mentor-trainee scheduling integration 2. Conflict-free training calendar synchronization 3. Clear visibility into upcoming sessions

Pain Points

1. Overlapping training slots causing delays 2. Manual calendar edits eating into training hours 3. Misaligned mentor availability frustrating new hires

Psychographics

- Passionate about staff development and growth - Seeks seamless integration across calendar apps - Values structured, data-driven onboarding processes

Channels

1. Google Calendar – core scheduling hub 2. Microsoft Teams – training coordination chats 3. HR Newsletters – best-practices updates 4. LinkedIn Learning – skill development content 5. Email – formal training invites

P

Part-Timer Paula

- 21-year-old marketing student and sales associate - Pursuing Bachelor’s in Marketing - Works 15–20 hours weekly across three stores - Earnings supplement tuition and living costs

Background

Starting as a campus brand ambassador, Paula advanced to weekend retail shifts. Her variable class schedule demands flexible, real-time shift signing to avoid academic conflicts.

Needs & Pain Points

Needs

1. Real-time shift availability and signup 2. Instant schedule change notifications 3. Flexible shift swap options

Pain Points

1. Last-minute shifts clashing with classes 2. Slow app updates causing signup errors 3. Unclear swap approval statuses

Psychographics

- Values work-study-life balance expressly - Seeks autonomy in shift selection - Embraces mobile-first scheduling convenience

Channels

1. Mobile App – primary scheduling platform 2. SMS – urgent shift alerts 3. WhatsApp – peer shift coordination 4. Instagram – employer updates 5. University Portal – availability notices

Product Features

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

Swap Suggest

Automatically recommends eligible co-workers for shift trades based on real-time availability, skill sets, and location, reducing search time and ensuring smooth handovers.

Requirements

Eligibility Rules Engine
"As a manager, I want the system to automatically filter and suggest only eligible co-workers for shift trades so that I can quickly approve reliable replacements without manual checks."
Description

Develop a rules engine that automatically evaluates co-worker eligibility for shift swaps by analyzing real-time availability, required skills, certifications, and location. This engine ensures only qualified and available staff are suggested for swaps, reducing manual screening effort and preventing scheduling conflicts.

Acceptance Criteria
Co-Worker Availability Evaluation
Given a manager requests eligible swap options for a specific shift When the engine processes real-time availability data Then only staff whose availability fully covers the shift period are suggested
Skill and Certification Verification
Given a shift requiring specific skills or certifications When the engine evaluates co-worker profiles Then only those with all required skills and valid certifications are listed
Location Proximity Filtering
Given a pool of co-workers across multiple locations When the proximity filter is applied Then only co-workers within a predefined radius of the shift location are suggested
Working Hours Compliance Check
Given co-workers’ existing hours logged for the week When the engine evaluates labor law and company hour limits Then co-workers who would exceed their allowed weekly hours are excluded
Conflict-Free Scheduling Validation
Given potential swap recommendations When the engine checks existing shift assignments Then any co-worker with overlapping or back-to-back shifts violating rest rules is excluded
Real-Time Availability Sync
"As a shift manager, I want availability changes to be reflected instantly so that swap recommendations are accurate and up-to-date."
Description

Implement a service that continuously synchronizes staff availability data with the scheduling system in real time. This ensures that swap suggestions are based on the most up-to-date availability information, minimizing failed swap attempts and no-shows.

Acceptance Criteria
Availability Data Refresh Interval
Given the Real-Time Availability Sync service is running When a manager updates staff availability in the availability management portal Then the updated availability must reflect in the scheduling system within 5 seconds
Immediate Swap Suggestion with Updated Availability
Given a staff member requests a swap on the mobile app When the swap suggestion algorithm runs Then suggestions include only co-workers whose availability was synced within the last 10 seconds
Conflict Detection on Outdated Availability
Given a swap suggestion is pending and staff availability data is older than 1 minute When the scheduler attempts to finalize the swap Then the system notifies the user to re-sync availability before proceeding
Service Downtime Recovery
Given the Real-Time Availability Sync service experiences downtime When the service is restored Then all missed availability updates are synced within 30 seconds with no loss of data
Data Consistency Across Devices
Given a staff member updates their availability on one device When another device fetches availability data Then it displays the same updated availability within 10 seconds
Skill and Certification Matcher
"As a manager, I want swap suggestions to only include staff with the required skills and certifications so that shift handovers maintain service standards."
Description

Build functionality to match shift requirements with co-worker skills and certifications, ensuring that suggested swap candidates possess necessary qualifications. This prevents skill gaps in shifts and maintains service quality.

Acceptance Criteria
Eligible Swap Candidate Search
Given a shift swap request requiring specific skills and certifications When the system generates swap recommendations Then only co-workers whose profiles include all required skills and valid certifications are listed
Certification Filter Application
Given a co-worker's certification has expired When the auto-match engine runs Then the co-worker is excluded from swap suggestions
Skill Gap Prevention
Given a shift requires a Food Safety Level 2 certification When presenting swap options Then each suggested co-worker meets or exceeds the Food Safety Level 2 requirement
Real-time Qualifications Update
Given a co-worker completes a new certification When the system synchronizes HR credentials Then the co-worker becomes immediately eligible for relevant swap suggestions
Manual Override Justification
Given no candidates fully match required certifications When a manager attempts to override suggestions Then the system prompts for a justification comment before allowing the override
Location Proximity Filter
"As a staff member, I want swap options from nearby colleagues so that I can easily travel to cover the shift."
Description

Add a geolocation-based filter that prioritizes co-workers working at the same or nearby locations for swap suggestions. This reduces commute issues and ensures team cohesion.

Acceptance Criteria
Nearby Location Swap Recommendation
Given a manager opens swap suggestions for a shift, when the proximity filter is enabled, then the suggested coworkers list is ordered by ascending distance from the shift location.
Exact Location Priority
Given multiple eligible coworkers, those assigned to the same business location as the shift must appear before any coworkers from other locations.
Distance Threshold Enforcement
Given no coworkers at the same location, the system must only suggest coworkers within a 5-mile radius; coworkers beyond this radius must be excluded.
Fallback to Adjacent Locations
Given fewer than three eligible coworkers within a 5-mile radius, the system must include additional suggestions from adjacent locations up to a maximum distance of 10 miles, prioritized by proximity.
Accurate Distance Calculation
Given two coworkers at different locations, the calculated distance must match the geospatial measurement (±0.1 miles) to ensure correct ordering.
Automated Notification System
"As an employee, I want to receive immediate notifications about swap requests so that I can respond quickly and secure a shift."
Description

Create an automated notification module that alerts potential swap candidates via email, SMS, or in-app push when a swap request is available. It should handle reminders and allow candidates to accept or decline directly from the notification.

Acceptance Criteria
Channel Selection for Swap Request
Given a swap request is submitted When the system identifies potential candidates Then notifications are sent via each candidate’s preferred channel (email, SMS, in-app) within one minute
Automated Reminder Alerts
Given no response from a notified candidate within 15 minutes When the reminder schedule triggers Then the system sends a single reminder via the original channel and logs the reminder timestamp
In-Notification Response Handling
Given a candidate receives a notification When the candidate clicks Accept or Decline in the notification Then the system records the response and updates the swap request status within 30 seconds
Undelivered Notification Fallback
Given notification delivery fails on the primary channel When the system detects a delivery failure Then an alternate channel notification is sent automatically and the failure and fallback are logged
Eligibility Validation Before Notification
Given potential candidates are determined When finalizing the notification list Then the system verifies real-time availability and compliance rules to ensure only eligible candidates are notified
Swap Approval Workflow
"As a manager, I want to review and approve proposed swap trades so that I can maintain control over the schedule and ensure compliance with labor rules."
Description

Design an approval workflow that routes accepted swap requests to managers for final approval, or automatically approves swaps that meet predefined rules. This ensures managerial oversight and compliance while minimizing delays.

Acceptance Criteria
Pending Swap Request Routing
Given a staff member submits a swap request When the request meets initial validation Then it is routed to the assigned manager’s approval queue within 30 seconds
Automatic Approval of Compliant Swaps
Given a swap request complies with availability, skills, and location rules When the predefined auto-approval rules are satisfied Then the swap is approved automatically without manager intervention
Manager Approval Notification
Given a swap request is awaiting manager decision When the manager logs into the system Then a clear notification appears listing all pending swap requests with candidate details
Notification to Staff on Approval
Given a manager approves or an auto-approval occurs When the decision is finalized Then both swapping staff members receive an email and in-app notification within 1 minute
Swap Audit Logging
Given any swap request action occurs When a request is submitted, approved, or rejected Then a timestamped audit log entry is created with request details and actor identity
Rejection and Resubmission Workflow
Given a manager rejects a swap request When there are valid alternative candidates Then the system suggests up to three new eligible coworkers for resubmission

Instant Approval

Leverages AI-driven compliance checks and manager-defined rules to auto-approve valid swap requests within seconds, cutting administrative bottlenecks and accelerating confirmations.

Requirements

Auto-Approval Rule Definition
"As a shift manager, I want to set specific auto-approval rules for swap requests so that valid swaps are instantly confirmed without manual intervention."
Description

Enable managers to define and configure auto-approval rules based on criteria such as shift duration, role requirements, labor laws, and staffing thresholds. The system should provide an intuitive interface for selecting conditions, setting thresholds, and prioritizing rules. This requirement ensures that swap requests meeting pre-approved conditions are identified for instant approval, reducing manual review and maintaining compliance.

Acceptance Criteria
Define Rule Based on Shift Duration
Given the manager selects 'Shift Duration' as a condition, sets a minimum duration of 8 hours, and saves the rule, then the system stores the rule and displays it accurately in the rule list with the correct condition and threshold.
Configure Role Requirement Rule
Given the manager specifies a required role of 'Senior Server' for swap approvals and saves the rule, then the system applies this rule to future swap requests, auto-approving only those where the substituting employee has the 'Senior Server' role.
Set Labor Law Compliance Threshold
Given the manager defines a 'Labor Law' condition with a maximum weekly working hours threshold of 40 hours and saves the rule, then the system prevents auto-approval of any swap request that would cause an employee’s total weekly hours to exceed 40.
Prioritize Multiple Auto-Approval Rules
Given the manager assigns priority levels to two overlapping rules—priority 1 to 'Shift Duration' and priority 2 to 'Role Requirement'—when a swap request meets both conditions, then the system evaluates only the priority 1 rule for auto-approval.
Validate Auto-Approval of Swap Request
Given a swap request meets all defined auto-approval rules, when the request is submitted, then the system auto-approves the request within 5 seconds and sends confirmation notifications to both employees and the manager.
AI Compliance Engine Integration
"As an operations manager, I want the system to automatically check swap requests against compliance rules so that only valid swaps are approved immediately."
Description

Integrate an AI-driven compliance engine that evaluates incoming swap requests against defined rules, labor regulations, and business policies. The engine must process requests in real time, flag exceptions, and return approval decisions within seconds. This integration is critical for automating approvals, minimizing administrative delays, and ensuring all swaps comply with internal and legal requirements.

Acceptance Criteria
Standard Swap Request Approval
Given a swap request that satisfies all defined labor regulations and business policies, When the request is submitted to the AI compliance engine, Then the system returns an approved decision within 2 seconds, including an approval status and summary of compliance checks.
Violation Detection and Flagging
Given a swap request that violates one or more defined rules or regulations, When processed by the AI compliance engine, Then the system flags the request as non-compliant within 2 seconds and returns detailed violation reasons.
Manager Override After AI Flag
Given a swap request flagged as non-compliant, When a manager reviews and chooses to override the decision, Then the system records the override justification, updates the request status to approved, and logs the action in the audit trail.
High-Volume Processing Performance
Given 100 simultaneous swap requests, When processed by the AI compliance engine, Then at least 95% of requests receive a decision (approve or flag) within 2 seconds without errors or timeouts.
Comprehensive Audit Logging
Given any swap request processed by the AI compliance engine, When a decision is made (approval or flag), Then the system generates an audit log entry capturing timestamp, request details, compliance decision, rule checks, and override information if applicable.
Approval Performance Benchmark
"As a service administrator, I want the auto-approval process to respond within two seconds so that staff receive prompt confirmation and scheduling stays on track."
Description

Establish performance benchmarks and monitoring for the auto-approval process to guarantee response times under two seconds for standard requests. Include load testing, real-time metrics, and alerts for SLA violations. This requirement is vital for maintaining user satisfaction, preventing scheduling bottlenecks, and ensuring the system scales during peak usage.

Acceptance Criteria
Standard Request Under Normal Load
Given a valid swap request under normal (≤50 concurrent requests) system load, when the request is submitted, then the system approves or rejects the request within 2 seconds for 99% of cases.
Peak Concurrency Performance
Given 100 or more simultaneous valid swap requests, when processed in parallel, then the average response time remains under 2 seconds and no request exceeds 3 seconds.
Continuous Real-Time Monitoring
The system publishes approval latency metrics to the monitoring dashboard at least once per minute and reflects data with less than 10 seconds delay.
Load Test Validation
Under a sustained load of 1,000 swap requests per hour in a staging environment, 95% of requests receive a decision within 2 seconds and overall error rate remains below 0.1%.
SLA Violation Alert
If any individual auto-approval response time exceeds 2 seconds, the system automatically generates and sends an alert to the operations team within 30 seconds and logs the incident.
Swap Request Audit Trail
"As a compliance officer, I want an audit trail of all instant approvals so that I can review decision history and ensure accountability."
Description

Implement a comprehensive audit logging system that captures every auto-approval decision, including request details, rule matches, AI engine assessments, and timestamps. Logs must be queryable, tamper-evident, and exportable for compliance audits and dispute resolution. This ensures transparency, accountability, and traceability for all automated approvals.

Acceptance Criteria
Auto-Approval Decision Logging
Given a valid swap request is auto-approved, when the auto-approval process completes, then an audit log entry is created recording the swap request ID, requester ID, approver ID (system), shift details, matched compliance rules, AI assessment score, and UTC timestamp.
Tamper-Evident Log Integrity
Given the audit log store, when a new entry is added, then the entry is appended to an immutable, append-only log with a cryptographic hash linking to the previous entry, enabling detection of any tampering.
Authorized Log Access Control
Given a user with the 'AuditViewer' role, when they attempt to access the audit logs, then the system grants read-only access to query logs; and when a user without the role attempts access, then the system denies access and returns an authorization error.
Queryable Logs by Parameters
Given an admin user requests audit logs with filters (date range, user ID, shift ID), when the query is executed, then the system returns matching entries within 2 seconds, including all requested filter criteria.
Export Audit Logs
Given an admin selects export for a specific date range, when the export is initiated, then the system generates a downloadable CSV or JSON file containing all audit log fields without data loss or formatting errors.
Audit Report Generation for Compliance
Given a compliance officer requests a summary report for a given month, when the report is generated, then the system provides metrics on total auto-approvals, rule match distributions, and flagged tampering incidents in a PDF format.
Manager Override Workflow
"As a manager, I want to manually override an auto-approved swap so that I can address exceptional scenarios and uphold scheduling integrity."
Description

Provide a manual override workflow allowing managers to review and reverse auto-approvals when necessary. Include notification alerts for overrides, reason capture, and a dashboard for tracking override decisions. This requirement balances automation with human control, ensuring flexibility in exceptional cases and maintaining operational accuracy.

Acceptance Criteria
Manager Initiates Manual Override
Given a swap request that was auto-approved by the system, when the manager clicks the “Override Approval” button on the request detail page, then the request status changes to “Pending Approval” and the system logs the override action.
Manager Enters Override Reason
Given the manager opens the override dialog, when the dialog is displayed, then the reason input field is mandatory, and the “Confirm Override” button remains disabled until a reason of at least 10 characters is entered.
System Sends Override Notification
Given the manager confirms an override, when the action is completed, then the system sends an in-app notification and an email to both the affected employee and the manager within 30 seconds.
Dashboard Displays Override Logs
Given any override actions have occurred, when the manager navigates to the Override Dashboard, then all override events are listed with timestamp, manager name, request ID, and reason, ordered from most recent to oldest.
Unauthorized User Cannot Override
Given a user without manager privileges, when they attempt to access the override action via the UI or API, then the system denies access with a “Permission Denied” message and no override is recorded.

Swap Chat

Integrated in-app messaging for quick communication between staff and managers about proposed shift exchanges, fostering transparency and collaboration in real-time.

Requirements

Instant Message Exchange
"As a staff member, I want to send and receive messages instantly within the app so that I can coordinate shift swaps without delay."
Description

Enable real-time messaging within the Shiftly app between staff and managers regarding shift swaps. This requirement ensures messages are delivered instantly through a persistent WebSocket connection, allowing users to communicate without delay. It integrates with the app's UI to provide a seamless chat experience, supports text formatting, and displays online presence indicators. The outcome is improved transparency and faster decision-making for shift exchange requests.

Acceptance Criteria
Message Delivery Latency
Given two users are connected via the app When user A sends a message Then the message is received by user B within 2 seconds
Persistent WebSocket Connection
Given the user is logged in When the app is in foreground or background Then the WebSocket connection remains open and automatically reconnects within 5 seconds of network interruption
UI Integration for Chat Interface
Given user opens the chat interface When a new message arrives Then the chat window automatically scrolls to display the latest message without manual refresh
Text Formatting Support
Given user composes a message When the message includes bold, italic, or bullet points Then the formatting is rendered correctly in both sender and receiver chat windows
Online Presence Indicator
Given multiple users are in the chat When a user goes online or offline Then their presence indicator updates in real-time within 3 seconds
Swap Proposal Threads
"As a staff member, I want each swap request to have its own message thread so that I can keep conversations organized by shift proposal."
Description

Implement threaded message grouping for each swap request, enabling separate conversations per shift exchange proposal. Each thread is linked to the specific shift ID and shows the swap details at the top. Users can view and comment exclusively on that proposal. Integration with the auto-fill engine allows automatic population of shift information. Outcome: organized discussions, easy tracking of multiple swap negotiations.

Acceptance Criteria
Initiate Swap Proposal Thread
Given a user selects a shift and a colleague for swap, When the user submits the proposal, Then the system creates a new thread titled with the shift ID and swap details, visible to the proposing user, target user, and managers.
View Existing Swap Thread
Given a user with an active swap proposal, When they navigate to the Swap Chat, Then they see a thread listing the shift ID, swap date/time, and participant names at the top, and only relevant comments below.
Post Comment in Swap Thread
Given a user is viewing a swap proposal thread, When they enter and send a message, Then the comment appears in chronological order within that thread and other participants receive a notification.
Auto-Populate Shift Details in Thread Header
Given a swap proposal is initiated, When the thread is generated, Then the system automatically fills in shift details (date, start/end time, location) in the thread header before any user input.
Handle Multiple Concurrent Swap Threads
Given multiple swap requests exist for different shifts, When a user views Swap Chat, Then each request appears as a distinct thread labeled by shift ID, and comments only appear under their respective threads.
Attachment Support
"As a manager, I want to attach shift guidelines or images in chat so that staff have all necessary context for a swap."
Description

Allow users to attach and share files, such as photos, screenshots, or documents, within chat messages. Supports common file types (JPG, PNG, PDF). File uploads are handled via secure storage API and displayed inline in the conversation. This integration helps staff share relevant information, like availability documents, and managers to confirm details visually, improving communication clarity.

Acceptance Criteria
Successful image attachment upload
Given a JPEG or PNG file of 5MB or less, When the user attaches and sends it in the chat message, Then the file is uploaded via the secure storage API returning HTTP 200, and the image thumbnail is displayed inline in the conversation within 2 seconds.
Successful document attachment upload
Given a PDF file of 10MB or less, When the user attaches and sends it in the chat message, Then the file is uploaded via the secure storage API returning HTTP 200, and a file icon with the filename and download link is displayed inline in the conversation within 2 seconds.
Rejection of unsupported file type
Given a file with an unsupported extension, When the user attempts to attach and send it, Then the system displays an error message 'Unsupported file type. Please upload JPG, PNG, or PDF.' and prevents the upload.
Inline display of uploaded attachments
Given existing messages with attachments in the chat, When the chat view is loaded or scrolled, Then images render as thumbnails with alt text and document files render as clickable icons with filenames, and clicking opens the full view in a modal.
Secure storage and access control
Given an uploaded attachment, When an authorized user requests it, Then the system provides a time-limited signed URL valid for 60 seconds and allows download, and any unauthorized access attempts are logged and return HTTP 403.
Push Notifications
"As a staff member, I want to receive push notifications for new swap messages so that I can respond promptly."
Description

Integrate push notification service to alert users of new messages or swap proposals in real-time, even when the app is in the background. Notifications include sender name, message preview, and a deep link to open the specific chat thread. This requirement ensures timely awareness of proposals, reducing response delays and improving overall shift coverage.

Acceptance Criteria
Receive New Message Notification in Background
Given the app is running in the background When a new message arrives Then a push notification is displayed containing the sender’s name and a preview of the message And tapping the notification opens the specific chat thread via deep link
Receive Swap Proposal Notification in Foreground
Given the user is actively using the app When a swap proposal message is received Then a push notification banner appears at the top of the screen showing sender name and message preview And tapping the banner navigates to the swap proposal chat thread
Deep Link Navigation on Notification Tap
Given a notification is displayed for a new message or swap proposal When the user taps the notification Then the app opens directly to the corresponding chat thread And the chat thread scroll position highlights the new message
Prevent Duplicate Notifications for Same Message
Given the server sends multiple notifications for the same message due to retry logic When these notifications arrive on the device Then only one notification is displayed to the user And subsequent duplicates are suppressed
Handle Notification Permissions Revoked
Given the user has previously granted push notification permission and then revoked it in device settings When a new message or swap proposal arrives Then the app does not attempt to display a notification And logs an error or warning for analytics reporting
Message History Search
"As a manager, I want to search past chat messages by shift ID or keyword so that I can reference previous swap discussions."
Description

Provide search functionality within chat history, allowing users to search keywords, filter by user, date, or shift ID. A real-time search index enables quick retrieval of past swap discussions. This feature supports staff and managers in referencing prior exchanges and ensures transparency and accountability.

Acceptance Criteria
Keyword Search in Chat History
Given a user is viewing the Swap Chat module When they enter a keyword in the search bar Then the system returns all messages containing that keyword within 2 seconds
Filter by User
Given a user is viewing Swap Chat history When they apply a filter for a specific sender Then only messages sent by that user appear in the results
Filter by Date Range
Given a user is viewing Swap Chat history When they set a start and end date Then only messages sent within that date range are displayed
Filter by Shift ID
Given a user is viewing Swap Chat history When they enter or select a Shift ID filter Then only messages associated with that shift ID are shown
Real-Time Index Update
Given a new swap message is sent in the chat When it is saved Then it becomes searchable and appears in search results immediately without requiring a page reload
Read Receipts
"As a staff member, I want to know when a manager has read my swap message so that I understand if my request has been seen."
Description

Display message delivery and read status indicators for each chat message, using presence and message status flags to update the conversation UI. This requirement ensures senders know when their swap proposals have been delivered and viewed, improving communication clarity.

Acceptance Criteria
Sender Observes Read Receipt on Chat
Given a message is sent; When the recipient opens and views the message; Then the sender sees a blue double-check icon next to the message within 2 seconds.
Offline User Receives Messages Upon Reconnect
Given the recipient is offline when a message is sent; When they reconnect to the network; Then the message status updates first to 'delivered' and then to 'read' if already opened, with appropriate icons.
Group Chat Displays Read Status for All Participants
Given a message is sent in a group chat; When multiple participants read the message; Then a summary of avatars or a counter appears next to the message indicating who has read it, updating in real time.
Sender Refreshes Conversation to Update Read Status
Given the sender has not received live updates; When they manually refresh the chat screen; Then the UI fetches and displays the current delivery and read statuses for all messages.
Delivery Failure Retry Indicator Appears
Given a message fails to deliver due to network issues; When the system automatically retries or the user taps retry; Then the icon changes from a red exclamation to a gray double-check on delivery and to blue double-check on read.

Fallback Finder

Identifies backup candidates if an initial swap falls through, instantly suggesting alternate staff to maintain coverage continuity and minimize last-minute gaps.

Requirements

Real-time Alternate Suggestions
"As a manager, I want the system to instantly suggest alternative staff members when a swap falls through so that the shift remains covered without manual searching."
Description

When a scheduled shift swap fails, the system automatically generates a ranked list of available staff candidates based on real-time availability, required skills, and compliance rules. The suggestions update instantly as staff clock in/out or their availability changes, ensuring shifts are continuously covered without manual searching.

