Staff Shift Coverage Automation - AI Agent Case Study

Staffing requirements can be a tricky situation to manage, and balancing hours with demand when many personalities are involved can be a daunting manual process, especially depending on the industry. FluxAI Agents are here to help by automating shift coverages and resolving scheduling conflicts without the need for employee oversight.

Scheduling Automation Workflow

Today, we are introducing Diamond, a scheduling assistant that automates shift coverages to mitigate scheduling conflicts and optimize staffing levels for every department. Diamond performs instant availability checks to assess shift coverage options while maintaining payroll and hours fulfilled.

Diamond integrates with team databases and scheduling software to facilitate shift coverages when call-offs occur, all the while respecting internal organization scheduling policies like hour caps and union rules. Diamond ensures a clear audit trail for labor compliance and workforce reporting.

How Diamond Works

Step 1: A team member, typically a supervisor, records a staff call-in resulting in an uncovered shift.

Step 2: Diamond ingests the log and instantly queries the organization's staff database to compare employee availability and see how the shift can be covered.

Step 3: Diamond then distills employee availability to identify the most relevant staff, based on qualifications and scheduling, to cover the shift. Candidates are matched based on their certifications and availability for the uncovered shift.

Step 4: Diamond communicates with candidates via text, automatically sending out SMS offers for the uncovered shift in priority order until it is filled.

Step 5: An employee accepts the offer to cover the shift; this step involves an interaction between a human and the intelligent workflow, where an employee's response triggers the next step in the automation.

Step 6: As the shift is covered, Diamond then goes back into the organization's scheduling software to update the changes and notify stakeholders of the staffing adjustment.

Step 7: Lastly, Diamond integrates staffing adjustments with payroll systems, syncing shift coverages with differentials to ensure hours worked for a staffer within the employee database are updated to reflect the shift coverage.

Application

Now, let's imagine a scenario where Diamond's workflow would be beneficial to an employer. Picture this: it's flu season, and multiple ICU night-shift nurses call in sick across two hospital units.

Diamond logs these events and immediately weighs the call-ins against other nurse schedules in the hospital database. She gauges availability and proposes cross-coverage that aligns with ICU floating rules and maximum workable hours.

Upon finding employees with the necessary skills and availability for shift coverage, Diamond initiates SMS outreach, effectively filling the shifts within minutes. The coverages are also logged into the database, and the schedule updates, alerting supervisors to the filled ICU night shifts.

HR can see updates immediately, and the new schedule adjustments are automatically integrated with payroll. Diamond solved the problem without risking overtime spikes or agency backfill.

Conclusion

Hire Diamond as an intelligent workflow to deliver rapid shift coverage with full traceability that aligns with internal scheduling policies. Automated shift coverage results in less overtime and reduced overhead when arranging a fill-in.

Diamond enables admin teams to focus on service delivery, rather than addressing scheduling adjustments. Adopting this automated scheduling workflow will directly translate to time saved, more shifts worked, and a higher threshold for organizational productivity. Reach out and explore all of the FluxAI agent workflows today!