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Shift Swap Coordinator · Hospitality & Events

Shift swaps sorted in Slack, checked against your rules

When staff ask to swap a shift in Slack, AI checks roles, hours, rest gaps and clashes against your rota. The manager approves every swap, and it's logged for payroll.

Available now $89 one-time · never renewsIncluded in Enterprise
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Free account to start. Buying and running live need a paid plan.

  • Starts from an event in a connected app
  • 2 AI steps
  • A person approves before it acts
  • About 25 min to set up

Sound familiar?

The job, before and after this agent.

What it feels like today

  • “Swap requests come through DMs, texts and the group chat, and I lose track.”
  • “I approve a swap, then realize someone just hit overtime or has no rest between shifts.”
  • “At payroll time nobody remembers who actually worked what.”

What you get with the agent

  • Reads each message in your shift-swaps channel and works out who's giving which shift to whom.
  • Finds the shift on your rota and both people on your staff list, then checks role match, weekly hours (with the math), rest gaps, clashes and notice.
  • Asks in the thread when details are missing, instead of guessing.
  • The manager approves or declines every swap; approved ones are confirmed in the thread and logged to your Swaps sheet.

Before

“Can Jordan take my Saturday close?” You dig out the rota, count Jordan's hours on your phone, and miss that he opens Sunday at 7.

After

The request is checked in the thread: same role, 38 hours after the swap, a 9-hour rest gap flagged against your 10-hour rule. You decide with the facts in front of you.

How it works

The whole workflow, step by step.

When someone posts in your shift-swaps Slack channel (“can @Jordan take my Saturday close?”), AI reads who gives which shift to whom, finds the shift on your rota sheet and both people on your staff list, and checks role match, weekly hours (with the arithmetic), rest between shifts, clashes and notice against your rules. Missing details are asked for in the thread. Every swap waits for the manager's approval; approved swaps are confirmed in the thread and logged to a Swaps sheet, declined ones get a kind reply. It never edits the rota — the manager does. Works for any shift-based team on Slack: restaurants, retail, care, venues.

  1. TriggerNew message in #shift-swaps
  2. AI stepRead the swap request
  3. LogicA swap request?
    • Not a swap:Not a swap
    • Swap request:Let them know it's being checked
  4. OutputNot a swap
  5. App callLet them know it's being checked
  6. App callRead the rota
  7. App callRead the staff list
  8. LogicWork out the shift date
  9. AI stepCheck the swap against the rota and your rules
  10. LogicEnough to decide?
    • Needs details:Ask for the missing details
    • Ready:Manager approves the swap
  11. App callAsk for the missing details
  12. OutputAsked for details
  13. Human approvalManager approves the swap
    • Approved:Confirm in the thread
    • Declined:Tell them it wasn't approved
  14. App callConfirm in the thread
  15. App callLog the swap
  16. OutputSwap approved and logged
  17. App callTell them it wasn't approved
  18. OutputDeclined

This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.

  1. Step 1New message in #shift-swapsStarts within seconds of each new message in your shift-swaps channel (delivered by Slack; the app's own messages and thread replies don't start it).
  2. Step 2Read the swap requestAI works out whether the message is a swap request and, if so, who is giving up which shift and who is covering it.
  3. Step 3A swap request?Messages that aren't swap requests are left alone.
  4. Step 4Not a swapOrdinary chat in the channel: nothing posted.
  5. Step 5Let them know it's being checkedReplies in the message's thread that the swap is being checked against the rota and sent to the manager.
  6. Step 6Read the rotaReads your rota sheet: one row per shift (date, start, end, role, person).
  7. Step 7Read the staff listReads your staff list: name, Slack user id, roles they can work and contracted hours.
  8. Step 8Work out the shift dateIn code, not AI: how many days from today the shift is, and its weekday (for the notice check), in the trigger's time zone. It never stops the request.
  9. Step 9Check the swap against the rota and your rulesAI finds the shift on the rota, matches both people on the staff list, and checks role, weekly hours, rest between shifts and clashes against your rules. Problems are flagged for the manager; missing details are asked for in the thread.
  10. Step 10Enough to decide?When the shift, requester or cover can't be pinned down, the agent asks in the thread instead of bothering the manager.
  11. Step 11Ask for the missing detailsReplies in the thread asking for exactly what's missing (who covers, which shift).
  12. Step 12Asked for detailsThe question posted in the thread is in the run history. A new message in the channel starts a new check.
  13. Step 13Manager approves the swapThe swap, with every check (role, hours, rest, clashes, notice), waits in Reviews for the manager to approve or decline.
  14. Step 14Confirm in the threadPosts the manager's approval in the request's thread, mentioning both people.
  15. Step 15Log the swapAdds the approved swap to your Swaps sheet (date, time, role, from, to, checks), so the manager can update the rota and payroll can see it.
  16. Step 16Swap approved and loggedConfirmed in Slack and logged; the manager updates the rota.
  17. Step 17Tell them it wasn't approvedPosts a kind note in the thread asking the requester to speak to the manager.
  18. Step 18DeclinedThe manager declined; the requester was told in the thread.