Acceptance Criteria
Failed Shift Swap During Peak Hours
Given a shift swap fails during peak hours, when the system detects the failure, then it displays a ranked list of at least 5 backup candidates sorted by availability and required skills within 5 seconds.
Real-time Updates on Staff Check-ins
Given staff check-in status changes, when a backup list is displayed, then the list automatically refreshes to reflect real-time availability and status within 2 seconds without manual intervention.
Compliance Rule Filtering
Given backup candidates must comply with labor regulations, when generating suggestions, then the system excludes any candidate violating overtime limits or lacking required certifications and highlights compliance issues.
Skill-Based Ranking for Specialized Roles
Given a shift requiring specialized skills, when listing backup candidates, then the system ranks candidates by proficiency level matching the shift’s skill requirements and certifications.
Immediate Swap Confirmation
Given a manager selects a suggested backup candidate, when the selection is confirmed, then the system assigns the candidate to the shift, updates the roster in real time, and sends notification to the candidate within 10 seconds.
Availability and Compliance Filtering
"As a manager, I want the fallback suggestions to only include staff who are available and legally allowed to work the shift so that we maintain compliance and avoid scheduling conflicts."
Description

The fallback module filters potential replacement staff by checking current availability, maximum working hours, required certifications, break rules, and local labor laws. Only candidates who meet all criteria are presented, minimizing legal risks and scheduling conflicts.

Acceptance Criteria
Fallback Search During Business Hours
Given a failed shift swap during business hours, when the manager requests fallback candidates, then only staff who are not assigned to any other shift in the requested time slot are returned.
Avoid Overbooking Staff
Given a target shift, when filtering candidates, then exclude any staff whose total assigned hours for the week would exceed their maximum allowed working hours after assignment.
Ensure Certification Compliance
Given a shift requiring specific certifications, when suggesting fallback candidates, then include only staff who hold all required certifications for that shift.
Respect Employee Break Rules
Given a fallback search, when evaluating staff availability, then exclude any candidates whose required break period overlaps with the target shift.
Adhere to Local Labor Laws
Given a fallback request, when filtering candidates, then exclude any staff whose assignment would violate local labor laws regarding maximum consecutive working hours or mandatory rest periods.
Shift Preference Prioritization
"As a manager, I want the system to prioritize fallback suggestions based on staff preferences and reliability ratings so that replacements are more likely to accept and perform well."
Description

The system prioritizes fallback suggestions by considering each staff member's shift preferences, past reliability scores, and historical acceptance rates. Higher-ranked candidates are more likely to accept, improving fill rates and staff satisfaction.

Acceptance Criteria
High Preference High Reliability Prioritization
Given a pool of available staff with varied preference levels, reliability scores, and acceptance rates, when generating fallback suggestions, then staff are sorted in descending order of composite score combining preference, reliability, and acceptance rate.
Tie-Breaking on Historical Acceptance Rate
Given two staff with identical shift preferences and reliability scores but different historical acceptance rates, when generating fallback suggestions, then the staff with the higher acceptance rate is listed above.
Exclusion of Unavailable or Ineligible Staff
Given some staff lack availability or exceed shift limits, when generating fallback suggestions, then only staff meeting availability and compliance rules are included and prioritized among eligible candidates.
Dynamic Reprioritization After Decline
Given a fallback suggestion is declined by a staff member, when recalculating the fallback list, then the next highest-ranked eligible staff is suggested without including the declined staff.
Consistent Weighted Prioritization Across Multiple Runs
Given identical input data across multiple scheduling runs, when generating fallback suggestions, then the ordering of staff remains consistent, ensuring reproducibility of priority decisions.
Communication & Notification Integration
"As a manager, I want the system to automatically notify suggested replacement staff of open shifts so that they can quickly respond or accept."
Description

Fallback candidates receive automatic notifications via email, SMS, and in-app messages when they are suggested for an open shift. The system tracks delivery and response status, allowing managers to see who has received and acknowledged the request.

Acceptance Criteria
Notification Delivery Verification
Given fallback candidates are identified, when the system sends email notifications, then each candidate receives the email within 30 seconds When SMS notifications are sent, then each candidate receives the SMS within 60 seconds When in-app notifications are dispatched, then they appear in the candidate’s notification feed immediately System logs record successful or failed delivery for each channel
Delivery Status Tracking
Given notifications are sent, when a candidate opens the email, clicks the in-app notification, or views the SMS, then the system updates status to “Delivered” with timestamp If a notification fails (invalid address or number), then the system logs the failure with error code and alerts the manager dashboard
Response Acknowledgment Recording
Given a candidate receives a notification, when the candidate accepts or declines the shift, then their response is captured and timestamped in the system Response status updates in the manager’s view within 10 seconds of candidate action
Manager Dashboard Notification Summary
Given a notification cycle completes, when the manager views the fallback finder module, then the dashboard displays delivery status per channel, acknowledgment status, and response timestamps for each candidate Data refreshes automatically within 30 seconds of any status change
Retry Mechanism on Notification Failure
Given a notification fails on any channel, when the system detects failure, then it retries delivery twice at 5-minute intervals on the same channel After two retries, if still failed, then the system escalates by sending notifications via alternate channels and logs all attempts
Candidate Notification Preferences Compliance
Given candidates have configured notification preferences, when sending notifications, then the system only uses enabled channels If a preferred channel fails, then the system falls back to the next enabled channel in the candidate’s preference list
Manual Override with Audit Trail
"As an admin, I want to manually override suggested fallback candidates and record my decisions so that I can handle exceptions and maintain accountability."
Description

Managers can manually select a fallback candidate from the suggestion list and record the override action in an audit log. Each decision is timestamped, linked to the user account, and stored for compliance and review purposes.

Acceptance Criteria
Fallback Candidate Selection
Given a swap request has failed When the manager views the fallback suggestions Then the manager can select any candidate from the list And the selected candidate is correctly assigned to the shift
Override Action Logging
Given a fallback candidate is selected manually When the manager confirms the override Then an entry is created in the audit log containing the manager's user ID, timestamp, original candidate details, fallback candidate details, and shift ID
Audit Log Accessibility
Given the manager navigates to the audit log section When filtering by date, user, or shift Then only the relevant override actions are displayed sorted by timestamp
Audit Log Data Integrity
Given an override action is logged When retrieving the audit log entry Then all required fields (user ID, timestamp, original candidate, fallback candidate, shift ID) are present and match the action details
Compliance Report Generation
Given a date range is specified When generating the compliance report Then the report includes all manual override actions with user IDs, timestamps, original and fallback candidate details

Swap Analytics

Provides managers with insights into swap patterns and frequency across teams, highlighting potential scheduling bottlenecks and helping optimize staffing strategies over time.

Requirements

Swap Frequency Dashboard
"As a manager, I want to view the number of shift swaps per team over time so that I can gauge swap trends and staffing stability."
Description

A centralized dashboard displaying the total number of shift swaps across teams over selectable time periods. It provides real-time counts, trends, and average swaps per week or month, enabling managers to quickly assess swap activity levels. The dashboard integrates with existing scheduling data to ensure up-to-date insights and supports filtering by team, role, and date range for targeted analysis.

Acceptance Criteria
Real-Time Swap Count Accuracy
Given a manager selects a date range on the dashboard, when a new swap is recorded in the scheduling system, then the total swap count updates within one minute and matches the source data.
Trend Visualization Display
When the manager switches between weekly, monthly, and custom periods, then the dashboard displays a correct time-series chart of swap counts and calculates average swaps per week or month accurately.
Team and Role Filtering
Given filters are applied for specific teams and roles within a date range, when the manager applies the filters, then the dashboard refreshes within two seconds and shows only swaps matching the selected criteria.
Data Integration Consistency
When the dashboard retrieves data from the scheduling database, then all swap records—including manual edits—are reflected accurately without missing or duplicate entries.
Average Swap Calculation
Given a defined time period, when the dashboard computes averages, then it divides the total swaps by the exact number of weeks or months in that period and displays the result to two decimal places.
Team Swap Heatmap
"As a manager, I want to see a heatmap of swap activity by day and time so that I can identify peak swap periods and optimize staffing accordingly."
Description

An interactive heatmap visualization that highlights days and time slots with high swap activity. The heatmap uses color intensity to represent swap volume, making it easy to spot peak swap periods. It integrates seamlessly within the Swap Analytics module and allows managers to hover or click on cells for detailed metrics and underlying shift details.

Acceptance Criteria
Heatmap Color Intensity Reflects Swap Volume
Given the Swap Analytics page is loaded with swap data, when the Team Swap Heatmap renders, then each cell’s color intensity must proportionally represent the number of swaps in that day/time slot according to the defined color thresholds.
Hover Displays Detailed Metrics
Given the user hovers over any heatmap cell, then a tooltip must appear showing the total swaps, percentage of overall swaps, and a summary of underlying shift details for that cell.
Click Opens Underlying Shift Details
Given the user clicks on a heatmap cell, then a detailed side panel must open listing each individual shift swap with employee names, original and new times, and swap reasons.
Heatmap Performance Under Two Seconds
Given a date range up to 90 days is selected, when the Team Swap Heatmap is requested, then the heatmap must fully load and render within 2 seconds.
Legend Explains Color Scale
Given the Team Swap Heatmap is visible, then a legend must be displayed alongside, clearly mapping each color gradient to its corresponding swap volume range.
Swap Bottleneck Alerts
"As a manager, I want to receive alerts when swap requests exceed available covers so that I can proactively adjust schedules and avoid understaffing."
Description

Automated alerting system that notifies managers when swap requests exceed available coverage for specific shifts or roles. Alerts are triggered based on configurable thresholds and can be sent via email or in-app notifications. This feature helps managers proactively address potential coverage gaps before they impact operations.

Acceptance Criteria
Exceed Role-Specific Swap Threshold
Given a configured swap threshold for a role When the number of swap requests for that role in a single shift exceeds the threshold Then the system generates an alert indicating potential coverage gap
Email Notification for Bottleneck Alert
Given an alert is generated for a swap bottleneck When email notifications are enabled for the manager Then an email is sent to the manager’s registered email address within 1 minute containing shift details and affected roles
In-App Notification for Bottleneck Alert
Given an alert is generated for a swap bottleneck When the manager is logged into the Shiftly app Then an in-app notification appears within 30 seconds with shift details and swap count
Threshold Configuration Verification
Given a manager updates the swap request threshold for a role to a new value When the update is saved Then subsequent swap request calculations use the new threshold for alert triggering
Alert Resolution and Clearance
Given a bottleneck alert has been acknowledged by the manager When coverage is restored below the threshold or the manager dismisses the alert Then the alert status changes to resolved and is removed from active alerts list
Custom Timeframe Reporting
"As a manager, I want to generate swap analytics for custom timeframes so that I can analyze specific campaigns, seasons, or operational periods."
Description

A flexible reporting tool that allows managers to generate swap analytics for any custom date range. Reports include summary statistics, trend charts, and swap distribution by team or role. The tool supports saving presets for frequent time windows and integrates with the main analytics dashboard for seamless workflow.

Acceptance Criteria
Selecting a Custom Date Range for Swap Analytics
Given the manager is on the swap analytics page, when they open the date picker and select a start date and end date within system-supported limits, then the report is generated displaying swaps, summary statistics, trend charts, and distribution for that range.
Saving a Custom Date Range Preset
Given a custom date range is selected, when the manager clicks 'Save Preset', names the preset, and confirms, then the preset appears in the saved presets list and persists across sessions.
Viewing Swap Trend Charts for Custom Date Range
Given a custom date range is applied, when the manager views trend charts, then each day in the range is plotted with correct swap counts, labeled axes, and a legend reflecting the data series.
Filtering Swap Distribution by Team or Role
Given a report for a custom timeframe is displayed, when the manager selects a specific team or role filter, then the swap distribution section updates to show only swaps matching the selected filter.
Applying a Saved Timeframe Preset
Given the manager opens the presets menu, when they select a saved preset, then the date picker auto-populates with the preset’s dates and the report refreshes accordingly.
Embedding Custom Reports into Dashboard
Given a custom timeframe report is generated, when the manager clicks 'Add to Dashboard', then the report widget is added to the main analytics dashboard and remains after page reload.
Export and Share Reports
"As a manager, I want to export and share swap analytics reports so that I can present data to senior leadership and other stakeholders."
Description

Functionality to export swap analytics reports in CSV and PDF formats, with options to include charts and detailed tables. Managers can customize report content, apply branding, and share directly via email or download for distribution. This ensures stakeholders have access to actionable insights in their preferred formats.

Acceptance Criteria
Export Swap Analytics CSV Report
Given a manager is viewing the Swap Analytics dashboard When they select the 'Export as CSV' option Then a CSV file is generated containing all swap analytics data with correct headers and rows matching the filtered dataset
Export Swap Analytics PDF Report with Charts
Given a manager has applied filters on swap analytics When they choose the 'Export as PDF' option with charts included Then a PDF file is generated that includes both the detailed tables and embedded charts reflecting the current filters and data
Customize Report Content and Branding
Given a manager is exporting a report When they configure report settings to include/exclude specific tables, charts, and upload a logo Then the exported file reflects the selected content and displays the custom logo in the header
Share Report via Email
Given a manager is exporting a report When they enter recipient email addresses and optional message Then the system sends an email with the exported report attached and displays a confirmation of successful delivery
Download Report for Offline Distribution
Given a manager has exported a report When they click the download link Then the file is saved to the local device in the chosen format and can be opened without errors
Predictive Swap Insights
"As a manager, I want predictive insights on upcoming swap trends so that I can plan staffing levels proactively and minimize disruptions."
Description

A predictive analytics feature that forecasts future swap volumes and potential bottlenecks based on historical swap patterns. It uses machine learning models to surface anticipated swap spikes and provides recommendations for shift adjustments. The insights help managers plan staffing levels more effectively and reduce last-minute swap conflicts.

Acceptance Criteria
Manager reviews forecasted swap volumes during weekly staffing planning
Given the manager is on the weekly staffing planning dashboard, when the system has processed at least four weeks of swap history, then the forecasted swap volumes for the next week are displayed with a confidence interval and color-coded risk indicator.
Manager receives real-time notification of upcoming swap spike
Given the system predicts a swap volume spike exceeding 20% of scheduled shifts within the next 48 hours, when the prediction confidence is above 85%, then a notification is sent to the manager's dashboard and via email alert.
Manager adjusts shift allocations based on predicted bottlenecks
Given the system highlights specific shifts with predicted bottlenecks, when the manager applies suggested shift adjustments, then the updated roster shows reduced predicted swap conflicts by at least 50%.
System validates prediction model accuracy against historical data
Given the model predictions and actual swap records for the last month, when an accuracy report is generated, then the model’s prediction accuracy is at least 75% or a retraining trigger is initiated.
Manager implements recommended shift adjustments
Given the system provides recommended shift adjustments to mitigate predicted swap spikes, when the manager accepts the recommendations, then the system automatically applies the adjustments and logs the change with a timestamp.

Risk Timeline

Visualizes a 24-hour projection of no-show risk in an intuitive timeline, allowing managers to see high-risk periods at a glance and plan coverage accordingly.

Requirements

24-Hour Risk Heatmap
"As a shift manager, I want to see a color-coded timeline of the next 24 hours showing no-show risk levels so that I can quickly identify when coverage is likely to be insufficient and take preventive action."
Description

Generate a horizontal timeline view spanning the next 24 hours that uses a color-coded heatmap overlay to indicate the probability of no-shows based on historical data, current staffing levels, shift patterns, and real-time changes in availability. The heatmap updates dynamically as new inputs arrive and integrates seamlessly into the main dashboard, enabling managers to identify high-risk periods at a glance and make proactive scheduling adjustments.

Acceptance Criteria
Dashboard Load Displays Initial Heatmap
Given the manager accesses the main dashboard When the 24-hour Risk Heatmap component loads Then the heatmap spans the next 24 hours with color-coded risk levels for each hour
Heatmap Reflects Historical No-Show Patterns
Given historical no-show data is available When the heatmap renders Then the probability values are calculated from historical data and reflected in the color intensity for each time segment
Dynamic Update on Staff Availability Change
Given real-time changes to staff availability When availability data is updated Then the heatmap adjusts risk levels for affected hours within 5 seconds
Integration with Shift Patterns Adjusts Risk
Given shift pattern data is loaded When overlapping shifts and compliance rules are applied Then the heatmap recalculates and displays updated risk levels for all affected periods
Color-Coded Legend Corresponds to Risk Levels
Given the heatmap’s color legend When the manager views the legend Then each color shade maps to the correct risk probability range as defined in the legend
Interactive Risk Drill-Down
"As a hospitality manager, I want to click on a high-risk period in the risk timeline to see the underlying factors driving the risk so that I can understand the root cause and decide on the best mitigation strategy."
Description

Allow managers to click or hover over segments of the risk timeline to reveal detailed metrics, including contributing factors like individual staff reliability scores, shift overlap, peak foot traffic forecasts, and compliance constraints. This drill-down should appear in a tooltip or side panel without navigating away from the timeline, preserving context while delivering deeper insights.

Acceptance Criteria
Hover Over Risk Segment
Given the manager hovers over a risk timeline segment When the hover event is detected Then a tooltip appears adjacent to the segment displaying staff reliability scores, shift overlap, peak foot traffic forecasts, and compliance constraints
Click Risk Segment
Given the manager clicks on a risk timeline segment When the click event is registered Then a side panel slides in from the right showing detailed metrics including individual staff reliability scores, shift overlap percentages, peak foot traffic forecasts, and any compliance alerts for that segment
Consistent Display of Metrics
Given a tooltip or side panel is displayed When viewing different segments Then the layout, style, metric order, and units remain consistent across all segments
Drill-Down Performance
Given the timeline view is loaded with current data When the manager hovers or clicks on any segment multiple times Then the tooltip or side panel renders within 200ms on each interaction without degrading UI responsiveness
Context Preservation During Navigation
Given the tooltip or side panel is open for a specific segment When the manager scrolls or navigates the timeline Then the drill-down panel remains visible and aligned with the original segment until manually closed
Real-Time Risk Alerts
"As a retail store manager, I want to receive an alert when the risk of no-shows exceeds my defined threshold so that I can take swift action to find backup staff before coverage gaps occur."
Description

Implement a notification system that triggers alerts when no-show risk crosses configurable thresholds for specific time windows. Alerts can be delivered via in-app banners, email, or SMS, depending on user preferences, and include a direct link to the Risk Timeline view pre-filtered to the relevant time frame, ensuring managers can respond immediately to emerging risks.

Acceptance Criteria
Risk Threshold Breach Detection
Given a time window’s no-show risk surpasses the user’s configured threshold, when risk projections are recalculated, then the system generates an alert within 1 minute specifying the time window and risk percentage.
Channel-Specific Notification Delivery
Given a manager’s notification preferences include email, SMS, or in-app banner, when an alert is triggered, then the system delivers the alert via each selected channel within 2 minutes and logs delivery status.
Deep Link to Pre-filtered Risk Timeline
Given an alert is received, when the manager clicks the alert’s link, then the Risk Timeline view opens pre-filtered to the alert’s specific time window within 3 seconds.
Dynamic Threshold Configuration
Given a manager updates the risk threshold for a time window in the settings, when the update is saved, then subsequent risk projections use the new threshold and generate alerts accordingly within 5 minutes.
Alert Suppression During Quiet Hours
Given quiet hours are configured between 10 PM and 6 AM, when risk thresholds are breached during this period, then the system suppresses email and SMS alerts but logs the events for review at 6 AM.
Automated Cover Suggestions
"As a shift scheduler, I want the system to suggest the best available replacements for high-risk shifts so that I can fill potential gaps quickly without manually reviewing each staff profile."
Description

Based on the risk timeline and current staff availability, automatically generate and rank a list of qualified replacement or backup staff for high-risk periods. Suggestions should factor in qualifications, availability windows, labor cost implications, and recent workload to maintain fairness. Managers can approve or adjust the suggestions directly from the timeline interface.

Acceptance Criteria
High-Risk Period Detection Triggers Suggestion Generation
Given the risk timeline indicates a no-show risk above the configured threshold for a specific shift period When the manager views that high-risk period in the timeline interface Then the system automatically generates a ranked list of at least three qualified replacement staff for that period
Qualification and Availability Filtering
Given the complete roster of employees and their profiles When generating cover suggestions for a high-risk shift Then only employees whose qualifications meet the shift requirements and whose availability windows fully encompass the shift time are included
Cost and Workload Fairness Ranking
Given the pool of eligible replacement staff When ranking the suggested covers Then the system orders suggestions by ascending labor cost impact and adjusts rankings to distribute recent workloads evenly within a 10% variance across staff
Manager Approval and Schedule Update
Given a generated list of cover suggestions for a high-risk period When the manager selects and approves one of the suggested replacements Then the shift schedule is updated in real time, the selected staff member is assigned to the shift, and the period’s risk status is marked as covered
Interactive Adjustment of Suggestions
Given an initial set of automatically generated cover suggestions When the manager manually modifies or reorders the recommended staff Then the system recalculates the ranking and refreshes the suggestions list, ensuring all availability, qualification, cost, and workload fairness constraints remain satisfied
Historical Risk Trends Overlay
"As a operations lead, I want to compare upcoming no-show risks against historical patterns so that I can adjust staffing policies and anticipate recurring issues more effectively."
Description

Provide an optional overlay on the risk timeline that shows historical no-show patterns for the same day of the week or period in previous weeks or months. This feature helps managers compare projected risk to past events, identify recurring trends, and refine scheduling rules or staffing levels for consistent improvement.

Acceptance Criteria
Overlay Display Toggle
Given the manager is on the Risk Timeline page When they click the "Show Historical Trends" toggle Then the historical risk overlay is displayed or hidden within 2 seconds and the timeline updates accordingly
Historical Data Period Selection
Given the historical trends overlay is active When the manager selects a time period (e.g., Past 4 Weeks) Then the overlay displays aggregated average risk for the same weekdays over that period in a distinguishable color
Trend Visualization Accuracy
Given the overlay is active for a selected period Then each overlay data point matches the stored backend historical risk value for that hour within a ±0.5% margin
Overlay Performance Under Load
Given the manager activates the overlay for a 12-month historical period When the timeline renders Then the overlay loads and displays all data within 3 seconds without impacting other page interactions
Error Handling for Insufficient Data
Given the system has less than one week of historical data for the selected day When the manager attempts to toggle the historical overlay Then the toggle is disabled and a tooltip displays “Insufficient historical data to display trends”

WeatherGuard

Integrates hyperlocal weather forecasts into no-show predictions, adjusting risk scores based on rain, snow, or extreme heat to help managers anticipate weather-related absences.

Requirements

Hyperlocal Weather Data Integration
"As a shift manager, I want the scheduling system to automatically fetch up-to-date weather forecasts for my store’s location so that I can anticipate potential weather-related staffing issues."
Description

Integrate with a reliable hyperlocal weather API to retrieve real-time and forecast data—such as precipitation, temperature, and extreme weather events—for each staff member’s work location. This integration ensures that scheduling algorithms have accurate, location-specific weather inputs to inform no-show risk calculations.

Acceptance Criteria
Retrieve Weather Data for Staff Location
Given a staff member's work location is provided, when the scheduling algorithm requests weather data, then the system retrieves real-time and 7-day forecast including precipitation, temperature, and extreme weather event flags from the hyperlocal weather API within 2 seconds.
Handle Weather API Unavailability
Given the hyperlocal weather API returns an error or times out, when the scheduling algorithm requests weather data, then the system logs the error, retries up to 3 times with exponential backoff, and if still unsuccessful, uses the most recent cached weather data while flagging it as stale.
Validate Accuracy of Retrieved Weather Data
Given weather data is retrieved, when compared against the API provider’s official benchmarks, then all returned values for precipitation, temperature, and event flags must be within 1% deviation of the provider’s documented values.
Cache Hyperlocal Forecast Data
Given new forecast data is retrieved, when the system processes the data, then it caches the results per location with a time-to-live of 1 hour and automatically invalidates or refreshes the cache upon expiry.
Integrate Weather Data into No-show Risk Calculation
Given weather data is available for a scheduled shift, when computing no-show risk scores, then the system applies predefined weightings to precipitation probability, temperature extremes, and severe weather event flags and reflects the adjusted risk score within 5% of expected values.
Weather-Influenced Risk Adjustment
"As a scheduler, I want the system to factor in weather conditions when calculating no-show risk so that I can make proactive staffing decisions and reduce last-minute gaps."
Description

Adjust baseline no-show probability scores by applying configurable weighted modifiers based on forecasted weather factors (e.g., rain increases risk by 10%, snow by 20%, heatwaves by 15%). These modifiers should be adjustable per organizational rules to fine-tune risk sensitivity.

