Fill an open shift without double-booking
Maito offers an open shift to eligible staff, reserves it on the first yes and stops the other offers.
Operations · Restaurants · When something happens · Updated
Works with
- Slack
- Airtable
- Microsoft 365
- Gmail
- Superhuman Mail
Slack
Airtable
Microsoft 365
Gmail
Superhuman MailHow do you fill an open shift without double-booking?
To fill an open shift without double-booking, tell Maito who called out. It reads the availability sheet and certification dates, leaves out anyone who would hit overtime or isn't certified, ranks the rest and drafts text offers. When someone says yes, it tells the others and asks you to approve the roster.
How it's done today
The manager texts several people and risks two people showing up.
What Maito does
- Find staff who are free and allowed to work the shift
- Draft the offer texts
- Reserve the shift on the first yes
- Tell the others it is filled
Example
Loop run: Call-out posted · Kai, Saturday 4 PM to 11 PM
Kai called out of Saturday's dinner line shift (4:00 to 11:00 PM). 4 people are eligible. • Jun: 22 h this week, free • Teo: 28 h, free • Bree: 31 h, free Left out: Nadia would reach 43 h, which is overtime. Sol's food-handler card expired Oct 12. Catch: Bree is free, but she closed Friday and the schedule gives her under 10 hours between shifts, so I put her last. From the availability sheet and certification dates. Offer texts are drafted for Jun and Teo.
@Maito Send to Jun and Teo together. First yes gets it. Keep Bree in reserve.
Jun said yes at 5:46 PM. I told Teo the shift is covered. Please approve the schedule change and I'll post the updated roster.
Maito (5:35 PM):
Kai called out of Saturday's dinner line shift (4:00 to 11:00 PM). 4 people are eligible.
• Jun: 22 h this week, free
• Teo: 28 h, free
• Bree: 31 h, free
Left out: Nadia would reach 43 h, which is overtime. Sol's food-handler card expired Oct 12.
Catch: Bree is free, but she closed Friday and the schedule gives her under 10 hours between shifts, so I put her last.
From the availability sheet and certification dates. Offer texts are drafted for Jun and Teo.
Maya (5:41 PM):
Send to Jun and Teo together. First yes gets it. Keep Bree in reserve.
Maito (5:48 PM):
Jun said yes at 5:46 PM. I told Teo the shift is covered. Please approve the schedule change and I'll post the updated roster.
How to set it up
- Ask your agent
“When I post a call-out in #schedule, find who is free and qualified, draft offer texts and wait for my OK before sending.”
- Connect SMS
- Twilio
- Connect spreadsheet
- Airtable
- Microsoft 365
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It only knows availability someone recorded. A swap agreed outside the sheet won't be counted.
Questions
Offers are drafted first. After you approve, Maito sends them through Twilio and reports who replies.
In your spreadsheet, such as Airtable or Microsoft 365, and email for replies.
No. It asks for your approval, then posts the updated roster.