Example run

What goes in, and what comes out.

Example with fictional data

Comes in

Slack post (fictional): “@Priya can you take my Thursday 4–11 server shift?” from Alex.

The agent produces

Thread reply: shift found, both are servers, Priya's week goes from 28 to 35 hours (under her 40 max), no clash, rest gap fine. Waiting for the manager's approval.

What you need

Everything it takes to run it.

About 25 minutes from purchase to live. A checklist above the canvas takes you through each step.

Plan

Included in Enterprise; on other paid plans it's $89 once. Agents run live on paid plans, from Basic ($39/mo).

Your AI key

Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.

Apps

Checklist

  • A paid plan (agents run live on paid plans).
  • An AI provider key (Settings → AI Providers).
  • Slack and Google Sheets, connected in Settings → Integrations, with the app invited to your shift-swaps channel.
  • A rota sheet (one row per shift) and a staff list with each person's Slack ID, roles and max hours.

Setup, about 25 minutes

  1. Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
  2. Connect Slack. Connect your Slack workspace (Settings → Integrations → Slack) and invite the app to your shift-swaps channel.
  3. Connect Google Sheets. Connect the Google account that can open your rota (Settings → Integrations → Google Sheets).
  4. Pick your shift-swaps channel. Open the trigger, pick your Slack account and the channel.
  5. Pick your Slack account in each reply. Open the four Slack reply steps and pick your account.
  6. Describe your swap rules. Open “Check the swap against the rota and your rules” and replace the placeholder.
  7. Pick your rota, staff list and Swaps log. Open “Read the rota”, “Read the staff list” and “Log the swap” and pick the account, spreadsheet and tab for each.
  8. Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
  9. Switch the trigger on. Open the trigger and click “Activate app trigger”: new messages in the channel start a run within seconds.

Is it a fit?

Who it's for, and what it won't do.

Built for

  • Restaurant and bar managers
  • Retail store managers
  • Venue, events and warehouse supervisors
  • Care teams scheduling shifts on Slack

What it doesn't do

  • It doesn't edit the rota: the manager updates it, and the swap is logged to your Swaps sheet.
  • It never approves a swap itself; every swap waits for the manager.
  • It doesn't handle pay, overtime approval or time-off requests.
  • Its checks are only as good as the rota and staff list in your sheet.

We list the limits up front so you can decide before you buy.

Price

$89 one-time

Per workspace. It never renews.

Available now
  • Included at no extra cost on Enterprise.
  • Buying and running it live need a paid plan, from Basic ($39/mo).
  • Dry Run costs nothing: simulated AI and app calls, nothing sent.
  • AI usage is billed by your own provider, at cost. No AI credits to buy from us.
Get this agent See how it works

One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy

FAQ

Questions about Shift Swap Coordinator.

Will it approve swaps on its own?

Never. Every swap waits for the manager. Its checks are only as good as your rota and staff list, and it shows its arithmetic so you can see how it decided. Try it with Dry Run first.

Does it change the rota?

No. The manager updates the rota; the agent confirms the swap in Slack and logs it to your Swaps sheet.

How long does setup take?

About 25 minutes: connect Slack and Google Sheets, write your swap rules, and pick your rota, staff list and Swaps log.

Is it worth paying for?

It's a one-time purchase that never renews, set against chasing swap details across messages and checking hours by hand. You need a paid plan and your own AI key; Dry Run is free.

What should the sheets look like?

Rota: one row per shift with Date, Start, End, Role and Name. Staff list: Name, Slack ID, Roles and Max hours per week. Swaps: any empty tab — each approved swap is added as a row.

Only restaurants?

No. Any shift-based team on Slack works: retail, care, venues, events, warehouses.

Is this a subscription?

No. Shift Swap Coordinator is a one-time purchase of $89 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.

Can I test it before it touches real data?

Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.

Put Shift Swap Coordinator to work.

Free account, no credit card. Your Agents page opens with Shift Swap Coordinator ready to buy and set up, then Dry Run it before it goes live.

Get this agent See how it works