Acceptance Criteria
Rain Impact Adjustment
Given a shift with a baseline no-show probability of X% and a forecast predicting rain, when the auto-fill engine runs, then the adjusted no-show probability is increased by the configured rain modifier (e.g., 10%)
Snowy Conditions Risk Increase
Given a forecast of snow for the shift date, when calculating risk scores, then the system applies the snow modifier (e.g., 20%) and the adjusted risk equals baseline risk plus 20%
Heatwave Modifier Application
Given a forecasted heatwave on the shift day, when generating the risk score, then the system applies the heatwave modifier (e.g., 15%) correctly to the baseline no-show probability
Custom Modifier Configuration
Given an organizational rule updates the rain modifier to 8%, when the forecast indicates rain, then the calculated no-show probability reflects the new 8% modifier instead of the default
Multiple Weather Events Prioritization
Given a forecast predicting both rain and snow on the same shift day, when computing risk, then the system applies only the highest weighted modifier (e.g., snow 20%) to the baseline risk
Weather Threshold Alerting
"As a store manager, I want to receive an alert when severe weather is expected so that I can adjust my staffing plan and communicate with employees in advance."
Description

Implement an alert mechanism that triggers notifications when forecasted weather conditions exceed predefined thresholds (e.g., rainfall over 20 mm, snowfall above 5 cm, temperatures below 0 °C or above 35 °C). Alerts should be delivered via the dashboard and optional email or SMS channels.

Acceptance Criteria
Heavy Rainfall Alert Notification
Given the weather service provides a forecast of >20 mm rainfall in the next 24 hours, when the system ingests the forecast data, then an alert labeled 'Heavy Rainfall Alert' is displayed on the manager dashboard within 1 minute and, if enabled, an email and/or SMS notification is dispatched within 5 minutes.
Snowfall Threshold Alert Delivery
Given the weather service provides a forecast of >5 cm snowfall in the next 24 hours, when the forecast is processed, then an alert labeled 'Heavy Snowfall Alert' is displayed on the dashboard within 1 minute and notifications via email/SMS are sent if those channels are enabled.
Extreme Heat Alert Generation
Given the forecasted temperature exceeds 35 °C for any shift period, when the system processes the data, then the dashboard displays an 'Extreme Heat Alert' within 1 minute and email/SMS alerts are sent according to user preferences within 5 minutes.
Extreme Cold Alert Generation
Given the forecasted temperature drops below 0 °C for any shift period, when the system updates weather data, then an 'Extreme Cold Alert' appears on the dashboard within 1 minute and email/SMS alerts are dispatched if enabled within 5 minutes.
Notification Channel Preference Enforcement
Given a manager has set their notification preferences for dashboard, email, and SMS channels, when a weather threshold alert is triggered, then notifications are only sent via the channels marked as enabled in the manager's profile.
Weather Data Health Monitoring
"As a system administrator, I want to be informed about any disruptions in weather data feeds so that I can take corrective actions and maintain accurate risk forecasting."
Description

Continuously monitor the availability, latency, and accuracy of weather data feeds. Generate system warnings or error logs when data freshness falls behind or API errors occur, ensuring that no-show risk calculations remain reliable.

Acceptance Criteria
Weather API Availability Check
Given the system polls the weather API every 5 minutes, When the API returns an HTTP 200 response within 2 seconds, Then the data is marked fresh; Else an error log with timestamp is generated.
Weather Data Latency Monitoring
Given the system requests weather data, When the response time exceeds 2 seconds, Then a warning is logged and an alert notification is sent to administrators.
Weather Data Freshness Verification
Given the system stores weather data timestamps, When any data record older than 10 minutes is accessed, Then a system warning is raised for stale data.
Weather API Error Handling
Given the weather API returns an error code (4xx or 5xx), When the error persists for 3 consecutive requests, Then the system creates an error log and retries up to 2 additional times.
Fallback Weather Data Source Activation
Given the primary weather API is unavailable, When the system detects 3 failed attempts in a row, Then it automatically switches to a configured secondary data source and logs the failover event.
Weather Impact Visualization
"As a manager, I want to see weather forecasts and their influence on no-show risk directly on the schedule interface so that I can quickly assess and adjust rosters."
Description

Display weather forecast overlays and no-show risk indicators directly within the scheduling UI. Use icons and color codes to highlight upcoming weather conditions and elevated risk periods on the calendar view and staff profiles.

Acceptance Criteria
Weather Forecast Overlay on Shift Calendar
Given a user is viewing the weekly shift calendar, when hyperlocal weather data exists for each day, then a weather icon representing the forecast (e.g., rain, snow, heat) must appear within each date cell, and on hover, a tooltip displays detailed metrics including temperature and precipitation chance.
No-Show Risk Indicator Display
Given scheduled shifts for the next 72 hours, when forecasted conditions exceed predefined risk thresholds (e.g., >50% precipitation or >35°C heat), then each affected shift must be annotated with a risk indicator icon and risk percentage label.
Staff Profile Weather Alert Integration
Given a manager views an individual staff member’s profile upcoming shifts list, when any shift falls within a high-risk weather period, then a weather alert badge with icon and short description must appear next to that shift entry.
Color-Coded Risk Period Highlighting
Given the calendar view displays daily and hourly slots, when weather risk levels change across slots, then slots with moderate risk (50–75%) are highlighted in yellow and high risk (>75%) in red, with accessible contrast ratios.
Icon Legend Accessibility
Given the scheduling interface displays weather icons and color codes, when a user opens the legend modal, then the modal lists each icon and color with descriptive text and adheres to WCAG AA contrast and keyboard navigation standards.

Backup Beacon

Automatically identifies and reserves backup staff for shifts with elevated no-show risk, sending instant confirmations to ensure reliable coverage without manual intervention.

Requirements

No-Show Risk Analysis
"As a manager, I want the system to identify shifts with high no-show risk so that I can ensure reliable coverage proactively."
Description

Continuously analyze shift histories, attendance records, and contextual factors to identify upcoming shifts with elevated risk of no-shows, integrating seamlessly with the scheduling engine to flag at-risk shifts and trigger backup workflows.

Acceptance Criteria
High-Risk Shift Detection
Given the system has access to at least 6 months of attendance and shift history data When the No-Show Risk Analysis runs for upcoming shifts Then any shift with a predicted no-show probability above 30% is flagged as high risk
Backup Staff List Generation
Given a shift flagged as high risk When the Backup Beacon workflow is triggered Then the system generates a ranked list of at least 3 qualified backup staff based on availability, skills, and past reliability
Backup Staff Reservation
Given a ranked backup staff list for a high-risk shift When the system reserves backup staff Then the first available backup receives a reservation hold and no other manager can book that staff for the same time slot
Instant Backup Confirmation
Given a backup staff reservation is made When the system sends notifications Then the selected staff receives SMS and email within 1 minute and confirms or declines the backup assignment through the app
Scheduler Integration Display
Given a shift has an active backup reservation When a manager views the schedule in the Shiftly UI Then the shift is marked with an at-risk indicator and displays the name and confirmation status of the reserved backup
Automated Backup Reservation
"As a manager, I want the system to automatically reserve backup staff when needed so that I don’t have to manually find replacements under time pressure."
Description

Automatically select and reserve backup staff based on real-time availability, skills match, and compliance rules once a shift is flagged as high-risk, preventing conflicts and ensuring backups are held pending confirmation.

Acceptance Criteria
Flag High-Risk Shift Triggers Backup Selection
Given a shift is flagged as high-risk due to historical no-shows or low coverage When the shift meets the high-risk threshold Then the system automatically initiates backup staff selection within 30 seconds
Validate Backup Staff Availability and Skills
Given the system has identified potential backup staff When comparing staff availability, required skills, and certification compliance Then only staff meeting all criteria are shortlisted for backup reservation
Automate Backup Staff Reservation
Given a shortlist of eligible backup staff When the system reserves a backup slot Then each selected staff member receives a confirmation request notification within 10 seconds
Ensure Conflict-Free Scheduling
Given existing shift assignments When reserving backup staff Then the system prevents double-booking and flags conflicts before final confirmation
Handle Backup Confirmation Responses
Given backup staff receive a reservation request When a staff member confirms or declines within 15 minutes Then the system updates the backup roster and, if declined, automatically selects the next eligible backup
Instant Confirmation Notification
"As a backup staff member, I want to receive instant notifications of backup assignments so that I can confirm my availability in real time."
Description

Send immediate SMS and in-app notifications to reserved backup staff with shift details and acceptance prompts, ensuring rapid acknowledgment and reducing uncertainty in coverage.

Acceptance Criteria
SMS and In-App Alert Delivery
Given a shift is reserved for backup staff, when the system assigns the backup role, then an SMS and in-app notification must be delivered to the staff member within 30 seconds.
Acceptance Prompt Interaction
Given a delivered notification, when the backup staff taps the 'Accept' button within five minutes of receipt, then the system must mark the shift as confirmed and update the roster in real time.
Notification Retry on Failure
Given an SMS send attempt fails, when the initial delivery fails, then the system must retry the SMS up to three times with exponential backoff within two minutes.
Confirmation Timestamp Logging
Given the backup staff confirms via the SMS reply or in-app prompt, when the confirmation is received, then the system must log the timestamp of confirmation and send a confirmation update to the manager.
Offline Notification Sync
Given the backup staff’s device is offline, when the device reconnects to the network, then the system must synchronize any pending in-app notifications and update their status accurately.
Backup Availability Synchronization
"As a manager, I want backup reservations to reflect real-time staff availability so that no scheduling conflicts occur."
Description

Sync staff availability from integrated calendar services and internal availability settings in real time to ensure backup reservations reflect up-to-date eligibility and prevent double-booking.

Acceptance Criteria
Initial Availability Sync on Calendar Update
Given a staff member updates availability in their integrated calendar, when the sync process runs, then the updated availability is reflected in Shiftly within two minutes for backup reservation decisions.
Real-time Conflict Detection
Given a staff member has an existing shift or calendar event, when their availability is synced, then the system flags any double-booking conflicts and prevents the staff member from being reserved as backup for overlapping shifts.
Multiple Calendar Source Resolution
Given a staff member is connected to multiple calendar services, when availability data is synchronized, then the system merges entries, prioritizes internal settings in case of conflict, and presents a unified availability schedule.
Fallback to Internal Settings
Given the calendar service integration is temporarily unavailable, when a manager reserves backup staff, then the system uses the staff member’s last known internal availability without errors.
User Notification on Sync Failure
Given the system fails to sync availability due to an error, when the sync attempt ends, then both the staff member and the manager receive a notification detailing the failure and suggested actions.
Backup Coverage Dashboard
"As a manager, I want an overview dashboard of backup coverage so that I can easily monitor and adjust staffing as needed."
Description

Provide a dashboard displaying no-show risk levels, reserved backups, confirmation statuses, and upcoming shift coverage projections, offering managers a clear overview of staffing resilience.

Acceptance Criteria
Display No-Show Risk Levels
Given the manager opens the Backup Coverage Dashboard When shift data is loaded Then each shift displays a no-show risk indicator that is color-coded and sortable by risk level
Reserve Backup Staff Automatically
Given a shift’s no-show risk threshold is exceeded When the auto-fill engine runs Then the dashboard lists assigned backup staff for that shift under the “Reserved Backups” section
Confirmation Status Notifications
Given backup staff have been reserved for a shift When a backup staff member confirms or declines coverage Then the confirmation status updates in real time on the dashboard and a notification is sent to the manager
Coverage Projection Overview
Given the upcoming 7-day schedule When the manager views the dashboard Then it displays total confirmed coverage, reserved backups, and highlights any remaining coverage gaps
Real-Time Data Refresh
Given changes in staff availability or confirmations When new data is received by the system Then the Backup Coverage Dashboard refreshes and reflects updates within 5 seconds without a manual page reload

AlertSignal

Sends real-time push, email, or SMS alerts when a shift’s no-show probability crosses a customizable threshold, enabling managers to take proactive steps with one-click backup options.

Requirements

Configurable No-Show Threshold
"As a shift manager, I want to set a no-show probability threshold so that I only receive alerts when the risk is significant to my operation."
Description

Enable managers to define custom probability thresholds that trigger alerts. This setting allows adjustment based on business patterns, ensuring notifications are meaningful and aligned with operational risk tolerance. The feature integrates with the probability engine and persists settings per location or team.

Acceptance Criteria
Setting a Custom Threshold for a Location
Given the manager is on the threshold settings page for Location A When the manager enters "30" into the no-show threshold field and clicks Save Then the system validates that the value is numeric and between 0 and 100 And persists the threshold value for Location A And displays a confirmation message "Threshold saved successfully"
Updating a Threshold for a Specific Team
Given the manager navigates to the no-show threshold settings for Team Alpha When the manager updates the existing threshold to "25" and clicks Update Then the system saves the new threshold value for Team Alpha only And displays the updated threshold "25%" in the UI And shows a success notification "Team threshold updated"
Persisting Threshold Settings Across Sessions
Given the manager has previously saved a 40% threshold for Location B When the manager logs out and logs back in the next day Then the system retrieves the saved threshold for Location B from persistence And pre-populates the threshold field with "40%" on the settings page
Triggering an Alert When No-Show Probability Exceeds Threshold
Given a scheduled shift with a calculated no-show probability of 45% And the threshold for that shift’s location is set to 40% When the probability engine runs its pre-shift evaluation Then the system sends a real-time alert via the manager’s configured channel And the alert message includes shift details and the 45% probability
Suppressing Alerts When No-Show Probability is Below Threshold
Given a scheduled shift with a calculated no-show probability of 35% And the threshold for the shift’s location is set to 40% When the probability engine evaluates the shift prior to the shift start Then the system does not send any alert And no entries for this shift appear in the alert log
Validating Threshold Input Constraints
Given the manager is on the threshold configuration page When the manager enters "150" or "-10" into the threshold field and attempts to save Then the system rejects the input And displays an inline error message "Please enter a value between 0 and 100" And does not persist any invalid changes
Real-Time Probability Monitoring
"As a system administrator, I want continuous monitoring of no-show probabilities so that I can be alerted instantly when a shift is at risk."
Description

Continuously evaluate live shift attendance probabilities and compare them against configured thresholds, ensuring timely detection of high-risk no-shows. The system must process data streams, recalculate probabilities on schedule, and queue alerts without performance degradation.

Acceptance Criteria
High No-Show Probability Alert
Given a scheduled shift with live attendance data, When the recalculated no-show probability exceeds the manager’s configured threshold, Then the system must queue an alert within 5 seconds.
Alert Delivery Channel Selection
Given a manager’s notification preferences (push, email, SMS), When an alert is generated, Then the system must send the alert via all selected channels successfully.
Real-Time Data Stream Processing
Given ongoing attendance events (check-ins, cancellations), When events arrive in the data stream, Then the system must recalculate affected shift probabilities and update alerts within 3 seconds per event.
Threshold Update Propagation
Given a manager updates the no-show probability threshold in settings, When the change is saved, Then all subsequent probability evaluations must use the new threshold immediately.
Performance Under Load
Given 1,000 concurrent shift data streams, When the system processes live events, Then probability recalculations and alert queuing must maintain under 2-second latency and no degradation.
Multi-Channel Notification Delivery
"As a manager, I want to receive alerts via my preferred communication channel so that I never miss time-sensitive notifications."
Description

Support push notifications, email, and SMS channels for alert delivery. Each channel must respect user contact details, deliver messages reliably, and fallback gracefully if a channel fails. Configuration options will let managers select preferred channels.

Acceptance Criteria
Push Notification Sent on No-Show Threshold Breach
Given a shift’s no-show probability exceeds the configured threshold and the manager’s preferred channel includes push notifications When the system triggers an AlertSignal Then a push notification is delivered to the manager’s registered device within 10 seconds containing shift details and one-click backup options
Email Notification Sent for No-Show Alert
Given a shift’s no-show probability exceeds the configured threshold and the manager’s preferred channel includes email When the system triggers an AlertSignal Then an email is sent to the manager’s registered address within 60 seconds with the correct subject line, shift information, and backup link
SMS Notification Sent for No-Show Alert
Given a shift’s no-show probability exceeds the configured threshold and the manager’s preferred channel includes SMS When the system triggers an AlertSignal Then an SMS is sent to the manager’s registered mobile number within 60 seconds containing a concise alert message and a link to backup options
Channel Fallback from Push to SMS
Given a push notification attempt fails due to network or device issues and the manager’s preferences include SMS When the initial push delivery fails Then the system automatically retries via SMS within 20 seconds, logs the failure reason in the alert history, and records the successful SMS delivery timestamp
User Preferences Applied to Notification Channels
Given a manager has configured preferred notification channels in their profile When an AlertSignal is triggered for a no-show risk Then the system sends alerts only through the selected channels and does not send through non-selected channels
One-Click Backup Shift Assignment
"As a manager, I want to quickly assign a backup when a no-show is likely so that I maintain full shift coverage without manual scheduling steps."
Description

Provide a single-click interface in the alert that suggests available backup staff and automatically assigns a replacement shift. It must validate availability, compliance rules, and notify the replacement and manager upon assignment.

Acceptance Criteria
Backup Staff Suggestion on High-Risk Alert
Given a shift alert with no-show probability above threshold, when the manager views the alert, then the system displays a ranked list of all available backup staff who meet availability and compliance rules within 5 seconds.
One-Click Replacement Assignment
Given the ranked list of backup staff, when the manager clicks the one-click assign button next to a suggested staff member, then the system assigns the replacement shift to that staff member and removes the original assignment atomically.
Compliance Rule Enforcement
Given a candidate backup staff, when the system evaluates assignment, then no assignment occurs if the staff would violate maximum weekly hours, required rest periods, or skill requirements, and an explanatory message is logged.
Confirmation Notifications
Given a successful replacement assignment, when the system completes the assignment, then push, email, and SMS notifications are sent to both the replacement staff and the manager within 1 minute of assignment.
Failure Handling and Rollback
Given a backend error during assignment, when the one-click action fails, then the system displays an error alert to the manager, rolls back any partial changes, and logs the failure for investigation.
Alert Management Dashboard
"As an operations director, I want to review alert history and outcomes so that I can analyze patterns and improve staffing processes."
Description

Offer a dashboard view showing active and historical alerts, their status, and actions taken. Include filtering by date, location, and shift, plus drill-down details on no-show probabilities and backup assignments.

Acceptance Criteria
Viewing Active Alerts
Given the manager opens the Alert Management Dashboard, when there are active alerts (no-show probability above threshold), then each alert is displayed in a list with shift date, time, location, employee name, probability percentage, and current status.
Filtering Alerts by Date and Location
Given the manager selects a date range and location filter, when applied, then the dashboard updates to show only alerts matching the selected dates and location.
Filtering Alerts by Shift
Given the manager applies a shift filter (e.g., morning, afternoon, evening), when applied, then the dashboard displays only alerts for the selected shift time slots.
Accessing Alert Details
Given the manager clicks on an alert in the dashboard, when the alert detail view opens, then it presents drill-down information including no-show probability trend, past alert history, and any backup assignment actions taken.
Viewing Historical Alerts
Given the manager switches to the historical alerts view, when viewing past alerts, then the dashboard shows alerts with their original no-show probabilities, date/time, location, status, and logged actions, sorted by date.
Alert Audit Logging
"As a compliance officer, I want an audit trail of alert activities so that I can verify decision-making and meet regulatory requirements."
Description

Log all alert events, threshold changes, delivery attempts, and backup assignments with timestamps and user IDs. Ensure logs are stored securely, searchable, and available for compliance and analysis.

Acceptance Criteria
Logging Alert Event Creation
Given an alert is generated when a shift’s no-show probability crosses the threshold When the alert is created Then a log entry with event type “AlertCreated”, shift ID, timestamp, probability value, and user ID (if available) is recorded
Logging Threshold Changes
Given a manager updates the no-show probability threshold for alerts When the change is saved Then a log entry with event type “ThresholdChanged”, old threshold, new threshold, timestamp, and user ID is recorded
Logging Delivery Attempts
Given an alert is sent via push, email, or SMS When the delivery attempt occurs Then a log entry with event type “DeliveryAttempt”, alert ID, channel type, success or failure status, timestamp, and system response code is recorded
Logging Backup Assignments
Given a manager uses one-click backup to assign a replacement staff When the backup assignment is completed Then a log entry with event type “BackupAssigned”, original shift ID, backup staff ID, timestamp, and user ID is recorded
Secure Log Storage and Search
Given audit logs are generated continuously When a user with search permissions queries logs Then logs are retrievable via searchable fields (event type, shift ID, user ID, date range) and are encrypted at rest and in transit

TrendTracker

Provides historical no-show pattern analysis across days, weeks, and seasons, empowering managers to refine scheduling strategies and reduce future no-shows with data-driven insights.

Requirements

Historical Data Ingestion
"As a hospitality manager, I want the system to automatically ingest and normalize historical attendance and shift data so that I can analyze no-show trends without manual data preparation."
Description

The system must connect to existing scheduling and attendance databases and automatically ingest historical shift records, attendance logs, and no-show data covering the past 12 months. It should clean, normalize, and store this data in a secure analytics warehouse, running incremental nightly imports and supporting manual backfill for new data sources. This pipeline is essential for ensuring the accuracy and completeness of TrendTracker’s analyses.

Acceptance Criteria
Initial Historical Data Load
Given the scheduling and attendance databases are accessible and credentials are valid, when the pipeline is executed for the first time, then all shift records, attendance logs, and no-show data from the past 12 months are ingested, verified against source row counts, and stored in the analytics warehouse without errors.
Nightly Incremental Import
Given the daily ETL schedule is configured, when the end-of-day incremental import runs, then only new or updated records since the last import are ingested, duplicates are prevented, and the analytics warehouse is updated within the agreed SLA window.
Manual Backfill Execution
Given a new data source is onboarded or a past data window requires reprocessing, when the manual backfill is triggered by an administrator, then the specified date range of historical data is ingested, normalized, and merged without impacting the existing data integrity.
Data Normalization and Cleaning
Given raw data is ingested, when the cleaning rules execute, then all date/time fields are standardized to UTC, missing values are handled according to data quality rules, and duplicate or corrupt records are flagged or removed.
Secure Data Storage
Given data has been processed and loaded, when stored in the analytics warehouse, then all sensitive fields are encrypted at rest, access controls are in place per security policy, and an audit log records every read/write operation.
Trend Visualization Dashboard
"As a manager, I want to visualize no-show patterns across different timeframes so that I can identify peak risk periods and adjust scheduling accordingly."
Description

Provide an interactive dashboard within the Shiftly UI that displays no-show rates over days of the week, weeks, months, and seasonal periods. It should include heatmaps, line charts, and bar graphs with filtering by location, role, and date range. Tooltips and drill-down capabilities will allow managers to explore specific data points for deeper insights.

Acceptance Criteria
Daily No-Show Rate Heatmap Scenario
Given the manager navigates to the Trend Visualization Dashboard and selects 'Daily View', When the heatmap loads for a selected date range, Then each cell's color correctly represents the no-show percentage per day according to the legend scale.
Weekly Trend Line Chart Scenario
Given the manager selects 'Weekly View', When a specific week range is chosen, Then the line chart plots no-show percentages for each day with accurate data points connected by a line.
Monthly Comparison Bar Graph Scenario
Given the manager switches to 'Monthly View', When a date range spanning multiple months is applied, Then the bar graph displays a separate bar for each month with heights proportional to the respective no-show rates.
Interactive Filtering Scenario
Given the manager applies filters for location, role, and date range, When filters are submitted, Then all dashboard visualizations refresh within 2 seconds to reflect the filtered data.
Data Drill-Down Tooltip Scenario
Given the manager hovers over or clicks on a data point in any chart, When the action occurs, Then a tooltip displays the exact no-show count, percentage, and comparison to the previous period.
Predictive No-Show Risk Scoring
"As a manager, I want predictive risk scores for each scheduled shift so that I can proactively assign more reliable staff and reduce no-shows."
Description

Implement a machine learning model that analyzes historical no-show patterns, staff reliability metrics, shift types, and seasonal factors to generate a risk score for each upcoming shift. The risk scores will be integrated into roster suggestions and shift details, enabling managers to proactively assign staff with lower predicted no-show likelihood.

Acceptance Criteria
Assigning Staff Based on Risk Score
Given a list of available staff When the auto-fill engine runs Then each suggested candidate is accompanied by a numeric no-show risk score and the list is sorted ascending by risk score
Risk Score Integration in Shift Details
Given a manager views the details of an upcoming shift When the shift detail panel opens Then the predicted no-show risk score is displayed prominently with a descriptive tooltip explaining its calculation
Highlighting High-Risk Shifts
Given the weekly roster overview When a shift has a no-show risk score above 70% Then that shift is visually highlighted in red and an alert icon appears next to it
Batch Risk Scoring for Multiple Shifts
Given the manager requests risk scores for all shifts in a date range When the request is submitted Then risk scores for up to 50 shifts are returned and visible within 2 seconds
Manual Override of Risk Level
Given a manager disagrees with an auto-generated risk score When the manager edits the risk score and saves Then the override score persists and is flagged as manually updated
Customizable Alert Configuration
"As a manager, I want to receive notifications when predicted no-show risk exceeds my configured threshold so that I can take corrective action before the shift."
Description

Allow managers to define custom thresholds for predicted no-show risk and configure alerts when those thresholds are exceeded. Alerts can be delivered via in-app notifications and email, with settings scoped by location, department, or team. Managers should be able to modify thresholds and notification channels at any time.

Acceptance Criteria
Threshold Definition for Single Location
Given the manager is on the alert settings page for Location A When they set a no-show risk threshold value between 0 and 100 and click Save Then the system saves the threshold for Location A, displays a confirmation message, and persists the value across sessions
Department-Level Alert Configuration
Given the manager selects Department B under Location A When they define a custom risk threshold and choose notification channels for this department Then the system applies and displays these settings only for Department B without affecting other departments
Multi-Channel Notification Dispatch
Given the predicted no-show risk for Location A exceeds the configured threshold When both email and in-app notifications are enabled Then the manager receives an email and an in-app notification containing the location, risk percentage, and timestamp And if only one channel is enabled, only that channel is used
Threshold Adjustment by Manager
Given an existing threshold configuration for Team X When the manager updates the threshold value and saves changes Then the new threshold value is immediately active, the previous value is archived, and the updated setting is reflected in future risk evaluations
Scope-Based Alert Segmentation
Given custom thresholds at location, department, and team levels When multiple scopes overlap for Team Y in Department B at Location A Then the system prioritizes the team-level setting over department and location defaults for Team Y
Export & Reporting
"As a manager, I want to export trend reports and raw data so that I can share insights with stakeholders and include them in operational reviews."
Description

Enable managers to export trend analysis reports and underlying data in CSV and PDF formats. Reports should include selected date ranges, filters, visualization snapshots, and risk summaries. Provide schedule options for automated report delivery via email on a daily, weekly, or monthly cadence.

Acceptance Criteria
Manual Export of Trend Analysis Data in CSV Format
Given a manager has selected a date range and filters, When they click 'Export CSV', Then the system generates a CSV file containing raw trend data and risk summaries and initiates a download within 5 seconds.
Manual Export of Trend Analysis Report in PDF Format
Given a manager has configured date range, filters, and visualization options, When they click 'Export PDF', Then the system generates a PDF report embedding charts, tables, and risk summaries and initiates a download within 5 seconds.
Include Selected Filters and Date Ranges in Exports
Given a manager applies specific date ranges and filters, When exporting in CSV or PDF, Then the export file’s metadata and content exactly reflect the selected date ranges and filters.
Generate Visualization Snapshots in Reports
Given a manager includes visualizations in the report, When exporting to PDF or CSV, Then the exported file contains image snapshots identical to on-screen charts and plots.
Schedule Automated Report Delivery via Email
Given a manager schedules a report with a chosen cadence (daily, weekly, monthly), date range, and email recipients, When the scheduled time arrives, Then the system sends an email with both CSV and PDF attachments and includes a summary of risk insights in the email body.

Live Heatmap

Instantly visualizes staffing levels against demand across days and shifts using a color-coded grid. Managers can spot overstaffed or understaffed periods at a glance, enabling data-driven schedule adjustments to maintain optimal coverage and control labor expenses.

Requirements

Interactive Heatmap Visualization
"As a shift manager, I want to view staff coverage and demand in a color-coded grid so that I can quickly identify and address periods of understaffing or overstaffing."
Description

Implement an interactive heatmap grid that visually represents staffing coverage versus demand across all shifts and days. This feature should use a clear color gradient to indicate overstaffing, optimal staffing, and understaffing zones. Users can hover over each cell to view exact staff count, demand levels, and time frame details. The heatmap must be seamlessly integrated into the scheduling dashboard, allowing managers to access it without navigating away from their primary workflow. By providing an immediate visual summary of coverage gaps and surpluses, this requirement will enable managers to make faster, data-driven scheduling adjustments and maintain efficient labor costs.

Acceptance Criteria
Dashboard Heatmap Accessibility
Given the manager is viewing the scheduling dashboard When the dashboard loads Then the interactive heatmap is visible within the main view without additional clicks
Color-Coded Staffing Representation
Given the staffing data is loaded When the heatmap cells render Then cells with staffing levels at or above demand are colored green, cells within ±10% of demand are colored yellow, and cells below 90% demand are colored red
Hover Details Display
Given the heatmap is displayed When the manager hovers over any cell Then a tooltip appears showing exact staff count, demand level, and time frame
Dynamic Update on Schedule Change
Given the manager adds or removes a shift When the schedule is updated Then the heatmap automatically refreshes to reflect new staffing levels within 1 second
Role-Based Heatmap Filtering
Given multiple roles are assigned When the manager selects a specific role filter Then the heatmap displays staffing coverage only for the selected role while other data is hidden
Real-Time Data Update
"As an operations manager, I want the heatmap to update instantly when shift assignments change so that I always see the current staffing status in real time."
Description

Ensure the heatmap reflects live data by automatically updating staffing levels and demand metrics as changes occur in availability, shift assignments, or forecasted demand. The system should push updates to the heatmap within seconds of any data change without requiring a page refresh. This continuous synchronization ensures that managers always see the most accurate representation of coverage needs, preventing decisions based on outdated information and reducing manual refresh effort.

Acceptance Criteria
Staff Availability Change
Given a staff member updates their availability for a specific shift, when the update is saved, then the heatmap must reflect the new availability count for that shift within 5 seconds without requiring a page refresh.
Shift Assignment Update
Given a manager adds, modifies, or removes a shift assignment, when the assignment change is confirmed, then the heatmap updates in real-time to display the current number of assigned staff for the affected shift.
Forecasted Demand Adjustment
Given an update to the demand forecast for a future date or time period, when the forecast is saved, then the heatmap color intensity and demand figures adjust within 5 seconds to accurately represent the new demand levels.
High Frequency Bulk Updates
Given multiple availability or assignment changes occur simultaneously, when the system processes the batch of updates, then the heatmap must update all affected cells consistently within 10 seconds and without mismatched data.
Network Latency Handling
Given intermittent network delays or out-of-order data packets, when delayed updates arrive, then the heatmap applies updates in the correct chronological order and completes the update within 5 seconds of final data receipt.
Color-Coded Threshold Customization
"As a multi-location manager, I want to set my own staffing thresholds so that the heatmap colors align with each store’s specific coverage requirements."
Description

Provide customizable threshold settings for color bands within the heatmap, allowing managers to define what constitutes understaffing, optimal staffing, and overstaffing based on their unique business rules and labor goals. The configuration UI should enable setting minimum and maximum coverage percentages or absolute headcount values for each threshold. These custom thresholds should be saved per location or shift pattern, facilitating granular control over how visual alerts are represented across different contexts.

Acceptance Criteria
Setting Minimum and Maximum Coverage Percentages
Given the manager opens the threshold customization panel When they input a minimum coverage percentage of 70% and a maximum coverage percentage of 120% Then the system validates that the minimum is less than the maximum and both values are within acceptable bounds and saves the configuration
Configuring Absolute Headcount Values per Shift
Given the manager selects a specific shift pattern for customization When they define a minimum headcount of 5 and a maximum headcount of 15 for that shift Then the system enforces integer inputs, validates that maximum exceeds minimum, and updates the preview of required staffing levels accordingly
Saving Thresholds for Different Locations
Given the manager has multiple business locations configured When they save threshold settings for Location A Then the system persists the thresholds scoped to Location A only and maintains separate threshold sets for other locations
Modifying Existing Threshold Settings
Given existing threshold values are already saved for a location or shift pattern When the manager updates either the minimum or maximum threshold and clicks save Then the system overwrites the prior settings, confirms successful save to the manager, and reflects the changes in the threshold list
Validating Heatmap Color Bands Reflect Custom Thresholds
Given custom thresholds are set for a location and shift pattern When the manager views the live heatmap Then each cell’s color is rendered according to the newly defined thresholds: one color for below minimum, another for within range, and a third for above maximum
Zoom and Filter Controls
"As a regional scheduler, I want to filter the heatmap by store and shift type so that I can analyze coverage patterns for specific segments."
Description

Integrate zooming and filtering capabilities into the heatmap interface, enabling managers to focus on specific date ranges, days of the week, or shift periods. Users should be able to zoom in to view hourly breakdowns or zoom out for weekly summaries. Filters should allow selection by employee role, location, or demand category. These controls must be intuitive and performant, ensuring smooth navigation even with large datasets, thereby empowering managers to conduct detailed analysis quickly.

Acceptance Criteria
Zoom to Hourly View
Given the manager selects a one-day date range and zooms in, When the interface renders, Then time slots are displayed in hourly increments with clear labels and no visual overlap
Zoom to Weekly Overview
Given the manager selects a full week date range and zooms out, When the interface renders, Then each day is displayed as a single column summarizing total scheduled hours
Filter by Employee Role
Given the manager applies a filter for a specific role (e.g., cashier), When the heatmap updates, Then only shifts staffed by employees with that role are visible
Filter by Location
Given the manager selects one or multiple locations in the filter panel, When the filter is applied, Then the heatmap displays only shifts occurring at the chosen locations
Filter by Demand Category
Given the manager chooses a demand category (e.g., high, medium, low), When the update button is clicked, Then the heatmap highlights only periods matching the selected demand category in the correct color coding
Export and Share Heatmap Data
"As a district supervisor, I want to export and share the heatmap data so that I can present coverage insights to my team and executive stakeholders."
Description

Enable exporting of the heatmap view and underlying data to common formats such as PDF and CSV. The export function should capture the current visualization settings, including applied filters, zoom level, and custom thresholds. Additionally, provide a shareable link feature that grants view-only access to stakeholders without requiring a user account. This functionality will facilitate collaboration and reporting, allowing managers to share coverage insights with teams and higher management efficiently.

Acceptance Criteria
Export Heatmap as PDF with Current Settings
Given a manager has applied filters to the heatmap and set custom thresholds; When the manager selects the 'Export to PDF' option; Then the system generates a PDF file that includes the heatmap visualization exactly as displayed, including color-coding, filters, zoom level, and threshold legends; And the PDF is downloaded within 5 seconds.
Export Heatmap Data as CSV
Given a manager is viewing the heatmap; When the manager selects the 'Export to CSV' option; Then the system exports a CSV file containing the underlying data for all visible cells, including date, shift, staffing count, demand level, and threshold values; And the CSV file headers match the column labels shown in the UI.
Generate Shareable Link for View-Only Access
Given a manager has configured the heatmap view; When the manager selects 'Share Link' and chooses 'View-Only'; Then the system generates a unique URL that allows access to the current heatmap view with applied filters and thresholds; And the link indicates view-only mode in the UI.
Stakeholder Access via Shareable Link
Given a stakeholder without a Shiftly account clicks the shared link; When they open the link in a browser; Then they can view the heatmap visualization with the same zoom level, filters, and thresholds; And any edit or export controls are disabled.
Link Expiration and Revocation
Given a shared link has been previously generated; When the manager revokes the link or the link reaches its expiration time; Then the link becomes inaccessible, displaying an 'Expired or Revoked' message; And attempting to access the link returns an HTTP 404 status code.

Cost Compass

Provides a real-time gauge of labor costs versus budget targets, with dynamic projections of expected spend by shift. Users monitor cost fluctuations directly on the dashboard and take immediate action—such as reallocating hours or trimming shifts—to prevent overspending.

Requirements

Real-time Cost Calculation Engine
"As a store manager, I want to see the exact labor cost of any shift in real time so that I can manage staffing expenses and stay within budget."
Description

Compute labor costs for each shift instantly by aggregating employee hourly rates, scheduled hours, and overtime rules. Integrates seamlessly with the scheduling module to deliver accurate, up-to-the-second cost figures, enabling managers to make informed staffing decisions and avoid budget overruns.

Acceptance Criteria
Shift Cost Display on Dashboard
Given the manager opens the dashboard with scheduled shifts When the Real-time Cost Calculation Engine computes costs Then the dashboard displays the total labor cost for each shift with two decimal precision within 1 second of schedule load
Cost Projection for Upcoming Shift
Given a scheduled shift in the next 24 hours When the engine projects labor costs including scheduled hours and anticipated overtime Then the UI shows the projected cost and percentage of budget target within 1 second
Overtime Cost Calculation Application
Given an employee scheduled for more than 8 hours in a single shift When overtime rules apply Then the cost calculation uses 1.5x hourly rate for hours beyond 8 and the aggregated shift cost reflects this accurately
Real-Time Cost Update Upon Schedule Change
Given the manager modifies a shift assignment (adding or removing employees or hours) When the change is saved Then the real-time cost for the affected shift updates within 2 seconds reflecting new rates and hours
Budget Threshold Alert Trigger
Given the real-time cost for a shift exceeds 90% of the allocated budget When the engine recalculates costs Then the system flags the shift and sends an alert notification to the manager
Budget Threshold Alerting
"As an operations manager, I want to receive alerts when projected labor costs near my budget cap so that I can take action to prevent overspending."
Description

Monitor cumulative labor spend against predefined budget thresholds and trigger configurable alerts when projected costs approach or exceed limits. Enables proactive decision-making by notifying managers via dashboard notifications and email so they can adjust shifts or reallocate resources before overspending occurs.

Acceptance Criteria
Configuring Budget Thresholds
Given a manager is on the Budget Threshold settings page When they enter a valid threshold percentage or absolute amount and click Save Then the system shall store the threshold and display a confirmation message and list the new threshold in the settings
Approaching Budget Threshold During Shift Scheduling
Given the current cumulative labor spend for the week reaches 80% of the defined budget When a new shift is created Then the system shall trigger an 'Approaching Budget Threshold' alert visible on the dashboard
Exceeding Budget Threshold at Shift Completion
Given completing a scheduled shift causes projected cumulative labor spend to exceed the defined budget When the shift ends Then the system shall trigger an 'Exceeded Budget Threshold' alert and mark the budget status as over budget
Receiving Dashboard and Email Alerts
Given an 'Approaching Budget Threshold' or 'Exceeded Budget Threshold' alert is generated When the alert occurs Then the system shall display a notification in the dashboard notifications panel and send an email to all configured manager addresses within 1 minute of generation
Adjusting Shifts Post-Alert
Given an alert for approaching or exceeding the budget threshold has been received When the manager edits or deletes shifts to reduce labor hours Then the system shall recalculate projected labor spend and clear the budget alert if spend falls below the defined threshold
Shift Cost Breakdown Dashboard
"As a district manager, I want a clear breakdown of all cost components for each shift so that I can identify expense drivers and optimize staffing."
Description

Display detailed cost breakdowns per shift, including base wages, overtime, taxes, and benefits. Visual components like bar charts and tables provide clarity on cost drivers, helping managers identify high-cost shifts and optimize staffing configurations for maximum efficiency.

Acceptance Criteria
Daily Shift Cost Overview
Given a manager selects a date range on the dashboard, When the system loads the shift cost breakdown, Then a bar chart displays total cost per shift and a table lists each shift with date, start and end times, total cost, base wages, overtime, taxes, and benefits.
Cost Component Drill-Down
Given the dashboard is displaying multiple shifts, When the manager clicks on a specific shift in the bar chart, Then a detailed modal appears showing individual cost components with numeric values for base wages, overtime, taxes, and benefits.
Overtime Cost Identification
Given the dashboard loads all shifts, When a shift includes overtime hours, Then the overtime cost column is displayed in the table and highlighted in red if overtime cost exceeds 25% of base wages.
Interactive Cost Filtering
Given the manager enters a minimum and maximum total cost threshold, When the filter is applied, Then only shifts with total costs within the specified range are shown in both the bar chart and the table.
Cost Report Export
Given the dashboard displays a filtered view of shift costs, When the manager clicks the export button and chooses CSV or PDF, Then the system generates and downloads a file containing the current shift cost breakdown table data in the selected format.
Forecasted Spend Projection Chart
"As a regional manager, I want to forecast labor costs for future periods based on draft schedules so that I can plan budgets and staffing levels more effectively."
Description

Generate dynamic projections of expected labor spend for the upcoming week or month based on current forecasted schedules. Interactive charting tools let users explore different scheduling scenarios and immediately view how adjustments impact overall labor costs.

Acceptance Criteria
Viewing Weekly Spend Projection
Given the forecasted schedules for the upcoming week, when the user selects the 'Weekly Projection' view, then the system displays a dynamic line chart showing each day’s projected labor spend with corresponding budget comparison and a projected total for the week.
Exploring Monthly Spend Scenarios
Given the forecasted schedules and budget targets, when the user toggles to 'Monthly Projection', then the chart updates to show daily spend for each day over the month, highlights days exceeding daily budget thresholds, and displays cumulative spend.
Adjusting Shift Assignments and Monitoring Cost Impact
Given the interactive chart is displayed, when the user adjusts shift hours for a staff member within the interface, then the chart immediately recalculates and reflects the updated projected spend in real time without page reload.
Balancing Labor Spend Against Budget Thresholds
Given defined budget targets, when the projected spend line approaches 90% of the budget, then the system visually indicates warning markers on the chart and provides a recommendation to reallocate shifts to avoid overspend.
Validating Interactive Chart Responsiveness
Given different screen sizes (desktop, tablet, mobile), when the user opens the projection chart, then the chart layout adapts responsively, ensuring all data points, axes, and legends are legible and interactive controls remain functional.
Cost Optimization Recommendations
"As a franchise owner, I want automated recommendations for cutting labor costs without sacrificing coverage so that I can improve profitability."
Description

Provide actionable suggestions to reduce labor spend, such as reallocating hours to lower-cost employees, trimming non-critical shifts, or adjusting break schedules. Recommendations leverage historical data and compliance rules to balance cost savings with coverage requirements and staff satisfaction.

Acceptance Criteria
Exceeding Budget Threshold
Given a shift batch where projected costs exceed the daily budget by 10%, when recommendations are generated, then the system presents at least two reallocation options to lower-cost staff that reduce projected costs by at least 10% while maintaining full coverage and compliance.
Overtime Reduction Suggestion
Given scheduled hours include overtime above 20% of total hours, when recommendations are generated, then the system suggests trimming or reallocating overtime shifts such that overtime hours are reduced by at least 50% without leaving open shifts.
Non-Critical Shift Trimming
Given a list of non-critical shifts, when optimization runs, then the system suggests trimming at least one non-critical shift per day with projected cost savings of at least 5% and no coverage gaps for essential operations.
Break Rescheduling for Cost Savings
Given overlapping break periods causing excessive concurrent coverage, when break schedule adjustments are recommended, then the system proposes new break times that reduce peak staffing costs by at least 5% while adhering to labor laws and ensuring continuous service.
Skill-Based Cost Trade-Off
Given shifts requiring specialized skills filled by higher-paid staff, when recommendations are generated, then the system offers options to substitute with qualified lower-cost employees or adjust shift durations, resulting in cost savings of at least 8% without compromising required skill coverage.

Forecast Flow

Leverages historical patterns and upcoming events to predict staffing needs up to two weeks in advance. The AI-driven forecast recommends proactive shift adjustments to preempt shortages or surpluses, reducing last-minute scheduling changes by up to 50%.

Requirements

Historical Data Aggregation
"As a scheduler, I want the system to aggregate historical shift and performance data so that the AI can learn from past patterns and generate accurate forecasts."
Description

The system must ingest and normalize at least two years of past shift data, including staff schedules, coverage levels, business performance metrics, and no-show records, to build a robust data foundation for accurate forecasting. This integration should handle data from existing scheduling modules, CSV imports, and third-party HR systems, ensuring data consistency, handling missing values, and enabling efficient querying.

Acceptance Criteria
Importing Data from CSV Files
Given a valid CSV file with two years of past shift data, when the file is uploaded via the import module, then all records are ingested without errors, missing values are normalized using default rules, and any anomalies are logged for review.
Integration with Third-Party HR Systems
Given valid access credentials for a third-party HR system, when the nightly synchronization runs, then all staff schedules, coverage levels, and no-show records are fetched, mapped to internal data structures, normalized, and any mismatches are flagged.
Handling Missing or Inconsistent Data
Given historical shift entries with missing coverage or performance metrics, when data aggregation is executed, then missing values are imputed using predefined statistical methods and inconsistent entries are marked in the error log with detailed context.
Data Consistency Across Multiple Sources
Given overlapping records from scheduling modules and CSV imports, when normalization runs, then duplicate entries are merged correctly, timestamps are standardized to UTC, and data integrity checks confirm no data loss.
Query Performance for Forecasting
Given a dataset containing two years of normalized historical data, when a forecasting query retrieves week-by-week coverage for the past month, then results are returned within 2 seconds with 100% data accuracy.
Event and Calendar Sync
"As a manager, I want upcoming events automatically imported into Shiftly so that forecasts reflect real-world factors affecting staffing needs."
Description

Forecast Flow must integrate with external calendars (Google Calendar, Outlook) and event management systems to import upcoming events (holidays, promotions, local events) automatically. This integration should support real-time synchronization, allow mapping event types to staffing impact levels, and provide an interface to manage event data within Shiftly.

Acceptance Criteria
Real-time Google Calendar Event Import
Given an administrator has connected their Google Calendar account When a new event (holiday, promotion, or local event) is created in Google Calendar Then the event is imported into Shiftly within 60 seconds and appears in the Forecast Flow event list
Outlook Calendar Real-time Sync
Given an administrator has linked their Outlook Calendar account When an event is updated or deleted in Outlook Then the change is reflected in Shiftly within 60 seconds with the correct event details or removal from the Forecast Flow
Event Mapping to Staffing Impact Levels
Given imported events in Shiftly When the administrator assigns staffing impact levels (High, Medium, Low) to event types Then each event is categorized according to the mapping and reflected in the staffing forecast adjustments
Manual Event Data Management Interface
Given events have been imported into Shiftly When an administrator edits, adds, or deletes an event through the Shiftly event management interface Then the change is saved and displayed immediately in both the event list and the staffing forecast within 30 seconds
Conflict-free Multi-calendar Sync
Given multiple external calendars (Google and Outlook) are linked When the same event exists on more than one calendar Then Shiftly merges duplicates into a single event entry without data loss and indicates all source calendars for traceability
AI Forecast Engine
"As an operations manager, I want an AI-based forecast of staffing needs so that I can proactively adjust schedules and avoid shortages."
Description

Implement an AI-driven forecasting engine that leverages time series models, machine learning algorithms, and business rules to predict staffing requirements up to two weeks in advance. The engine should consider historical patterns, upcoming events, staff availability, and compliance constraints, generating shift-level demand forecasts per role and location. Output should be available via API and internal services.

Acceptance Criteria
API Forecast Generation
Given valid historical data, upcoming events, and staff availability input via the API, when the forecast endpoint is called for a two-week range, then the API returns a JSON response with daily shift-level demand forecasts for each role and location, with no missing or duplicate entries, and response time under 500ms.
Historical Data Model Accuracy
Given at least 12 months of historical staffing data, when the AI engine processes the data, then the model's forecasted demand aligns with observed staffing levels within a 10% margin of error for at least 90% of days in backtesting.
Event-Driven Demand Adjustment
Given a scheduled event with expected attendance data, when the forecast engine incorporates the event into its prediction window, then the system adjusts the forecasted staffing demand by at least the event's expected impact factor and notifies the scheduling module of the change.
Staff Availability Constraints
Given staff availability calendars with defined working hours and days off, when generating the two-week forecast, then the engine ensures no shifts are forecasted outside of available staff time slots, and flags any potential understaffing.
Compliance Rule Enforcement
Given labor compliance rules such as maximum daily hours and required rest periods, when producing the forecast, then the engine does not schedule more hours than allowed per staff member and inserts mandatory breaks according to regulations, with no compliance violations in the output data.
Forecast Adjustment Suggestions
"As a scheduler, I want actionable shift adjustment recommendations so that I can quickly resolve potential staffing imbalances."
Description

Provide proactive recommendations for shift adjustments when the forecast predicts surpluses or shortages. The system should generate suggestions such as adding shifts, reassigning staff between locations, overtime proposals, or schedule swaps, along with estimated impact and compliance checks. Users should be able to review, accept, modify, or reject suggestions.

Acceptance Criteria
Surplus Forecast Notification
Given a forecast predicts a surplus of staff for a specific role by at least one shift When the manager opens the Forecast Adjustment Suggestions Then the system proposes removing or reassigning excess shifts and displays the estimated labor cost reduction
Shortage Forecast Alert
Given a forecast predicts a shortage of staff for a specific role by at least one shift When the manager opens the Forecast Adjustment Suggestions Then the system proposes adding available qualified staff, including estimated overtime costs and ensures compliance with labor rules
Location Staff Reassignment
Given two locations have complementary staffing levels When the forecast identifies a surplus at one location and a shortage at another Then the system suggests reassigning qualified staff between locations and displays potential commute impact and compliance checks
Overtime Proposal Generation
Given no available staff meets the shortage criteria and labor rules allow overtime When the forecast triggers a shortage alert Then the system generates an overtime shift proposal with estimated additional cost and flags any compliance violations
Schedule Swap Suggestion Review
Given the forecast identifies mismatches in coverage and staff availability When the system evaluates swap possibilities Then it recommends eligible staff swaps, shows potential schedule conflicts, and enables the manager to accept or reject each swap
Forecast Visualization Dashboard
"As a regional manager, I want to visualize forecast data so that I can easily interpret staffing trends and make data-driven decisions."
Description

Design a dashboard that visualizes forecasted staffing demand and capacity over time. It should display key metrics (predicted coverage gaps, surpluses), interactive charts for different roles and locations, trend lines, and event overlays. The dashboard should allow filters for date ranges and export of charts and data to CSV or PDF.

Acceptance Criteria
Forecast Overview Display
Given the manager accesses the Forecast Visualization Dashboard, when the dashboard loads, then a time-series chart displays forecasted staffing demand and capacity for the selected date range, and predicted coverage gaps and surpluses are highlighted with distinct colors.
Role and Location Filtering
Given the dashboard is visible, when the manager selects one or more roles or locations from the filter menu, then the charts update in real time to reflect only the filtered data with no errors.
Trend Line Interaction
Given the forecast chart is displayed, when the manager hovers over any data point on the trend lines, then a tooltip shows the exact date, forecasted demand, actual capacity, and gap or surplus values.
Event Overlay Visualization
Given upcoming events are defined in the system, when the manager toggles event overlays on the dashboard, then event periods appear as shaded regions on the time-series chart, and they align correctly with calendar dates.
Data Export Functionality
Given the manager has applied filters and date range, when the manager clicks the export button, then the dashboard data and visible charts are downloaded as a correctly formatted CSV or PDF file that matches the on-screen data.

Demand Drill

Enables managers to filter and segment staffing and cost data by location, role, or time frame. This granular analysis uncovers specific inefficiencies—like underutilized roles or peak demand gaps—empowering targeted scheduling strategies that boost productivity.

Requirements

Filter Configuration UI
"As a manager, I want to configure filters by location, role, and time frame so that I can perform granular analysis of staffing demands."
Description

Provide managers with an intuitive interface to configure filters by location, role, and time frame. The UI integrates seamlessly with the core scheduling dashboard, allowing users to select multiple parameters, save custom filter sets for quick access, and reset to defaults. This feature enhances usability by streamlining the process of narrowing down large datasets to the most relevant information, improving decision-making efficiency.

Acceptance Criteria
Applying Filters During Schedule Analysis
Given the manager is viewing the scheduling dashboard When the manager selects a location filter, a role filter, and a time frame filter Then the dashboard displays only shifts matching all selected parameters within 2 seconds
Saving Custom Filter Set
Given the manager has configured multiple filters When the manager clicks “Save Filter Set,” enters a unique name, and confirms Then the custom filter set is saved, appears in the Saved Filters dropdown, and can be applied in subsequent sessions
Resetting Filters to Default
Given the manager has applied one or more filters When the manager clicks the “Reset to Default” button Then all filters revert to the system default state and the full dataset is displayed immediately
Selecting Multiple Filter Parameters
Given the manager opens the filter configuration panel When the manager selects three roles, two locations, and a specific time frame Then the dashboard displays shifts that include any of the selected roles AND any of the selected locations during the chosen time frame
Filtering by Time Frame
Given the manager needs a weekly overview When the manager selects “Next 4 Weeks” from the time frame filter and applies it Then only shifts scheduled within the next four weeks are displayed
Role-based Segmentation
"As a manager, I want to view staffing and cost data segmented by role so that I can identify underutilized positions and adjust scheduling."
Description

Enable the system to segment staffing and cost data by individual roles. The backend aggregates and breaks down metrics per role across selected filters, providing both shift-level and cumulative views. This segmentation highlights underutilized positions and cost imbalances, guiding targeted scheduling adjustments and resource allocation.

Acceptance Criteria
Role Filter Application
Given a manager selects a specific role and date range filters on the Demand Drill page, when the filters are applied, then the system displays only shifts and cost data for that role within the selected range, with totals accurately reflecting filtered data.
Shift-Level Role Breakdown View
Given filtered data by role, each shift entry lists the role, scheduled hours, and associated cost, and no entries for other roles appear.
Cumulative Role Metrics Calculation
Given a role filter is active, the system calculates and displays the total scheduled hours, total headcount, and total cost for that role across all shifts in the filter period.
Underutilized Role Highlight
Given cumulative metrics for a role fall below a predefined threshold (e.g., less than 50% of average hours), the system flags the role as underutilized in the summary view.
Multiple Role Comparison
Given two or more roles are selected in the filter, the system displays side-by-side comparison of hours and cost metrics for each role, ensuring data alignment by date and shift.
Time Frame Selector
"As a manager, I want to select different time frames so that I can analyze staffing needs for specific periods."
Description

Implement flexible time frame options including preset ranges (daily, weekly, monthly), custom date pickers, and peak hour intervals. The selector interfaces with all filters and visualizations, dynamically updating results. This flexibility supports detailed analysis of staffing trends over various periods, enabling more strategic scheduling decisions.

Acceptance Criteria
Preset Daily Range Selection
Given the manager selects the 'Daily' preset option, when a specific date is chosen from the date picker, then the staffing and cost data visualizations update to display metrics for that exact date.
Preset Weekly Range Selection
Given the manager selects the 'Weekly' preset option, when a start date is chosen, then the system displays data for the seven-day period starting on that date in all relevant charts and tables.
Custom Date Range Selection
Given the manager enters a custom start and end date using the date pickers, when both dates are valid and the start date is before the end date, then the system updates all filters and visualizations to reflect data within that custom range.
Peak Hour Interval Selection
Given the manager selects one or more predefined peak-hour intervals (e.g., 11:00–14:00), when the intervals are applied, then the visualizations filter to show staffing and cost data only for the selected peak periods.
Interaction with Other Filters
Given a time frame (preset or custom) is selected, when the manager applies additional filters like location or role, then the system dynamically updates charts and tables to respect both the time frame and other selected filters.
Demand Heatmap Visualization
"As a manager, I want a heatmap of staffing demand so that I can quickly identify peak demand times and adjust schedules."
Description

Create an interactive heatmap to visualize staffing demand gaps and peaks across locations and time slots. The visualization overlays intensity gradients on a time-location matrix, with hover and click interactions revealing exact metrics. This graphical representation quickly highlights coverage shortfalls and overstaffing, driving actionable scheduling insights.

Acceptance Criteria
Overview Heatmap Rendering
Given the manager navigates to the Demand Heatmap view, when the data loads, then the heatmap displays a complete time-location matrix with color intensity accurately reflecting staffing demand gaps or surpluses for each cell and no missing or blank cells.
Heatmap Tooltip Details on Hover
Given the manager hovers over any heatmap cell, when the hover event triggers, then a tooltip appears within 200ms showing precise metrics including demand count, scheduled staff count, and gap or surplus value.
Heatmap Click Drill-down
Given the manager clicks on a heatmap cell, when the click event is processed, then a detailed panel opens showing a list of shifts, available staff, and recommended adjustments for that specific time-location slot.
Dynamic Filtering by Role and Time Frame
Given the manager applies filters for specific roles and time frames, when the filters are applied, then the heatmap updates dynamically within 1 second to display only the cells matching the selected criteria without requiring a page reload.
Data Export Functionality
Given the manager clicks the Export button, when the export is confirmed, then the system downloads a CSV file containing columns for location, time slot, demand, scheduled staff, and gap or surplus for the currently displayed heatmap view.
Exportable Reports
"As a manager, I want to export analysis reports so that I can share insights with stakeholders."
Description

Allow exporting of filtered and segmented staffing and cost analyses in CSV and PDF formats. Exports include both tabular data and embedded charts, with customizable headers and footers. This feature supports sharing insights with team members and stakeholders, facilitating collaboration and record-keeping.

Acceptance Criteria
Export Filtered CSV with Custom Headers
Given a manager has applied filters for location and date range, when they select the CSV export option and configure custom header and footer text, then the system generates a downloadable CSV file named with the selected filters and date, containing only the filtered tabular data and including the exact custom header and footer on the first and last rows respectively.
Export Filtered PDF with Embedded Charts
Given a manager views filtered staffing cost data with visual charts, when they choose the PDF export option, then the system produces a PDF file that includes the filtered table, the associated bar and pie charts reflecting the data, and uses the configured header and footer layouts.
Bulk Export Across Date Range
Given a manager needs data spanning multiple weeks, when they set a start and end date and initiate export in CSV or PDF, then the system generates a single file containing all records within the range, ordered chronologically, and ensures the file size is under the acceptable 10 MB limit.
Location and Role Segmented Export
Given a manager segments data by specific locations and roles, when they export, then the resulting CSV or PDF file must include separate clearly labeled sections or sheets for each location-role combination, with accurate subtotals for hours and costs for each segment.
Verify Export File Integrity
Given any exported CSV or PDF file, when the manager downloads and opens the file, then the file opens without errors in standard applications (Excel for CSV, Acrobat Reader for PDF), all data matches the on-screen report exactly, and embedded charts render correctly.

Alert Minder

Allows custom alert thresholds for staffing anomalies and budget variances. When thresholds are crossed—such as a 10% labor overspend or an unfilled role—managers receive real-time notifications with one-click recommendations to re-balance schedules and mitigate risks instantly.

Requirements

Custom Threshold Configuration
"As a store manager, I want to set custom alert thresholds for labor cost and unstaffed roles so that I’m notified exactly when my budget or coverage goals are at risk."
Description

Enable managers to define and adjust custom alert thresholds for staffing anomalies and budget variances. This includes setting percentage overspend limits, minimum staffing levels per role, and time-based triggers for unfilled shifts. The system should validate inputs, provide default recommendations, and save configurations per location or department. Integration with the scheduling engine ensures thresholds are evaluated in real-time against live roster data, empowering managers with precise control over alert criteria.

Acceptance Criteria
Configure Percentage Overspend Threshold
Given the manager navigates to the custom thresholds page, When they input a percentage value for labor overspend and click save, Then the system validates that the percentage is between 0% and 100% and stores the threshold successfully.
Set Minimum Staffing Levels
Given the manager selects a role and sets a minimum staffing number, When the configuration is submitted, Then the system confirms that the number is a positive integer and applies it to future schedule evaluations.
Define Time-based Trigger for Unfilled Shifts
Given the manager configures a time-based alert (e.g., 2 hours before shift), When the setup is saved, Then the system schedules real-time checks and triggers notifications if shifts remain unfilled at the specified lead time.
Validate Input Values for Thresholds
Given the manager enters threshold values outside allowed bounds or non-numeric characters, When they attempt to save, Then the system displays inline validation errors and prevents invalid data from being stored.
Persist and Retrieve Configurations by Location
Given thresholds are configured for Location A, When the manager revisits the configuration page or accesses from another session, Then the system retrieves and displays the saved thresholds specific to Location A.
Real-Time Notification Dispatch
"As a manager, I want to receive instant alerts when labor costs exceed thresholds or shifts remain unfilled so that I can take immediate corrective action."
Description

Implement a real-time notification system that monitors roster data against defined thresholds. When a threshold is crossed, the system pushes notifications via email, SMS, or in-app alerts. Notifications should be formatted clearly, include relevant metrics (e.g., current overspend percentage), and provide direct links back to the schedule overview. Ensure reliable delivery with retry logic and support user preferences for notification channels and frequency.

Acceptance Criteria
Labor Overspend Threshold Breach Notification
Given a labor cost threshold of 10% is configured When the calculated labor spend exceeds 12% Then the system must send notifications via email, SMS, and in-app alert within 60 seconds containing the current overspend percentage and a link to the schedule overview
Unfilled Role Alert
Given a shift role remains unfilled 4 hours before start time and the unfilled-role threshold is set to 1 available role When this threshold is crossed Then the system must dispatch a real-time notification to the manager’s preferred channel with details of the unfilled role and a one-click recommendation to assign staff
Notification Channel Preference Enforcement
Given a manager’s notification preferences are set to only SMS When a threshold is breached Then the system must send the alert exclusively via SMS and must not send email or in-app notifications
Retry Logic on Delivery Failure
Given an email notification attempt fails due to a transient error When the first delivery attempt fails Then the system must retry up to three times at 1-minute intervals and log each attempt; if all retries fail, mark the notification as ‘Delivery Failed’ in the audit log
In-App Alert with Direct Schedule Link
Given a threshold breach triggers an in-app alert When the manager clicks the in-app notification Then the application must navigate directly to the schedule overview for the affected date and highlight the metric that crossed the threshold
One-Click Schedule Rebalance Recommendations
"As a manager, I want one-click suggestions to fix staffing gaps or budget overruns so that I can quickly correct issues without manually recalculating the schedule."
Description

Provide managers with one-click recommendations to rebalance the schedule when anomalies occur. Upon threshold breach, the system analyzes staff availability, skill sets, and compliance rules to suggest optimized shift swaps, additional hires, or reassignments. Recommendations should appear in a modal window with options to accept, modify, or reject, updating the roster instantly upon confirmation.

Acceptance Criteria
Labor Overspend Alert Triggers Modal
Given labor costs exceed the custom threshold, When the alert is generated, Then a modal window appears within 2 seconds displaying one-click rebalance recommendations.
Unfilled Role Alert Prompts Rebalance Options
Given an unfilled shift exists at least 24 hours before its start, When the alert threshold is crossed, Then the modal presents options to swap, hire, or reassign to fill the role.
Manager Accepts Recommendation
Given recommendations are displayed, When the manager clicks “Accept,” Then the roster updates instantly with the suggested reassignments and a confirmation message appears.
Manager Modifies Recommendation Before Confirmation
Given the modal displays suggested swaps or hires, When the manager edits any suggestion and clicks “Accept,” Then the modified recommendation is applied and reflected in the updated roster.
Manager Rejects Recommendations
Given the modal displays rebalance suggestions, When the manager clicks “Reject,” Then the modal closes without altering the existing schedule.
Recommendation Respects Compliance Rules
Given recommendations are generated, When algorithm suggests swaps or hours, Then all suggestions comply with labor laws, employee availability, and skill‐set requirements.
Threshold-Based Dashboard Visualization
"As a district manager, I want a dashboard view showing staffing and budget statuses versus thresholds so that I can easily monitor multiple locations and spot potential issues early."
Description

Expand the dashboard with visual indicators of current staffing and budget status relative to set thresholds. Use color-coded gauges, trend lines, and alert badges to highlight approaching or breached thresholds. Interactive elements should allow managers to drill down into specific roles, dates, or cost centers. This visual context helps managers proactively monitor risks and understand the impact of alerts at a glance.

Acceptance Criteria
Staffing Cost Threshold Breach Indicator
Given a labor cost threshold of 10% over budget When current labor cost exceeds the threshold Then the dashboard gauge displays in red and an alert badge appears
Unfilled Role Alert Visualization
Given defined role coverage requirements When one or more shifts lack assigned staff Then the dashboard shows a yellow alert badge next to the unfilled role and highlights the role segment on the gauge
Interactive Drill-Down for Budget Variances
Given a budget variance alert on the dashboard When a manager clicks the alert badge Then the view expands to show detailed cost center breakdown by date and role
Trend Line Threshold Awareness
Given trend lines displaying staffing metrics over the past week When the trend line approaches 80% of the set threshold Then the segment turns orange to indicate an approaching threshold
Threshold Reset and Confirmation
Given a manager updates threshold values on the settings panel When the thresholds are saved Then the dashboard refreshes to reflect new thresholds and shows a confirmation message
Audit Logging for Alert Events
"As an operations lead, I want to review the history of threshold adjustments and alert responses so that I can audit decisions and ensure compliance with company policies."
Description

Maintain a detailed audit log of all alert-related events, including threshold definitions changes, triggered alerts, notification deliveries, and manager actions on recommendations. Each log entry should include timestamps, user IDs, and before/after states. Provide a searchable, filterable interface for administrators to review alert histories and ensure accountability and compliance.

Acceptance Criteria
Threshold Definition Change Logged
Given an administrator updates an alert threshold definition, when the change is saved, then an audit log entry shall be created containing timestamp, user ID, threshold name, old value, and new value.
Alert Trigger Event Logged
Given a staffing or budget threshold is crossed, when an alert is triggered by the system, then an audit log entry shall record timestamp, alert ID, threshold details, metric values that caused trigger, and system-generated alert severity.
Notification Delivery Logged
Given the system sends a real-time notification for a triggered alert, when delivery is attempted, then an audit log entry shall capture timestamp, alert ID, recipient user ID, notification channel, and delivery status (success or failure).
Recommendation Action Logging
Given a manager clicks a one-click recommendation in response to an alert, when the action is executed, then an audit log entry shall record timestamp, user ID, recommendation ID, action taken (accepted or rejected), and before/after schedule state.
Audit Log Interface Filtering
Given an administrator uses the audit log interface, when filters for event type, date range, or user ID are applied, then only matching log entries shall be displayed and pagination shall reflect the filtered results.

Smart MentorMatch

Automatically pairs new hires with the most suitable mentors by analyzing availability, skill sets, and workload. Ensures balanced mentor assignments, prevents overbooking, and accelerates relationship-building for a seamless onboarding experience.

Requirements

Mentor Compatibility Scoring
"As a new hire, I want to be matched with a mentor whose skills and interests align with mine so that I can receive tailored guidance and ramp up quickly."
Description

Implement an algorithm that evaluates potential mentor-mentee pairs by analyzing profiles, skills, experience, and interests to generate a compatibility score for each match. This ensures more effective relationships, accelerates onboarding, and increases participant satisfaction by pairing individuals with the highest alignment.

Acceptance Criteria
Profile Data Analysis for Mentor-Mentee Pairing
Given a mentor and mentee profile exists When the algorithm processes both profiles Then it must extract and compare key attributes (experience, skills, interests) without errors
Skill Similarity Threshold Verification
Given two profiles with overlapping skill sets When the compatibility score is computed Then the score must reflect at least 80% similarity if five or more key skills match
Availability Matching for Scheduling
Given mentor and mentee availability calendars When generating match suggestions Then only pairs with at least two overlapping weekly time slots are considered eligible
Interest Alignment Evaluation
Given mentors and mentees have tagged interests When computing compatibility Then matched pairs must share at least three common interest tags to qualify
Compatibility Score Calculation Accuracy
Given a set of test profiles with known compatibility levels When running the scoring algorithm Then the output score must fall within ±5% of the expected benchmark values for all test cases
Availability Synchronization
"As a manager, I want the mentoring schedule to respect both mentor and mentee availabilities so that meetings can be scheduled without manual coordination."
Description

Integrate with both mentor and mentee calendar systems to automatically retrieve and synchronize availability windows. This prevents scheduling conflicts, reduces manual coordination, and ensures that mentorship sessions are set up at mutually convenient times.

Acceptance Criteria
Initial Calendar Sync for Mentor and Mentee
Given a mentor and mentee have valid calendar integrations configured When the initial synchronization is triggered Then the system retrieves and stores availability windows for the next 30 days for both users without errors
Real-time Availability Update Propagation
Given a mentor updates their calendar availability outside of scheduled sync When the calendar change event is received Then the system updates the mentor's availability within 5 minutes and reflects the changes in the scheduling interface
Conflict Detection Before Scheduling
Given an existing booking overlaps with a proposed session When the user attempts to schedule a new mentorship session Then the system blocks the creation of the session and suggests the next three available time slots
Fallback on Calendar Retrieval Failure
Given the external calendar API returns an error during synchronization When retry attempts reach three failures Then the system logs the error, marks the sync status as pending, and notifies the admin within 10 minutes
Time Zone Alignment for Global Teams
Given a mentor in one timezone and a mentee in another When availability windows are retrieved Then the system normalizes all times to the mentee’s local timezone and displays both original and converted times in the scheduling interface
Workload Balancer
"As a mentor, I want to avoid being overbooked with mentees so that I can provide quality guidance to each assigned mentee."
Description

Monitor mentors’ current assignments and workload in real time, enforcing configurable capacity limits to ensure equitable distribution of mentees. This prevents mentor overbooking, maintains quality of guidance, and balances support across the team.

Acceptance Criteria
Threshold Exceeded Assignment Block
Given a mentor’s current assignments equal their configured capacity When an attempt is made to assign an additional mentee Then the system shall block the assignment and display a “Capacity reached” notification
Real-Time Workload Visualization
Given a manager views the mentor workload dashboard When any assignment is added or removed Then the workload bar for each mentor shall update within 5 seconds to reflect the current assignment count and capacity percentage
Capacity Adjustment Response
Given an administrator updates a mentor’s capacity limit When the new limit is saved Then the system shall recalculate each mentor’s utilization and flag any mentor whose current assignments exceed the new limit
Batch Assignment Validation
Given a manager selects multiple new mentees for assignment to a single mentor When the manager submits the batch assignment Then the system shall validate that the total assignments do not exceed the mentor’s capacity and reject the entire batch with an error if it does
Overbooking Resolution Alert
Given a mentor becomes overbooked due to external schedule changes When the system detects the overbooking Then it shall generate an alert notification to administrators listing the mentor and the excess mentees for reassignment
Skill Gap Analysis
"As a manager, I want the system to identify each new hire’s skill gaps and suggest mentors who can address them so that onboarding is more effective."
Description

Analyze new hire profiles against role requirements to identify individual skill gaps. Recommend mentors with complementary expertise to address these gaps, optimizing learning outcomes and ensuring focused, goal-oriented onboarding.

Acceptance Criteria
New Hire Skill Evaluation Initialization
Given a new hire profile and selected role requirements, when the Skill Gap Analysis module is triggered, then the system calculates and displays the list of missing skills with corresponding proficiency levels for each competency.
Skill Gap Detection for Role Requirements
Given identified role competencies and new hire skills, when the analysis completes, then the system flags all competencies where the new hire’s proficiency is below the required threshold and highlights the top three gaps.
Expertise Matching and Mentor Recommendation
Given the list of identified skill gaps, when generating mentor recommendations, then the system selects mentors whose expertise covers at least 80% of the new hire’s gaps, has available capacity, and balances current workload.
User Confirmation of Mentor Assignment
Given the recommended mentors list, when a manager reviews the suggestions, then the manager can accept or override the mentor assignment and the system records the decision with rationale.
Feedback Loop for Continuous Improvement
Given completed mentorship sessions, when the new hire and mentor provide feedback, then the system updates skill proficiency levels and refines future analysis based on improvement metrics.
Real-time Reassignment Alerts
"As a new hire, I want to be notified promptly if my mentor changes so that I’m aware of who to reach out to."
Description

Generate notifications and automated reassignment suggestions when a mentor’s availability changes or workload exceeds thresholds. This maintains continuous support for mentees, minimizes disruptions, and ensures consistent mentor engagement.

Acceptance Criteria
Notification Trigger on Mentor Unavailability
Given a mentor updates their availability status to unavailable, When the system detects the change, Then an alert is sent to the assigned mentee and the program administrator within 5 minutes.
Automated Reassignment Suggestions
Given a mentor’s workload exceeds the predefined threshold, When the system identifies the overload, Then it generates at least three alternative mentor suggestions ranked by availability and skill match.
Real-Time Mentee Notification
Given a mentee has an assigned mentor who becomes unavailable, When the system triggers a reassignment suggestion, Then the mentee receives notification via email and in-app alert within 2 minutes.
Administrator Override
Given an automated reassignment suggestion is provided, When an administrator selects a suggested mentor, Then the system updates the mentor-mentee assignment and sends confirmation notifications to both parties immediately.
System Load Handling
Given 100 simultaneous mentor availability changes, When the system processes these changes, Then all notifications and reassignment suggestions are generated within 3 minutes without errors.

Dynamic RosterView

Provides a real-time, interactive calendar that visualizes training sessions, mentor availability, and potential conflicts. Enables managers to adjust schedules on the fly, ensuring conflict-free rosters and transparent planning.

Requirements

Real-time Data Refresh
"As a shift manager, I want the roster view to update in real time when I or others make changes so that I can make decisions based on the most current staffing information."
Description

The roster calendar automatically updates in real time whenever staff availability, shift assignments, training sessions, or conflicts change, eliminating the need for manual refresh. By integrating with the backend scheduling engine and data streams, it ensures managers always see the most current staffing information and can make timely decisions based on live data.

Acceptance Criteria
Automatic Update on Availability Change
Given a staff member updates their availability in the system, When the change is saved, Then the RosterView calendar reflects the updated availability within 2 seconds.
Dynamic Refresh on Shift Assignment
Given a manager assigns or reassigns a shift through the backend scheduling engine, When the assignment is confirmed, Then the RosterView calendar updates the shift assignment in real time without manual refresh.
Real-time Training Session Integration
Given a training session is created or rescheduled in the system, When the session details are finalized, Then the RosterView displays the new or updated training session immediately upon saving.
Conflict Flagging and Resolution
Given an overlapping shift or training conflict occurs, When the system detects the conflict, Then the RosterView highlights the conflict in red and provides suggested resolution options instantly.
No Manual Refresh Required
Given any change to staff availability, shift assignment, or training session occurs, When the RosterView is open, Then the calendar auto-refreshes to display the latest data without requiring the user to click a refresh button.
Interactive Conflict Highlighting
"As a shift manager, I want conflicts highlighted directly on the calendar so that I can immediately spot and address scheduling issues."
Description

Scheduling conflicts such as overlapping shifts, unavailable staff, or missing certifications are flagged directly on the calendar with color-coded indicators and informative tooltips. The system pulls conflict data from the business rules engine, helping managers quickly identify, understand, and resolve issues without navigating away from the roster view.

Acceptance Criteria
Overlapping Shifts Detection
Given a staff member has two shifts that overlap in time, When the roster view loads or refreshes, Then the overlapping time block is highlighted with a red border and the tooltip 'Overlapping Shift Detected' appears on hover.
Unavailable Staff Flagging
Given a staff member is marked unavailable for a specific time period, When a shift is assigned to that staff within that period, Then the shift block is highlighted in orange and the tooltip 'Staff Unavailable' is displayed on hover.
Missing Certification Alert
Given a shift requires a specific certification that the assigned staff member lacks, When the shift appears in the roster view, Then the shift block is highlighted in yellow and the tooltip 'Certification Missing: [Certification Name]' appears on hover.
Conflict Resolution Interaction
Given a conflict indicator is visible on a shift, When a manager clicks or taps the conflict icon, Then a panel opens within the roster view displaying conflict details and suggested resolution options without navigating away.
Real-Time Update Synchronization
Given multiple managers are viewing or editing the roster simultaneously, When one manager resolves a conflict, Then the conflict highlight is removed and the updated schedule is reflected on all screens within 2 seconds.
Drag-and-Drop Schedule Adjustment
"As a shift manager, I want to drag and drop shifts on the calendar so that I can quickly adjust the schedule without navigating multiple menus."
Description

Managers can adjust shift assignments by dragging and dropping shift blocks or staff availability directly within the calendar. Changes such as moving, extending, or swapping shifts are instantly validated by the system to prevent conflicts, with support for undo/redo actions to streamline on-the-fly adjustments.

Acceptance Criteria
Move Shift to Empty Slot
Given a manager views the RosterView calendar with a scheduled shift block; When the manager drags an existing shift block from its current time slot to an empty, available time slot; Then the system updates the shift's start and end times accordingly, saves the change, and displays the shift in the new slot without any validation errors.
Swap Two Shifts Between Employees
Given two shift blocks assigned to different employees with no overlapping times; When the manager drags one shift block and drops it onto another employee's shift block; Then the system swaps the employee assignments, updates both shift blocks, and confirms the change without causing any scheduling conflicts.
Extend Shift Duration
Given a scheduled shift block on the calendar; When the manager drags the end handle of the shift block to extend its duration within permitted working hours; Then the system updates the shift end time, validates compliance rules (e.g., maximum shift length), and displays the updated shift duration.
Undo and Redo Actions
Given the manager has performed one or more drag-and-drop adjustments; When the manager clicks 'Undo'; Then the system reverts the last adjustment and updates the calendar accordingly. And when the manager clicks 'Redo' after an undo; Then the system reapplies the reverted adjustment accurately.
Prevent Overlapping Shifts Validation
Given the manager attempts to drag a shift block to a time slot that overlaps with an existing assignment for the same employee; When the manager drops the shift block; Then the system prevents the move, displays a clear validation error message indicating the conflict, and retains the original shift position.
Training Session Overlay
"As a shift manager, I want training sessions visible on the roster view so that I can plan around staff unavailability for training."
Description

Training sessions appear as overlay elements on the roster calendar, blocking staff from shift assignments during session times. Managers can toggle the overlay visibility and click on session elements to view details such as instructor, duration, and required attendance, ensuring training commitments are factored into scheduling.

Acceptance Criteria
Viewing Training Session Overlays
Given the manager opens the Dynamic RosterView, When training sessions exist for staff members, Then the calendar displays overlay elements at the correct date and time slots with distinct styling.
Toggling Training Session Overlay Visibility
Given the overlay is visible, When the manager clicks the 'Show/Hide Training Sessions' toggle, Then the overlay disappears; and when clicked again, the overlay reappears.
Accessing Training Session Details
Given a training session overlay is displayed, When the manager clicks on an overlay element, Then a modal or popover displays instructor name, session duration, required attendance list, and session description.
Blocking Shift Assignments During Training Sessions
Given a training session overlay occupies a timeslot for a staff member, When the manager attempts to assign a shift that overlaps, Then the system prevents the assignment and displays a conflict warning.
Real-Time Reflection of Training Session Updates
Given a training session’s time or attendance is updated, When the change is saved, Then the overlay updates on the roster calendar in real time without requiring a page reload.
Mentor Availability Filter
"As a shift manager, I want to filter the roster view for mentor availability so that I can quickly find qualified personnel for supervisory shifts."
Description

A filter option allows managers to display only mentor or supervisor availability on the calendar, based on skills, certifications, and scheduled availability. This ensures critical roles are staffed appropriately and helps managers quickly identify qualified personnel for supervisory shifts.

Acceptance Criteria
Filter by Required Skills
Given the manager selects one or more skills in the Mentor Availability Filter When the filter is applied Then only mentors possessing all selected skills are displayed on the calendar.
Filter by Certification Validity
Given the manager enables the certification filter for a specific certification When the filter is applied Then only mentors with an active, unexpired certification of the selected type appear on the calendar.
Filter by Available Time Slot
Given the manager specifies a date and time range in the Mentor Availability Filter When the filter is applied Then only mentors with availability that fully covers the specified date and time range are displayed.
Exclude Conflicted Mentors
Given the manager applies any filter criteria When the filter is applied Then mentors already scheduled for other shifts or training sessions during the selected period are excluded from the results.
Combined Skill, Certification, and Availability Filter
Given the manager selects a combination of skills, certifications, and time range in the Mentor Availability Filter When the filter is applied Then only mentors meeting all selected criteria (skills, certification status, and availability) are displayed on the calendar.
Mobile Responsiveness
"As a shift manager, I want to view and modify the roster from my mobile device so that I can manage schedules when I'm away from my desk."
Description

The roster view interface is fully responsive on mobile devices, adapting its layout and controls for smaller screens. Touch-friendly interactions enable managers to view, drag and drop shifts, and resolve conflicts on the go, ensuring schedule management is accessible from any device.

Acceptance Criteria
Mobile Portrait Roster Accessibility
Roster view automatically adapts to screen widths ≤480px by reflowing into a single-column layout, displaying shift start/end times legibly without horizontal scrolling or truncation.
Touch-Based Shift Drag-and-Drop
Users can press and hold a shift element for ≥300ms on touch devices to enter drag mode, drag it to a new date/time slot, and release to drop, with the updated assignment saved and visually confirmed within 1 second.
Conflict Resolution via Mobile Interface
When overlapping shifts occur on mobile, a conflict icon appears on the overlapping shift; tapping the icon opens a modal allowing users to adjust times or reassign staff, and saving the resolution updates the roster without errors.
Training and Mentor Visibility on Mobile
Training sessions and mentor availability are shown as distinct color-coded overlays; tapping an overlay on mobile opens a detail card fully visible within the viewport, and closing the card returns to the roster view without layout shifts.
Responsive Layout Under Variable Network Conditions
On cellular networks ≤3G or offline, the interface displays skeleton loaders or cached data; when connectivity is restored, the roster fully loads within 5 seconds, and any offline edits sync automatically without data loss.

SkillSync Scheduler

Aligns training modules with mentors’ areas of expertise and new hires’ learning goals. Automatically recommends optimal time slots for each session, guaranteeing targeted skill development and reducing redundant scheduling efforts.

Requirements

Mentor Expertise Mapping
"As an operations manager, I want the system to map mentors’ expertise accurately so that training sessions are led by the most qualified staff."
Description

Implement a system to capture and categorize mentors’ skill areas and proficiency levels, creating a searchable expertise database. This requirement ensures accurate matching between training modules and mentors, streamlining the assignment of sessions to the most qualified staff. It integrates with the user profile subsystem and supports future expansions for dynamic expertise updates.

Acceptance Criteria
Creating Mentor Expertise Profile
Given a mentor submits their skill areas and proficiency levels via the profile interface When the mentor clicks Save Then the system stores each skill with its proficiency rating in the expertise database and displays a confirmation message
Updating Mentor Proficiency Level
Given an existing mentor expertise entry When the mentor modifies the proficiency level and confirms the update Then the system replaces the old proficiency value with the new one, logs the change with a timestamp, and reflects the update in search results
Searching Expert Mentors by Skill
Given a training module requires a specific skill When an admin searches for mentors by that skill Then the system returns a list of mentors with that skill sorted by descending proficiency and displays their contact information
Handling Duplicate Skill Entries
Given a mentor attempts to add a skill that already exists in their profile When the mentor submits the duplicate skill Then the system prevents the addition, highlights the duplicate entry, and shows an error message indicating "Skill already exists"
Dynamic Expertise Update Integration
Given an external certification update for a mentor When the system receives the certification status change Then the expertise database automatically updates the mentor’s proficiency level within 5 minutes and records an audit log of the update
Training Module Catalog Integration
"As a training coordinator, I want to access a catalog of standardized modules so that I can quickly select appropriate training content for new hires."
Description

Develop an interface to import, categorize, and update training modules within Shiftly, including metadata such as duration, prerequisites, and learning objectives. This requirement ensures that all available modules are centrally stored and easily accessible for scheduling, enhancing content management and reducing manual data entry.

Acceptance Criteria
Importing New Training Module
Given an admin uploads a CSV file with module title, duration, prerequisites, and learning objectives When the import is initiated Then the system parses the file, imports all valid modules without errors, and displays a success message
Updating Existing Module Metadata
Given an existing training module in the catalog When an admin edits its duration, prerequisites, or learning objectives and saves changes Then the updated metadata appears immediately in the module view and any dependent schedules are flagged for review
Categorizing Modules by Prerequisites
Given modules with defined prerequisite tags When modules are created or updated Then each module is correctly tagged under its prerequisite category and appears in category-specific listings
Validating Module Accessibility
Given staff members search the training catalog When they filter by duration, prerequisites, or learning objectives Then the system returns accurate results within two seconds and displays all relevant module details
Synchronizing Module Updates from External Source
Given the external content provider updates module metadata When the nightly sync job runs Then all changed modules are updated in the catalog within five minutes and discrepancies are logged
Automated Session Scheduler
"As a HR manager, I want the system to auto-schedule training sessions so that I save time and avoid conflicts."
Description

Build an engine that automatically recommends optimal time slots for mentor-led sessions by considering mentor availability, trainee learning goals, and business staffing requirements. The scheduler should generate a conflict-free timetable and allow manual adjustments. This functionality reduces redundant scheduling efforts and ensures targeted skill development.

Acceptance Criteria
Bulk Session Generation
Given mentors' availabilities, trainees' learning goals, and business staffing requirements are provided, when the scheduler runs, then it generates a complete, conflict-free timetable covering all sessions automatically.
Conflict Detection & Manual Adjustment
Given the generated schedule contains overlapping sessions or unavailable resources, when a conflict is detected, then the system highlights the conflict and allows the user to manually reassign or adjust time slots.
Learning Goal Alignment
Given each trainee's specified learning goals, when the scheduler recommends sessions, then each session matches the trainee’s goals and the assigned mentor has the relevant expertise.
Optimal Time Slot Allocation
Given the pool of available time slots, when the scheduler organizes sessions, then it chooses slots that minimize idle time and evenly distribute sessions across mentors and trainees.
Staffing Compliance Check
Given the required minimum staffing levels per session are defined, when the scheduler finalizes the timetable, then each session meets or exceeds the defined staffing requirements.
Conflict Detection and Resolution
"As a shift supervisor, I want the system to detect scheduling conflicts so that I can resolve them before they impact operations."
Description

Implement real-time checks to identify and flag scheduling conflicts such as overlapping sessions, mentor overbooking, or business coverage gaps. Provide actionable suggestions to resolve conflicts, including alternative mentors or time slots. This requirement maintains schedule integrity and prevents resource clashes.

Acceptance Criteria
Overlapping Session Detection
Given two training sessions for the same mentor overlap in their scheduled times, when the scheduler processes the roster, then the system must detect and flag the conflict, preventing finalization until resolved.
Mentor Overbooking Prevention
Given a mentor is already assigned the maximum allowed sessions per day, when an additional session is scheduled, then the system must block the assignment and display an appropriate error message.
Business Coverage Gap Identification
Given a time interval within essential business hours has no scheduled sessions, when the schedule is reviewed, then the system must identify the coverage gap and alert the manager.
Alternative Mentor Recommendation
Given a scheduling conflict due to mentor unavailability, when conflict resolution is initiated, then the system should suggest at least two alternative mentors qualified for the session and available at similar time slots.
Real-Time Conflict Resolution Suggestion
Given the user adjusts a session time causing a new conflict, when the change is made, then the system must instantly update and display actionable suggestions including alternative time slots to resolve the conflict.
Personalized Learning Dashboard
"As a new hire, I want a dashboard showing my training schedule and progress so that I can stay informed and prepared."
Description

Design a user-friendly dashboard for trainees that displays upcoming sessions, completed modules, mentor profiles, and personalized recommendations based on learning goals. The dashboard enhances engagement by providing visibility into progress and next steps, and integrates with notification services for reminders.

Acceptance Criteria
Viewing Upcoming Sessions
Given a trainee is logged into the Personalized Learning Dashboard When they navigate to the Upcoming Sessions section Then all scheduled sessions for the next 30 days are displayed with date, time, module name, and mentor assigned
Tracking Completed Modules
Given a trainee views the Completed Modules panel When they have finished a module Then the module name, completion date, and achieved score are listed and the progress bar updates accordingly
Exploring Mentor Profiles
Given a trainee clicks on a mentor's name in any section When the mentor profile overlay appears Then the profile shows the mentor’s photo, expertise areas, availability slots, and contact option
Receiving Personalized Recommendations
Given the learner’s goals and past performance data are available When they access the Recommendations section Then at least three relevant modules or sessions are suggested based on their goals and completed modules
Managing Notification Preferences
Given a trainee opens the Notification Settings menu When they enable or disable reminders Then the system saves preferences and sends or stops sending session reminders accordingly

ProgressPulse

Monitors onboarding milestones and training completion in real time, sending automated alerts and suggestions for next steps. Keeps managers and mentors informed, reduces delays, and ensures consistent onboarding momentum.

Requirements

Milestone Tracking Dashboard
"As a manager, I want to view onboarding progress in real time so that I can quickly identify stalled new hires and intervene proactively."
Description

This requirement defines a dynamic dashboard that visualizes each new hire’s onboarding milestones and training completion status in real time. It integrates seamlessly with the core Shiftly system to pull live data on progress, highlighting completed, pending, and overdue tasks. By presenting this information in an intuitive interface, managers and mentors can quickly identify bottlenecks, ensure consistent momentum in the onboarding process, and intervene proactively to address delays.

Acceptance Criteria
Real-time Progress Update Reflects Live Milestone Status
Given a new hire completes a milestone in Shiftly core system, When the manager views the Milestone Tracking Dashboard, Then the corresponding milestone status is updated on the dashboard within 5 seconds without manual refresh.
Overdue Tasks are Highlighted
Given a milestone passes its due date without completion, When the Milestone Tracking Dashboard is displayed, Then the overdue task is visually highlighted (e.g., red badge next to task) and appears at the top of the pending list.
Filter Onboarding Progress by New Hire
Given multiple new hires are displayed on the dashboard, When the manager selects a specific new hire from the filter dropdown, Then only that new hire’s milestones and training statuses are shown, and other hires are hidden.
Display Detailed Task Information on Select Milestone
Given a manager clicks on any milestone status indicator, When the milestone is selected, Then a details panel appears showing task description, assigned mentor, completion date (if any), and any comments.
Export Milestone Progress Report to CSV
Given a manager clicks the “Export CSV” button, When the export action is confirmed, Then a CSV file is downloaded containing columns for new hire name, milestone name, status, due date, completion date, and comments for all records currently in view.
Dashboard Load Performance Under High Data Volume
Given 1000+ onboarding records exist, When the manager accesses the Milestone Tracking Dashboard, Then the dashboard loads fully and is interactive within 3 seconds.
Automated Alert Engine
"As a mentor, I want to receive notifications when a trainee misses a deadline so that I can follow up immediately."
Description

This requirement specifies the development of a rules-based alerting engine that triggers automated notifications when onboarding milestones are approaching deadlines, missed, or delayed. Alerts can be delivered via email, in-app notifications, or SMS based on user preferences. The engine should allow configurable thresholds and escalation rules to ensure timely follow-up and prevent onboarding delays.

Acceptance Criteria
Milestone Approaching Deadline Alert
Given an onboarding milestone is scheduled to complete in 24 hours, when the time remaining reaches the configured threshold, then the system shall send an email and in-app notification to the assigned manager.
Missed Milestone Escalation
Given an onboarding milestone deadline has passed without completion, when the milestone remains incomplete, then the system shall send an escalation alert via email and SMS to both the mentor and the manager according to the escalation rules.
User Notification Preference Handling
Given a user has set their preferred notification channel to SMS, when an alert is triggered, then the system shall deliver the notification via SMS within 5 minutes of the trigger.
Configurable Threshold Update
Given a manager updates the alert threshold for milestone reminders from 24 hours to 48 hours, when the update is saved successfully, then subsequent approaching deadline alerts shall be sent exactly 48 hours before each milestone’s deadline.
Unacknowledged Alert Escalation
Given an initial alert has been sent, when no acknowledgment is received within the defined acknowledgment window, then the system shall escalate the alert to the next level of stakeholders as configured.
Next-Step Coaching Suggestions
"As a mentor, I want suggestions for the next best step based on trainee performance so that I can guide them more effectively."
Description

This requirement involves implementing a recommendation module that analyzes trainee progress and performance data to suggest context-aware next steps. Suggestions may include specific training modules, one-on-one mentoring sessions, or peer-shadowing opportunities. The module should learn from historical data to improve recommendation accuracy and help mentors guide new hires effectively.

Acceptance Criteria
Initial Training Milestone Achieved
Given a trainee completes their first training milestone, When the system updates their progress, Then the recommendation module suggests the next appropriate training module with at least 80% confidence.
Performance Plateau Detected
Given the trainee’s performance scores remain unchanged for three consecutive assessments, When the system analyzes the data, Then the module recommends a one-on-one mentoring session or peer-shadowing opportunity.
High Assessment Score
Given a trainee scores above 90% on an assessment, When the system processes the results, Then the module suggests an advanced or optional enrichment module.
Delayed Onboarding Activity
Given a trainee has not completed a scheduled activity within 48 hours, When the system detects the delay, Then an automated nudge is suggested alongside a relevant microlearning module.
Historical Data Improvement
Given historical cohort data shows improved outcomes after peer-shadowing, When a new trainee matches the cohort profile, Then the system prioritizes peer-shadowing suggestions with an accuracy rate above 75%.
Real-time Progress Analytics
"As an operations manager, I want analytics on onboarding efficiency so that I can optimize training processes."
Description

This requirement covers the creation of analytic reports and visualizations that provide insights into overall onboarding efficiency. Key metrics include average time to complete milestones, task completion rates, and comparative performance across cohorts. The analytics component should support filtering by role, location, and time frame, enabling managers to identify process improvements and ensure consistency.

Acceptance Criteria
Filter reports by role and time frame
Given a manager selects a specific role and a time frame on the analytics dashboard, when the filters are applied, then the dashboard must display average milestone completion time, task completion rates, and cohort comparisons only for the selected role and period.
Compare performance across cohorts
Given a manager chooses two or more onboarding cohorts to compare, when the comparison view is generated, then the system must present side-by-side charts showing average completion times, task completion percentages, and relative performance for each cohort.
Generate real-time milestone completion metrics
Given a staff member completes an onboarding milestone, when the event is recorded, then the analytics dashboard must reflect the updated average completion time and overall task completion rate within five seconds.
Export analytics report
Given the analytics dashboard is displaying filtered metrics, when the manager initiates an export, then the system must generate and download a CSV or PDF file containing the current view’s data within ten seconds.
Handle no data scenarios gracefully
Given no onboarding data exists for the selected filters, when the manager applies those filters, then the dashboard must display a 'No Data Available' message and disable the export option.
Customizable Onboarding Workflows
"As an administrator, I want to customize onboarding workflows so that they align with different roles and compliance guidelines."
Description

This requirement enables administrators to configure and customize onboarding workflows by defining milestones, associated tasks, durations, compliance checkpoints, and assignment rules. The interface should support drag-and-drop workflow design, template creation, and version control. Customizable workflows ensure that onboarding aligns with varied roles, regulatory requirements, and organizational best practices.

Acceptance Criteria
Drag-and-Drop Workflow Design
Given an administrator opens the onboarding workflow builder; When they drag a milestone element onto the canvas and place it at a specific position; Then the milestone appears in the correct sequence with visible connection lines to neighboring milestones and no UI overlap or placement errors.
Milestone Task Configuration and Duration Setting
Given an administrator selects a milestone within the workflow; When they add or edit associated tasks and set task durations; Then the system saves each task with its correct name, description, and duration, and updates the total workflow duration accordingly.
Compliance Checkpoint Enforcement
Given a compliance checkpoint is included in the workflow; When the administrator attempts to save the workflow; Then the system validates the checkpoint against predefined regulatory templates and either accepts the workflow if compliant or returns a descriptive error if requirements are missing.
Workflow Template Creation and Version Control
Given an administrator has finalized a custom workflow; When they click ‘Save as Template’ and enter a template name and version note; Then the system stores the workflow as a new template with an incremented version number and retains access to previous versions in the template library.
Assignment Rule Validation
Given custom assignment rules are defined for onboarding tasks; When a new hire’s workflow is instantiated; Then tasks are automatically assigned to the correct mentors or managers per the rules and notification emails are sent within 5 minutes of assignment.

Feedback Flow

Integrates in-app feedback collection after each training session, instantly adjusting future schedules based on satisfaction and performance metrics. Promotes continuous improvement and tailors the onboarding journey to individual needs.

Requirements

Automated Feedback Prompt Dispatch
"As a trainee, I want to receive a prompt for feedback right after my training session so that I can share my satisfaction and performance insights while details are fresh."
Description

The system must automatically deliver a feedback solicitation to staff immediately upon completion of each training session, ensuring timing relevance and maximizing response rates. It involves scheduling prompt notifications in-app, via email, or SMS, integrating with session completion events, and supporting customizable timing and frequency settings.

Acceptance Criteria
Immediate In-App Prompt Dispatch
Given a staff member completes a training session, When the session completion event is processed, Then an in-app feedback prompt is delivered to the staff member’s device within 30 seconds.
Multi-Channel Notification Delivery
Given a staff member has enabled email and SMS notifications, When the feedback prompt is triggered, Then the system sends both an email and an SMS containing the feedback link within 1 minute of session completion.
Custom Timing Configuration
Given the manager configures a delay of X minutes for prompt dispatch, When a training session ends, Then the feedback prompt is dispatched exactly X minutes after the session completion timestamp.
Feedback Retry on No Response
Given a staff member does not respond to the initial prompt within 24 hours, When the retry policy allows one follow-up, Then the system automatically sends one retry notification and no further retries.
Session Completion Integration Logging
Given a training session is marked complete, When the feedback prompt is dispatched, Then the system logs the dispatch event with the session ID, staff ID, dispatch channel, timestamp, and delivery status.
Frequency Control Enforcement
Given the manager sets a minimum interval of 7 days between prompts, When two sessions occur within that interval, Then the second feedback prompt is suppressed to prevent over-notification.
Intuitive Feedback Form Interface
"As a trainee, I want an easy-to-use feedback form so that I can quickly provide my evaluation without confusion or delay."
Description

Design and implement a user-friendly feedback form within the app that guides staff through rating scales, open-text responses, and performance metrics. The form should adapt to different training types, support multi-language, validate input, and minimize friction to encourage high participation.

Acceptance Criteria
Feedback Form Accessibility
Given a staff member with accessibility needs accesses the feedback form, then all form elements comply with WCAG 2.1 AA standards including screen reader labels and keyboard navigation.
Dynamic Question Adaptation
Given a staff member selects a training type, when the feedback form loads, then only relevant rating scales and questions appear tailored to that training session.
Multi-Language Support
Given the user's language preference is set, when the feedback form is displayed, then all text elements are translated into the selected language and locale formats are applied correctly.
Input Validation and Error Handling
Given a staff member enters invalid data, then inline validation messages appear immediately and prevent submission until corrected.
Seamless Feedback Submission
Given a staff member completes the form with valid input, when submitting, then the data is saved to the server, a confirmation message is displayed within 2 seconds, and the form resets for the next user.
Feedback Data Storage & Management
"As an admin, I want all collected feedback to be stored securely so that I can access historical data and analyze trends over time."
Description

Build a robust backend capable of storing, indexing, and retrieving feedback data. It should securely persist satisfaction scores, performance metrics, timestamps, and metadata. The system must support data querying, history tracking, and integration with existing databases, while ensuring compliance with data protection regulations.

Acceptance Criteria
Submission of Training Session Feedback
Given a completed training session, when a user submits satisfaction scores, performance metrics, and optional comments, then the system persists the feedback record with a unique ID, timestamp, and associated user and session metadata without errors.
Retrieval of Historical Feedback Records
Given a user requests past feedback for a specific date range, when the query is executed, then the system returns all matching feedback entries sorted by timestamp and includes complete metadata for each record.
Querying Feedback Data by Filters
Given an admin applies filters for satisfaction score threshold and performance metric range, when the query runs, then only feedback records meeting the filter criteria are returned, and the response time does not exceed 500ms for up to 10,000 records.
Integration with Existing Database Systems
Given the enterprise database connection is configured, when feedback data is stored or retrieved, then the operations succeed using existing schemas and migrations, ensuring no data duplication or schema conflicts.
Data Protection and Compliance Audit
Given a compliance audit request, when the system processes data export, then all feedback records are exported in encrypted format, access logs are generated, and Personally Identifiable Information (PII) handling complies with GDPR and CCPA requirements.
Adaptive Scheduling Engine Integration
"As a manager, I want the scheduling system to adjust future sessions based on staff feedback so that training meets individual needs and improves overall performance."
Description

Enhance the auto-fill scheduling engine to incorporate feedback metrics, adjusting future shift assignments or training sessions based on individual satisfaction and performance. This includes defining weighting rules, updating algorithms, and validating schedule changes against compliance and availability constraints.

Acceptance Criteria
Applying employee training feedback to next shift assignment
Given an employee completes a training session with feedback score recorded, when the scheduling engine runs, then the engine increases the employee's priority in assignments for shifts requiring the trained skill by the specified weighting factor; ensures no violation of availability or compliance rules; and logs the adjustment in the scheduling report.
Incorporating performance metrics into skill-based shift allocation
Given an employee's performance metric is updated, when generating the upcoming schedule, then the engine adjusts shift probabilities based on performance weights, assigns high-performance employees to critical roles first, and verifies all assignments meet availability and legal constraints.
Balancing availability constraints with feedback-driven preferences
Given employee availability and shift preference derived from feedback, when auto-fill engine processes assignments, then the engine reconciles availability with weighted preferences, ensures at least 90% of preferences are met without causing conflicts, and maintains 100% compliance.
Validating compliance after feedback-based schedule adjustment
Given feedback-driven adjustments have been applied, when the schedule is previewed, then the system checks compliance rules (max hours, rest periods, certifications), no violations are flagged, and any conflicts trigger error logs preventing schedule finalization.
Updating weighting rules dynamically based on aggregated feedback trends
Given aggregated feedback metrics over a week exceed threshold for a role, when recalibrating weights, then the engine automatically updates weighting rules in the algorithm, applies new weights to subsequent schedules, and records the rule change in audit logs.
Feedback Analytics Dashboard
"As a manager, I want to view analytics of collected feedback so that I can identify areas for improvement and make data-driven decisions."
Description

Develop an analytics dashboard for managers that visualizes aggregated feedback trends, performance distributions, and satisfaction levels. The dashboard should offer filters by date, team, training type, exportable reports, and actionable insights to guide training improvements.

Acceptance Criteria
Filtering Feedback by Date Range
1. Manager selects a start and end date filter on the dashboard. 2. Dashboard displays aggregated feedback metrics only for feedback entries whose date falls within the selected range. 3. All charts, tables, and report summaries update to reflect the new date range within two seconds.
Viewing Team Performance Distribution
1. Manager selects a specific team from the team filter dropdown. 2. Performance distribution histogram updates to show feedback score distribution for the selected team. 3. Distribution chart includes clearly labeled score buckets and accurately reflects underlying data.
Exporting Feedback Reports
1. Manager applies desired filters (date range, team, training type) and clicks the Export button. 2. System generates a downloadable CSV and PDF report containing all visible dashboard data respecting applied filters. 3. Exported files match on-screen data and are received by the manager within five seconds.
Identifying Top and Bottom Training Sessions
1. Manager selects the metric (e.g., average satisfaction) for ranking. 2. Dashboard lists top 5 training sessions with highest scores and bottom 5 with lowest scores. 3. Each session entry shows session name, date, average score, and number of responses.
Generating Actionable Insights Summary
1. Manager navigates to the Insights tab on the dashboard. 2. System displays at least three data-driven recommendations derived from feedback trends (e.g., improve session length, adjust content focus). 3. Insights include clear rationale and supporting metrics for each recommendation.

What-If Simulator

Provides a real-time sandbox where managers can tweak shift times, roles, and staffing levels before publishing. Instantly displays projected labor costs for each adjustment, empowering data-driven decisions to stay within budget without trial and error.

Requirements

Real-time Data Sync
"As a manager, I want the simulator to reflect the latest shift and availability data in real time so that my adjustments are based on current information and avoid conflicts."
Description

Ensure the What-If Simulator ingests and synchronizes all scheduling data (staff availability, existing shifts, compliance rules, and labor budgets) in real time, eliminating data latency. This requirement guarantees that any adjustments made within the sandbox are based on the most current information, preventing conflicts and ensuring accuracy when projecting staffing levels and costs.

Acceptance Criteria
Initial Data Load
Given the manager opens the What-If Simulator, when the interface loads then all scheduling data (staff availability, existing shifts, compliance rules, labor budgets) must be ingested and displayed within 2 seconds, and no data entries older than 5 seconds from the source system are shown.
Availability Update
Given a staff member updates their availability in the main scheduling system, when the update is saved then the What-If Simulator must reflect the change in availability within 1 second and remove any conflicting shifts in the sandbox view.
Compliance Rule Change
Given a compliance rule (e.g., maximum weekly hours) is modified in the policy engine, when the change is committed then the What-If Simulator must apply the new rule immediately to all projected schedules, flagging any scenarios that violate the updated rule.
Budget Adjustment
Given the labor budget is adjusted in the finance module, when the new budget value is entered then the What-If Simulator must recalculate projected labor costs in real time and display updated totals within 2 seconds.
Concurrent Access
Given multiple managers are tweaking scenarios simultaneously, when any adjustment is made by one user then all other users’ simulator views must automatically refresh the affected data elements within 3 seconds without manual reload.
Dynamic Cost Calculation
"As a manager, I want to see instantaneous labor cost projections when adjusting shift parameters so that I can stay within budget with no guesswork."
Description

Implement an engine that recalculates projected labor costs instantly with every modification to shift times, roles, or staffing levels. The module should account for pay rates, overtime rules, and budget constraints, displaying the updated cost immediately to support data-driven decision making without trial-and-error.

Acceptance Criteria
Adjust Shift Time Scenario
Given the manager modifies the start or end time of a shift, when the change is made, then the projected labor cost is recalculated and displayed within 1 second, reflecting the new shift duration and applicable pay rate.
Modify Staffing Level Scenario
Given the manager increases or decreases the number of staff for a shift, when the staffing level change is applied, then the system instantly updates the projected cost to account for the new headcount and role-specific rates.
Change Role Assignment Scenario
Given the manager reassigns a staff member to a different role for a shift, when the assignment is saved, then the projected labor cost updates immediately to include the new pay rate for the role change.
Overtime Calculation Trigger Scenario
Given a shift change causes total hours for a staff member to exceed the standard hours threshold, when the hours exceed the threshold, then the projected cost calculation applies overtime rates correctly and updates the display accordingly.
Budget Constraint Violation Scenario
Given the projected labor cost exceeds the defined budget limit for a shift or period, when the cost is recalculated, then the system flags the over-budget condition and displays a warning message to the manager in real time.
Interactive Timeline Editor
"As a manager, I want a drag-and-drop interface to adjust shift times and staffing levels so that I can quickly model different scheduling scenarios."
Description

Provide a drag-and-drop timeline interface within the simulator to adjust shift start/end times, roles, and headcounts visually. The editor should offer snap-to-interval guidance, real-time conflict alerts, and contextual tooltips to streamline scenario modeling and minimize manual input errors.

Acceptance Criteria
Drag-and-Drop Shift Adjustment
Given a shift block on the timeline, When the manager drags it to a new slot, Then the shift start and end times update correctly within 500ms and the UI re-renders the block at the new position without data loss.
Snap-to-Interval Guidance Activation
Given interval markers at 15-minute increments, When the manager moves or resizes a shift block, Then the block snaps to the nearest marker and displays a visual highlight.
Real-Time Conflict Alert Display
Given potential overlap or understaffing, When a shift adjustment causes a conflict, Then an alert icon appears on the timeline within 200ms and a descriptive message is shown.
Contextual Tooltip Information
Given the manager hovers over any shift block or control, When the hover lasts more than 300ms, Then a tooltip appears displaying employee name, role, and shift duration.
Bulk Role Assignment
Given multiple selected shift blocks, When the manager selects a new role from the role selector, Then all selected blocks update to the new role and the headcount summary updates accordingly.
Scenario Management
"As a manager, I want to save and compare multiple scheduling scenarios so that I can evaluate different staffing models before publishing."
Description

Enable users to create, name, save, load, and compare multiple What-If scenarios. Include versioning, side-by-side comparison views, and the ability to revert to previous states. This requirement facilitates iterative analysis and collaborative review before finalizing schedules.

Acceptance Criteria
Creating and Saving a New Scenario
Given a manager has defined shift parameters in the What-If Simulator, When they click ‘Save Scenario’ and provide a unique name, Then the scenario is stored in the scenario list with the correct name and timestamp.
Loading an Existing Scenario
Given a list of saved scenarios exists, When the manager selects a saved scenario and clicks ‘Load’, Then the simulator reflects all saved shift parameters exactly as they were when saved.
Comparing Two Scenarios Side by Side
Given two or more scenarios are saved, When the manager selects two scenarios and clicks ‘Compare’, Then the system displays a side-by-side view highlighting differences in shift times, roles, and projected labor costs.
Reverting to a Previous Scenario Version
Given a scenario has multiple versions, When the manager selects an older version and clicks ‘Revert’, Then the simulator restores the scenario state to that version and saves it as the latest version.
Automatic Versioning on Scenario Update
Given a manager edits and re-saves an existing scenario, When changes are saved, Then the system increments the version number, archives the previous version, and displays both versions in the version history.
Role-Based Access Control
"As an admin, I want to control who can access and modify the What-If simulator so that sensitive scheduling scenarios are protected."
Description

Implement permission controls to define who can view, edit, or publish What-If scenarios. Integrate with existing user roles in Shiftly to ensure that sensitive scheduling data remains secure and that changes are auditable.

Acceptance Criteria
Admin role can view all What-If scenarios
Given an Admin user logs in and navigates to the What-If Simulator When they access the scenarios list Then they see all saved scenarios, including drafts and unpublished ones
Manager role edits assigned What-If scenario
Given a Manager assigned to a store When they open a scenario they have permission to edit Then they can modify shift times, roles, and staffing levels and save changes as a draft
Editor role prevented from publishing scenarios
Given an Editor attempts to publish a scenario When they click the 'Publish' button Then the system displays an authorization error and does not change the scenario state
Supervisor role publishes What-If scenarios
Given a Supervisor with publish permissions When they click 'Publish' on a scenario Then the scenario status updates to 'Published', the publish timestamp is recorded, and an audit log entry is created
Auditor role reviews change history
Given an Auditor with read-only access When they view the audit log for any scenario Then they see a chronological list of changes with user identification and timestamps and cannot make edits

Overtime Optimizer

Automatically flags potential overtime hours in draft schedules and suggests alternative shift assignments or shorter blocks. Reduces costly premium pay by reallocating hours to underutilized staff while ensuring full coverage.

Requirements

Overtime Detection Engine
"As a manager, I want the system to automatically detect potential overtime in draft schedules so that I can adjust assignments and avoid unexpected premium pay costs."
Description

Automatically analyze draft schedules to flag shifts where assigned hours exceed an employee’s contracted limit or trigger overtime pay, ensuring managers are alerted to potential premium pay liabilities before finalizing schedules.

Acceptance Criteria
Overtime Flag for Single Shift Exceeding Contracted Hours
Given an employee with a 8-hour daily contract limit When a single scheduled shift is 9 hours Then the system flags the shift as overtime and generates an alert for the manager
No Overtime for Shifts Within Contracted Hours
Given an employee with a 8-hour daily contract limit When a scheduled shift is 8 hours or less Then the system does not flag any overtime and no alert is generated
Aggregated Daily Hours Triggering Overtime
Given an employee with multiple shifts in one day totaling over 8 hours When the sum of scheduled shift hours exceeds 8 hours Then the system flags the excess hours as overtime and notifies the manager
Contract Limit Boundary Condition at Exactly Contracted Hours
Given an employee with an 8-hour daily contract limit When the total scheduled hours equal exactly 8 hours Then the system verifies compliance and does not trigger an overtime alert
Multiple Shifts Cumulative Overtime Detection
Given an employee working two shifts across different days that cumulatively exceed the weekly contracted limit When the weekly total goes over the contracted 40-hour limit Then the system flags the additional hours as overtime and alerts the manager
Alternative Shift Suggestions
"As a manager, I want the system to suggest alternative staff assignments for overtime shifts so that I can easily reallocate hours without sacrificing coverage."
Description

Provide context-aware recommendations for reassigning flagged overtime hours to qualified staff members with available capacity, presenting options ranked by minimal impact on coverage and labor costs.

Acceptance Criteria
Draft Schedule Overtime Review
Given a draft schedule containing shifts flagged for overtime, when the manager views the overtime flags, then the system shall display at least three alternative shift suggestions ranked by lowest additional labor cost and no coverage gaps.
Applying an Alternative Shift Suggestion
Given the manager selects a suggested alternative shift, when the suggestion is applied, then the flagged overtime is removed, the shift is reassigned to the selected staff member, and the total labor cost change is within a 5% threshold of the original cost.
Filtering Suggestions by Coverage
Given potential suggestions that create coverage gaps, when generating alternatives, then the system shall exclude any suggestions that result in uncovered critical roles or shifts.
Refreshing Suggestions After Availability Update
Given a manager updates staff availability while reviewing suggestions, when the availability change is saved, then the system shall refresh alternative suggestions within 5 seconds to reflect the updated availability.
Re-Evaluating Suggestions on Compliance Change
Given a change in labor compliance rules, when rules are updated in the system, then all previously generated suggestions shall be re-evaluated within 2 minutes and non-compliant suggestions shall be removed or flagged.
Underutilized Staff Identification
"As a manager, I want to see which employees have spare availability so that I can assign extra shifts and minimize overtime assignments."
Description

Continuously monitor staff schedules and availability to identify employees with slack in their work hours, highlighting those eligible for additional shifts to balance workloads and reduce overtime.

Acceptance Criteria
Detecting Employees Underutilized Across Weekly Schedules
Given a drafted schedule for the upcoming week When the system analyzes each employee’s total allocated hours Then it marks employees with scheduled hours less than 80% of their contractual hours as underutilized
Alerting Managers to Underutilized Staff in Real-Time
Given schedules are updated in real-time When an employee’s assigned hours fall below the underutilization threshold Then the system sends a notification to the manager listing those employees
Ranking Underutilized Employees by Available Hours
Given a pool of underutilized employees When generating shift suggestions Then the system orders employees descending by remaining available hours and displays the top 5 candidates
Synchronizing Availability and Underutilization Data
Given updated staff availability inputs When availability changes conflict with current schedules Then the system recalculates underutilization status within 5 minutes
Integrating Underutilization Insights into Overtime Suggestions
Given draft schedules containing potential overtime When the system flags overtime Then it cross-references underutilized employees and proposes reassignment options to eliminate overtime
Shift Swap Workflow
"As a manager, I want a streamlined shift swap process so that I can quickly reassign overtime hours to willing staff and keep the roster compliant."
Description

Enable managers to initiate and approve shift swaps directly from the scheduler interface, facilitating quick reassignment of hours between employees while maintaining compliance with role qualifications and availability constraints.

Acceptance Criteria
Manager Initiates Shift Swap
Given a manager viewing the draft schedule, when the manager selects two employees with matching roles and availability and requests a swap, then the system updates the schedule to reflect the swapped shifts without conflicts or overtime violations.
Employee Availability Conflict Prevention
Given the manager selects employees for swap, when one or both employees lack availability or necessary qualifications, then the system prevents the swap and displays an appropriate error message indicating the conflict reason.
Compliance with Overtime Rules
Given a proposed shift swap, when implementation would cause either employee to exceed maximum allowable hours for the week, then the system flags the potential overtime, prevents the swap, and suggests alternative assignments.
Approval Permissions Enforcement
Given a user attempts to approve a shift swap, when the user has manager-level permissions, then the system allows approval and logs the action; otherwise the system denies approval and displays an access error.
Audit Trail Logging
Given a shift swap is initiated and approved, when the swap is finalized, then the system records an audit entry containing original and new shift assignments, initiator, approver, timestamps, and any error messages encountered.
Coverage Assurance Validator
"As a manager, I want the system to validate coverage after making changes so that I can be confident my schedule has no gaps."
Description

Run a final validation on adjusted schedules to confirm that all time slots remain fully covered after overtime optimizations, alerting managers to any gaps or conflicts that require manual resolution.

Acceptance Criteria
Post-Optimization Slot Coverage Verification
Given a finalized schedule after overtime optimization, when the system runs the Coverage Assurance Validator, then it confirms each time slot has at least one assigned staff member or flags uncovered slots.
Conflict Detection in Adjusted Shifts
Given adjusted shifts to minimize overtime, when there are overlapping assignments for a single staff member, then the Validator detects and reports all conflicting entries.
Notification for Coverage Gaps
Given uncovered slots identified by the Validator, when validation completes, then the system generates and sends an alert to the manager listing each uncovered time slot with date and shift details.
Compliance Rule Enforcement
Given state labor law constraints and maximum daily hours per employee, when final validation runs, then any violations of labor rules are flagged and detailed in the validation report.
Performance under Large Schedules
Given a draft schedule containing over 100 shifts, when the Coverage Assurance Validator executes, then it completes validation within 10 seconds and returns a summary report.

Cost-Conscious Swap

Analyzes availability and cost rates to propose shift swap combinations that lower total labor spend. Maintains staffing levels and skill requirements by recommending moves that yield the greatest budget savings.

Requirements

Cost Data Integration
"As a product manager, I want the shift scheduling tool to automatically sync staff cost rates so that swap optimization uses accurate, current labor cost data."
Description

Integrate staff cost rate data from payroll systems and timesheets, including base pay, overtime rates, and allowances. Ensure data is normalized, validated, and updated in real time via APIs or manual entry, with error handling and reconciliation logs. Provides accurate cost inputs for swap calculations.

Acceptance Criteria
Payroll API Integration
Given valid payroll system credentials When the system sends an API request Then cost rate data (base pay, overtime rates, allowances) is retrieved, normalized to the internal data schema, and stored within 30 seconds without data loss or format errors.
Manual Cost Data Entry
When a manager uploads a cost rate CSV file Then the system parses and validates each record against the required fields and formats And displays errors for invalid entries while successfully importing valid records.
Cost Rate Data Validation
Given new cost data entries When any rate falls outside predefined pay bands Then the system flags the entries, logs the discrepancy with details, and prevents erroneous data from being used in calculations until corrected.
Real-Time Cost Update
When payroll or timesheet data is modified Then the system automatically updates cost rate information in Swap module within 5 minutes And reflects updated rates in subsequent swap recommendations.
Error Handling and Reconciliation Logging
Given any API failures or data inconsistencies When integration errors occur Then the system generates a reconciliation log entry with timestamp, record ID, error type, And sends an alert notification to the administrator.
Swap Optimization Engine
"As a store manager, I want the system to propose shift swaps that lower labor costs while meeting compliance so that I can reduce my wage budget without understaffing."
Description

Develop an algorithm that analyzes staff availability, qualifications, and individual cost rates to identify swap combinations that maintain required coverage and minimize total labor spend. The engine must honor compliance rules, skill requirements, and run efficiently for typical roster sizes.

Acceptance Criteria
Cost-Optimized Swap Suggestion
Given a roster where two staff members with overlapping shift availability and different cost rates exist, When the manager initiates the swap optimization, Then the engine recommends a swap that decreases total labor spend by at least the cost rate difference between the two staff without creating any coverage gaps.
Skill Coverage Preservation
Given required skill coverage levels for each shift, When the swap optimization engine generates swap options, Then every recommended swap must maintain or improve the original skill coverage levels for all shifts.
Compliance Rule Enforcement
Given defined compliance rules (e.g., maximum weekly hours, mandatory breaks, rest periods), When swap combinations are proposed, Then none of the suggested swaps violate any of the compliance constraints.
High-Volume Roster Efficiency
Given a roster of up to 100 shifts and 50 staff members, When the swap optimization engine is executed, Then it returns a complete set of optimized swap recommendations in under 5 seconds.
No Valid Swap Handling
Given a roster where any swap would either increase costs or breach coverage/constraints, When the swap optimization is performed, Then the system returns a clear ‘No swaps available’ message within 2 seconds.
Swap Suggestion UI
"As an operations manager, I want to see suggested swap options with clear cost savings details so that I can quickly decide which swaps to apply."
Description

Create an interface that displays recommended shift swaps with clear indicators of potential cost savings, skill matches, and compliance status. Include filtering and sorting by savings amount, and provide one-click apply and rollback features for seamless decision-making.

Acceptance Criteria
Viewing Recommended Swaps
Given the manager opens the Swap Suggestion UI When swap recommendations are available Then the UI lists each swap with employee names, original and proposed shifts, calculated cost savings, skill match badges, and compliance status icons.
Filtering Swap Suggestions by Savings Threshold
Given the manager sets a minimum savings filter When the filter value is applied Then only swap recommendations meeting or exceeding the specified cost savings threshold are displayed.
Sorting Swap Suggestions by Savings
Given multiple swap recommendations are listed When the manager selects ascending or descending sort by savings Then the UI reorders the list accordingly.
Applying a Swap with One Click
Given a recommended swap is visible When the manager clicks the apply button for that swap Then the system confirms the swap, updates the schedule in real time, and displays a success notification.
Rolling Back an Applied Swap
Given a swap has been applied When the manager clicks the rollback button for that swap Then the system reverts the schedule to its previous state and displays a rollback confirmation message.
Budget Impact Dashboard
"As a regional manager, I want to view a dashboard of labor cost savings from swaps so that I can evaluate the financial impact and optimize scheduling policies."
Description

Build a dashboard showing projected labor spend before and after applying swaps, total and per-department savings, and historical trends. Enable interactive visualizations for tracking cost reduction over time and identifying high-impact scheduling patterns.

Acceptance Criteria
Projected vs Actual Spend Visualization
Given a manager selects a date range on the dashboard When the dashboard loads Then it displays projected labor spend before swaps and estimated spend after swaps side by side, with numerical values and percentage savings clearly labeled
Departmental Savings Breakdown
Given a manager views the departmental summary section When swaps are applied Then the dashboard lists each department with pre-swap spend, post-swap spend, and calculated savings, and allows sorting by highest to lowest savings
Historical Cost Reduction Trend
Given a manager navigates to the trends tab When a time interval (week, month, quarter) is selected Then a line chart shows historical pre-swap and post-swap spend over time, with data points clickable to reveal exact spend values and savings for that period
Interactive Chart Drill-Down
Given a manager clicks on any data point or bar in the spend charts When the click is registered Then the dashboard expands to show detailed swap-level data including staff involved, hours swapped, and cost impact for that entry
High-Impact Swap Pattern Identification
Given a manager filters for top cost-saving swaps When the filter is applied Then the dashboard highlights swap patterns that yield the highest savings, displays average savings per swap type, and provides recommendations for similar future swaps
Manual Override and Approval Workflow
"As a scheduling supervisor, I want to manually review and approve swap recommendations so that I can ensure quality control and handle special cases."
Description

Implement functionality that allows managers to review, edit, or reject suggested swaps with configurable approval workflows for high-impact changes. Capture override reasons and require secondary approvals for exceptions, ensuring accountability and control.

Acceptance Criteria
Manager reviews suggested swap
Given a cost-saving swap suggestion is displayed to the manager When the manager edits or rejects the suggestion Then an override reason must be captured and saved
Secondary approval for high-impact swap overrides
Given an override changes total labor cost by more than 20% When the manager submits the override Then a secondary approval request is generated and the designated approver is notified
Configurable approval workflow execution
Given a swap override requiring a multi-step approval workflow When the override is submitted Then the system routes the request to the configured approvers in the defined sequence
Audit trail for override actions
Given any override or rejection action is performed When the action is completed Then the system logs the action with timestamp, user ID, and override reason in the audit trail
Rejection of swap suggestions
Given a swap suggestion in the pending list When the manager rejects the suggestion Then the suggestion is removed from the pending list and the rejection reason is recorded

Auto-Balance

Offers a one-click solution to apply approved budget-friendly adjustments—such as trimming or shifting hours—across the entire schedule. Ensures final rosters align with budget targets instantly, eliminating manual tweaks.

Requirements

Budget Parameter Configuration
"As a store manager, I want to set budget constraints for labor costs so that the auto-balanced schedule aligns with our financial targets and prevents overspending."
Description

Enable managers to define and adjust budget constraints—such as total labor cost, maximum hours per employee, and department-specific spending limits—within the Auto-Balance feature. This configuration ensures that the auto-generated schedule adheres to financial targets and staffing policies. Managers can save multiple budget profiles, apply them to any schedule, and receive real-time validation against compliance rules and alerts for potential breaches.

Acceptance Criteria
Create New Budget Profile
Given the manager navigates to the Budget Profiles page and selects 'New Profile', When they enter a unique profile name, total labor cost limit, maximum hours per employee, and at least one department spending limit with valid numeric values, and click 'Save', Then the system creates the new budget profile, displays it immediately in the profiles list, and persists the settings in the database.
Apply Budget Profile to Schedule
Given the manager is editing a schedule and has at least one saved budget profile available, When they select a profile from the budget dropdown and click 'Apply', Then the Auto-Balance engine runs using the selected profile's constraints, updates the roster to comply with the profile, and displays a confirmation message.
Edit Existing Budget Profile
Given the manager is on the Budget Profiles page and sees an existing profile, When they choose 'Edit' for that profile, modify one or more parameters (e.g., department limit or total labor cost), and click 'Save', Then the system updates the profile's settings, replaces the old values, and the changes reflect in subsequent auto-balance operations.
Real-Time Budget Validation
Given the manager is adjusting budget parameters in a profile form, When they input values that violate compliance rules (e.g., total labor cost exceeds max allowed or max hours per employee below minimum threshold), Then the system highlights the invalid fields, displays contextual error messages, and disables the 'Save' button until all inputs are valid.
Budget Breach Alert Notification
Given the manager has applied a budget profile and runs the Auto-Balance engine, When the resulting schedule exceeds any defined spending limit, Then the system displays a real-time alert indicating which constraint was breached, and provides options to adjust parameters or proceed with manual override.
One-Click Auto Balance Execution
"As a scheduling coordinator, I want a one-click balance button so that I can quickly align the roster with budget constraints without manual editing."
Description

Provide a single-action control that triggers the Auto-Balance engine to apply approved adjustments across the entire schedule. Upon activation, the system recalculates staff hours—trimming, shifting, or reassigning shifts as needed—to meet the defined budget profile instantly. The feature displays progress indicators, notifications upon completion, and logs of each change made for transparency.

Acceptance Criteria
Trigger Auto-Balance Action
Given the manager is on the schedule page and clicks the 'Auto-Balance' button When the system processes adjustments Then the updated schedule appears within 10 seconds without requiring a page refresh.
Progress Indicator Display
Given auto-balance is in progress When recalculations run Then a progress indicator displays percentage completion and estimated time remaining, updating at least every second.
Completion Notification
Given auto-balance completes successfully When the process finishes Then a success notification pops up displaying the total hours adjusted and confirmation that the schedule meets budget targets.
Error Notification and Retry Option
Given auto-balance fails due to conflicting constraints When processing ends Then an error notification appears with a clear message and an option to retry the auto-balance operation.
Budget Compliance Verification
Given auto-balance applies changes When reviewing the updated schedule Then total labor cost is within 1% of the defined budget profile.
Change Log Generation
Given auto-balance applies changes When the process concludes Then an audit log entry is created for each change, capturing employee ID, original shift, new shift, timestamp, and action type, accessible in the 'Change Log' section and exportable as CSV.
Visual Budget Impact Preview
"As a district manager, I want to see a visual before-and-after comparison of budget changes so that I can confidently approve the auto-balanced schedule."
Description

Offer an interactive preview panel that displays before-and-after budget metrics—such as total labor cost, variance from target, and individual department spend—prior to committing Auto-Balance changes. The preview highlights proposed adjustments on the schedule grid, enabling managers to approve or tweak the suggestions before finalizing the roster, reducing the risk of unexpected budget overruns.

Acceptance Criteria
Total Labor Cost Preview Accuracy
Given a proposed Auto-Balance adjustment is generated, when the preview panel is displayed, then the panel must show both the original total labor cost and the adjusted total labor cost, and the difference must equal the sum of all individual shift cost changes.
Budget Variance Highlighting
Given a target budget is set, when viewing the preview, then the panel must display the variance from target before and after adjustments, highlighting any overages in red and underages in green.
Department Spend Comparison
Given departmental budgets are defined, when the preview is shown, then it must list each department’s spend before and after Auto-Balance, and clearly indicate any department exceeding its budget.
Schedule Grid Adjustment Highlight
Given suggested shift changes, when the schedule grid renders the preview, then all affected shifts must be visually highlighted with tooltips indicating original and new hours.
Manager Interaction with Preview
Given the preview panel is open, when the manager tweaks a suggested shift or approves changes, then the adjustment metrics on the panel must update in real time and reflect the new projected totals.
Conflict Resolution Rules
"As a compliance officer, I want the auto-balance engine to honor conflict resolution rules so that the schedule remains compliant with labor laws and internal policies."
Description

Implement a set of configurable rules that resolve scheduling conflicts—such as minimum shift lengths, required rest periods, and skill coverage—during the Auto-Balance process. The system evaluates each proposed adjustment against these rules, automatically prioritizes higher-importance constraints, and provides warnings or alternative suggestions if a conflict cannot be fully resolved within budget.

Acceptance Criteria
Enforce Minimum Shift Length
Given a minimum shift length of 4 hours is configured, When Auto-Balance attempts to shorten any shift below 4 hours, Then the system must reject the adjustment and maintain the shift at the minimum length.
Maintain Required Rest Periods
Given a required rest period of 12 hours between shifts, When Auto-Balance generates back-to-back shifts for an employee with less than 12 hours between them, Then the system must adjust shift start or end times or reassign one shift to ensure at least 12 hours of rest.
Ensure Skill Coverage
Given each shift requires at least one employee with a specific skill, When Auto-Balance proposes a schedule lacking the required skill coverage, Then the system must flag the conflict and automatically assign a qualified employee or prompt the manager for manual assignment.
Prioritize High-Importance Constraints
Given multiple scheduling constraints with defined priority levels, When conflicts arise during Auto-Balance, Then the system must apply higher-priority constraints first, log all decisions, and only relax lower-priority constraints if higher-priority ones are satisfied.
Provide Alternative Suggestions on Unresolvable Conflicts
Given a scheduling conflict that cannot be resolved within the configured budget limits, When Auto-Balance fails to meet all constraints, Then the system must present at least two alternative adjustment options and display a warning summarizing remaining conflicts.
Audit Trail & Rollback
"As an HR administrator, I want an audit trail and rollback option so that I can review changes and revert them if the auto-balance results are unsatisfactory or incorrect."
Description

Maintain a detailed audit log of all changes made by the Auto-Balance feature, including timestamps, affected shifts, original and adjusted hours, and the user who initiated the process. Provide a rollback function that allows managers to revert the schedule to its previous state in one action, ensuring accountability and enabling quick recovery from unintended adjustments.

Acceptance Criteria
Audit Log Entry Creation
Given a manager applies Auto-Balance to a schedule, when the process completes successfully, then the system shall record an audit log entry including timestamp, user ID, original hours, adjusted hours, and affected shift IDs.
Schedule Rollback Execution
Given an existing schedule has been modified by Auto-Balance, when a manager initiates a rollback, then the schedule returns to its exact pre-adjustment state and a rollback audit entry is logged.
Audit Log Retrieval by Filters
Given multiple audit entries exist, when a manager filters audit logs by user, date range, or shift ID, then the system displays only the entries matching the selected filters.
Audit Log Data Integrity
Given an audit log entry exists, when viewing or exporting audit logs, then all recorded fields (timestamp, user, original hours, adjusted hours, shift IDs) are accurate and unaltered.
Audit Log Export Capability
Given a manager requests export of audit logs for a specified period, when the export is executed, then the system generates a CSV file containing all relevant audit entries with correct field mappings.

Budget Snapshot

Delivers a concise visual overview of draft schedule expenses against budget thresholds, broken down by location, role, and time period. Highlights hotspots and underutilization at a glance, so managers can quickly spot and address budget variances.

Requirements

Shift Expense Data Aggregation
"As a manager, I want the system to automatically compile and update total schedule costs in real time so that I can see up-to-date expense figures without manual calculations."
Description

The system must aggregate draft schedule expense data including wages, hours worked, breaks, overtime, and benefits across all scheduled shifts in real time. This involves pulling data from the scheduling engine, applying pay rates, calculating total costs per shift, and updating expense totals whenever changes occur. Accurate and up-to-date expense information serves as the foundation for the Budget Snapshot feature and integrates with both the scheduling and payroll modules to ensure consistency across the product.

Acceptance Criteria
Draft Schedule Load Expense Summary
Given a draft schedule is loaded, when the expense summary panel is displayed, then total wages, hours worked, breaks, overtime, and benefits for all scheduled shifts are aggregated and displayed accurately.
Shift Modification Trigger Recalculation
Given a manager modifies a shift’s start or end time, when the updated shift is saved, then the expense totals recalculate and update the summary within 2 seconds to reflect the new cost.
Pay Rate Change Impact
Given that a pay rate for a role is updated, when the draft schedule is viewed or refreshed, then all affected shifts’ costs reflect the new pay rate and the overall expense summary updates accordingly.
Overtime and Break Calculation Accuracy
Given shifts include overtime hours or unpaid breaks, when calculating expenses, then overtime is paid at the correct rate multiplier and break durations are excluded from paid hours in the expense aggregation.
Data Sync with Payroll Module
Given the aggregated expense data is final, when syncing with the payroll module, then the payroll system receives matching expense totals for wages, hours, overtime, and benefits with no discrepancies.
Visual Budget Overview Dashboard
"As a manager, I want to view a clear visual overview of my schedule expenses against budgets so that I can quickly identify and address variances."
Description

Provide a concise, interactive dashboard that displays total draft schedule expenses against predefined budget thresholds. The dashboard will feature visual elements such as bar graphs, heatmaps, and trend lines to represent costs by location, role, and time period. Users can quickly identify overspending hotspots, underutilized slots, and budget variances at a glance. This requirement integrates with the data aggregation engine to ensure visualizations reflect live data.

Acceptance Criteria
Dashboard Loads Total Expenses vs Budget Thresholds
Given a manager opens the Budget Snapshot dashboard,When the draft schedule data is retrieved,Then the dashboard displays total expenses and budget thresholds that exactly match values from the data aggregation engine.
Location-Based Expense Heatmap Highlights Overspending
Given the budget dashboard is displayed,When a location exceeds its budget threshold,Then the heatmap highlights that location in red and displays the overspent amount.
Role and Time Period Filters Update Visualizations
Given the manager selects a specific role or time period filter,When the filter is applied,Then all dashboard visualizations refresh to reflect expenses and budget comparisons for the selected role or time period.
Trend Line Reflects Historical vs Current Expenses
Given the trend line visualization is visible,When current draft schedule expenses are compared to historical data,Then the trend line accurately shows both current and historical expense values over time.
Real-Time Data Synchronization with Draft Schedule Changes
Given the manager makes changes to the draft schedule,When changes are saved,Then the dashboard updates within 5 seconds to reflect updated expense calculations and budget status.
Budget Threshold Alerts
"As a manager, I want to receive notifications when my schedule costs approach budget limits so that I can adjust staffing before overspending occurs."
Description

Implement dynamic alerts that notify managers when draft schedule expenses approach or exceed budget thresholds. Alerts will appear as visual cues within the dashboard, in-app notifications, and optional email notifications. Managers can customize threshold levels for each location and role, enabling proactive adjustments to staffing before overspending occurs. This requirement ties into both the aggregation engine and the dashboard UI.

Acceptance Criteria
Draft Schedule Expense Approaching Budget Threshold
Given a manager drafts a schedule and the total expenses reach 90% of the predefined budget threshold for a location, when viewing the Budget Snapshot dashboard, then the system displays a visual alert icon next to the affected location.
Draft Schedule Expense Exceeding Budget Threshold
Given schedule expenses exceed the budget threshold, when the manager saves the draft schedule, then the system sends an in-app notification and an optional email alert to the manager detailing the over-budget amount and affected roles.
Custom Threshold Configuration
Given a manager accesses the budget threshold settings, when they set custom threshold values (percentage or absolute) for a location or role within allowed limits, then the system validates, saves the new thresholds, and applies them immediately for future alerts.
Threshold Alert Clearance Upon Adjustment
Given an active threshold alert is displayed for a location, when the manager adjusts the draft schedule to bring expenses below the configured threshold, then the system removes the visual alert and marks the original notification as resolved in the notifications panel.
Optional Email Notification Toggle
Given a manager is customizing notification preferences, when they enable or disable email alerts for budget thresholds, then the system persists the preference and only sends email alerts based on the updated setting.
Filter and Drill-Down Controls
"As a manager, I want to filter expense data by location, role, and date so that I can analyze specific segments of my schedule."
Description

Enable users to filter Budget Snapshot data by location, role, shift time period, and custom date ranges. Provide drill-down capabilities to view detailed cost breakdowns at the individual shift level. Filters should be intuitive, and visualizations should update instantly to reflect selected criteria. This requirement enhances data exploration and integrates directly with the dashboard’s data query layer.

Acceptance Criteria
Filter by Location in Budget Snapshot
Given the Budget Snapshot page is displayed, when a user selects one or more locations from the location filter dropdown, then all visualizations refresh within 1 second to reflect only data from the selected locations.
Filter by Role in Budget Snapshot
Given the Budget Snapshot page is displayed, when a user selects one or more roles from the role filter menu, then the expense breakdown charts and tables update instantly to include only the chosen roles.
Filter by Shift Time Period in Budget Snapshot
Given the Budget Snapshot page is displayed, when a user chooses a predefined shift time period (morning, afternoon, evening) from the time period filter, then all dashboard visuals adjust within 1 second to reflect budget data for the selected time period.
Apply Custom Date Range in Budget Snapshot
Given the Budget Snapshot page is displayed, when a user sets and applies a custom start and end date using the date picker, then all data in charts and tables is filtered to include only shifts within that date range and filters clear correctly when reset.
Drill-Down to Individual Shift Cost Details
Given a user identifies a hotspot on any Budget Snapshot visualization, when they click on a specific chart segment or table row, then a detailed panel appears showing each individual shift’s date, time, staff member, role, and cost breakdown.
Export and Share Budget Reports
"As a manager, I want to export and share my schedule expense reports so that I can communicate budget status with my team and finance."
Description

Allow users to export Budget Snapshot data and visualizations into PDF and CSV formats. Provide customization options for report content and layout, and enable sharing via email directly from the application. This functionality leverages the dashboard’s data structures and ensures managers can easily distribute budget insights to stakeholders.

Acceptance Criteria
Export Budget Snapshot as PDF
Given a manager is viewing the Budget Snapshot dashboard When they click the 'Export' button and select 'PDF' Then the system generates a PDF file containing all visible charts, tables, and budget data according to the selected date range and layout And the PDF download prompt appears within 5 seconds
Export Budget Data as CSV
Given a manager is viewing the Budget Snapshot dashboard When they click the 'Export' button and select 'CSV' Then the system generates a CSV file with all raw budget data rows matching the applied filters (location, role, time period) And the CSV download prompt appears within 3 seconds
Customize Report Layout
Given a manager has selected export options When they choose which sections (charts, tables, comments) to include and select a layout template Then the generated report (PDF or CSV) reflects those layout and content selections exactly
Share Report via Email
Given a manager has generated a report When they enter one or more valid email addresses, add a subject and optional message, and click 'Send' Then the system emails the report as an attachment to all recipients within 10 seconds And displays a confirmation message in the UI
Handle Export Errors Gracefully
Given a manager attempts to export with no available data or invalid parameters When the export action is triggered Then the system prevents file generation and displays an error message explaining the issue And no blank or corrupted file is downloaded

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P

Shiftly Unveils What-If Simulator to Revolutionize Budget-Safe Scheduling

Imagined Press Article

City, State – 2025-06-14 – Shiftly, the leading AI-driven shift scheduling platform for small hospitality and retail managers, today announced the launch of its highly anticipated What-If Simulator feature. This innovative tool enables managers to model multiple scheduling scenarios in real time, assess labor costs, and make data-driven roster adjustments with confidence—eliminating costly guesswork and ensuring schedules remain on budget. Introduction In environments where razor-thin margins and unpredictable demand are daily realities, scheduling decisions carry significant financial risks. Recognizing this challenge, Shiftly’s What-If Simulator provides an intuitive sandbox where managers can experiment with shift assignments, roles, and hours before officially publishing rosters. The result: optimized coverage, balanced labor costs, and greater peace of mind. Feature Overview What-If Simulator delivers a dynamic, interactive interface that instantly forecasts total labor spend based on proposed schedule modifications. Managers can: • Adjust shift start and end times with drag-and-drop accuracy • Reassign roles or swap team members to address skill requirements • View projected overtime and labor-cost variance by shift • Compare multiple scenarios side-by-side • Lock in preferred configurations with a single click By visualizing the financial impact of scheduling choices up front, What-If Simulator empowers users to avoid budget overruns and redundant manual calculations – all within the same platform they already trust for automated shift fills. Key Benefits Reduce Budget Surprises Eliminate fragmented spreadsheet work and last-minute corrections. What-If Simulator projects labor expenses in real time, alerting managers before they exceed budget thresholds. Accelerate Decision-Making Draft, compare, and finalize rosters rapidly. The instant feedback loop lets managers iterate freely, driving schedules to optimal coverage in minutes rather than hours. Enhance Collaboration Share scenario snapshots with regional leads or finance teams. Transparent visuals and cost breakdowns foster cross-departmental buy-in and swift approvals. Drain the Guesswork Managers no longer need to estimate overtime risk or manually tally labor spend. The system flags potential issues and offers corrective suggestions, boosting confidence in published schedules. Customer Quote "What-If Simulator is a game changer for our crews," said Maria Castillo, Owner and Manager of The Coastal Café in Santa Monica. "We used to juggle spreadsheets and hope we didn’t overspend on labor. Now, we can fine-tune shifts in real time and see exactly how each tweak affects our bottom line. It’s streamlined our entire planning process.” Industry Impact According to recent studies, small retailers and hospitality venues spend an average of 6 hours per week on manual schedule adjustments, costing thousands in hidden labor overhead. By automating scenario analysis, What-If Simulator has the potential to save businesses up to 50% of the time currently allocated to roster planning and reduce unplanned labor expenses by 15%. Availability and Pricing What-If Simulator is included in Shiftly’s Advanced and Enterprise plans at no additional cost. Existing subscribers can access the feature immediately via the web dashboard or mobile app. Shiftly is also offering a 30-day free trial for new users who sign up at www.shiftly.com/free-trial by July 31, 2025. About Shiftly Shiftly is the #1 AI-powered shift scheduling solution for small hospitality and retail managers. With its patented auto-fill engine, compliance safeguards, and data-driven insights, Shiftly reduces scheduling time by up to 80%, prevents coverage gaps, and slashes labor costs. Headquartered in City, State, Shiftly serves thousands of stores, restaurants, and bars across North America. Media Contact Emma Rodriguez Head of Public Relations, Shiftly press@shiftly.com (555) 123-4567 ###

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Shiftly Introduces WeatherGuard and Backup Beacon to Eliminate No-Show Risks

Imagined Press Article

City, State – 2025-06-14 – Shiftly, the industry’s leading workforce management platform, today launched two breakthrough no-show mitigation features—WeatherGuard and Backup Beacon. These innovations equip small hospitality and retail managers with predictive insights and instant backup staffing to avoid last-minute coverage gaps driven by weather, unexpected absences, or on-site demands. Background No-shows and last-minute call-outs cost businesses an estimated $3,600 per store each month, according to the Retail Scheduling Institute. Adverse weather events and unpredictable staff availability only compound these losses. To address the challenge head-on, Shiftly’s new WeatherGuard and Backup Beacon features harness AI and real-time data to proactively forecast risks and secure alternative coverage. WeatherGuard: Hyperlocal Forecasting Meets No-Show Prediction WeatherGuard ingests minute-by-minute weather data for each scheduled shift location—rain, snow, extreme heat, or severe storms—and recalibrates no-show risk scores accordingly. Managers can now: • View a 48-hour weather-adjusted risk timeline • Receive alerts when shifts cross predefined risk thresholds • Prioritize coverage for high-risk blocks preemptively “During sudden storms or heatwaves, we’d often be left scrambling for substitutes,” said Omar Nguyen, Manager at Lakeside Grill. “WeatherGuard’s live updates let us know ten hours in advance which shifts need immediate attention. That lead time is priceless.” Backup Beacon: Instant Backup Staff Reservations The new Backup Beacon feature automatically identifies and secures confirmed backup staff the moment a shift’s risk score breaches the manager’s set threshold. Key benefits include: • One-click backup confirmations via push notifications • Tiered backup lists based on skill sets and location proximity • Automated compliance checks to ensure legal working hours “Our store’s no-show rate dropped by 60% within the first month of testing Backup Beacon,” reported Laura Kim, Regional Supervisor for Urban Wear Co. “Knowing that a replacement is already on standby removes so much stress and ensures our customers always find a fully staffed location.” Integrated Workflow WeatherGuard and Backup Beacon seamlessly integrate into Shiftly’s existing Risk Timeline and Fallback Finder views. Managers can toggle weather overlays, track backup confirmations, and see coverage adjustments—all from a unified dashboard or mobile app. Quantifiable Impact Early adopters of the combined WeatherGuard and Backup Beacon toolkit have reported: • 40% reduction in emergency call-outs • 25% decrease in overtime spend • 85% improvement in shift coverage reliability Pricing and Access WeatherGuard and Backup Beacon are bundled in Shiftly’s Pro and Enterprise plans. Current subscribers can enable both features via their dashboard settings. Interested businesses can schedule a personalized demo or start a free 14-day trial at www.shiftly.com/weather-guard. About Shiftly Shiftly’s mission is to simplify workforce management for small hospitality and retail operators. By combining an intelligent auto-fill engine, robust compliance safeguards, and real-time analytics, Shiftly slashes scheduling time by 80% and prevents coverage chaos. The company is headquartered in City, State, and serves over 5,000 locations across North America. Media Contact David Patel Director of Communications, Shiftly media@shiftly.com (555) 987-6543 ###

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Shiftly Elevates Workforce Planning with Forecast Flow’s Two-Week Demand Predictions

Imagined Press Article

City, State – 2025-06-14 – Shiftly, the premier AI-powered scheduling solution for small hospitality and retail managers, today unveiled significant enhancements to its Forecast Flow feature. The upgraded Forecast Flow now delivers reliable two-week demand predictions that empower managers to proactively align staff coverage with anticipated customer footfall and events—reducing last-minute adjustments by up to 50%. Scheduling Challenges in Dynamic Environments Hospitality venues and retail outlets grapple with highly variable demand driven by seasonal peaks, local events, and emerging trends. Manual forecasting often leads to either overstaffing or critical coverage gaps. To remedy this, Shiftly’s Forecast Flow leverages machine learning to analyze historical sales, foot traffic data, and external calendars, offering an intelligent staffing blueprint up to 14 days in advance. Enhanced Forecast Flow Capabilities The latest version of Forecast Flow introduces: 1. Event-Aware Predictions: Auto-import of public holiday, concert, and festival schedules to fine-tune staffing needs around local happenings 2. Granular Role Breakdown: Shift-level forecasts by position (e.g., barista, server, cashier) to ensure the right skill mix 3. Confidence Intervals: Visual indicators showing prediction certainty levels, enabling managers to plan contingency coverage when needed 4. Seamless Roster Integration: One-click application of recommended staffing levels into draft schedules, with real-time labor cost impact analysis Quote from Product Lead “By combining demand forecasting with real scheduling actions, Forecast Flow bridges the gap between insight and execution,” said Priya Shah, VP of Product at Shiftly. “Managers can now trust not only what they’ll need in two weeks, but also deploy rosters instantly—ensuring their teams are ready when customers arrive.” Customer Success Stories • Riverside Boutique, Portland, OR: Utilized Forecast Flow to scale staffing ahead of a citywide street fair, resulting in a 30% increase in sales without adding excess labor spend. • Seaside Bistro, Miami, FL: Reduced last-minute shift changes by 60% during spring break by proactively adjusting schedules based on student tourism forecasts. Operational Advantages Proactive staffing based on reliable data confers multiple benefits: • Cost Efficiency: Up to 20% reduction in unnecessary labor hours • Team Morale: Fewer surprise schedule changes and more predictable shifts • Customer Experience: Consistently optimal coverage improves service speed and satisfaction Access and Pricing Forecast Flow enhancements are available now to all subscribers on Shiftly’s Growth, Pro, and Enterprise plans. New users can test the feature during a free 30-day trial by visiting www.shiftly.com/forecast-flow. About Shiftly Shiftly empowers small hospitality and retail operators with AI-driven scheduling, compliance, and analytics tools. The platform’s patented auto-fill engine builds balanced, conflict-free rosters in seconds while dynamic insights ensure cost control and coverage reliability. Serving over 5,000 businesses across North America, Shiftly is headquartered in City, State. Media Contact Aisha Thompson PR Manager, Shiftly press@shiftly.com (555) 222-3333 ###

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