ShiftSync: AI-Powered Workforce Scheduling Tool
AI Integration / Web Application
Project Overview
A smart workforce scheduling tool for multi-location retail that uses an LLM to parse natural language scheduling requests, combined with constraint-solving logic to generate conflict-free rotas automatically.
Client: Concept Build — RetailOps Ltd
Duration: 8 weeks
The Challenge
Managers at five retail locations spent 4–6 hours weekly building shift rotas manually in spreadsheets, frequently producing conflicts — double-booked staff, missed coverage gaps, and compliance violations around working hour limits.
Our Solution
Managers describe scheduling requirements in plain English ('I need three staff on Saturday, no one who worked a double shift Friday'). GPT-4o parses the natural language request and extracts structured constraints. A Python constraint-solving layer generates a conflict-free rota that respects availability, working hour rules, and role requirements. The React interface lets managers review, tweak, and publish the rota. Published schedules sync to Google Calendar for all affected staff automatically. Redis caches frequently accessed availability data; GitHub Actions runs end-to-end scheduling tests on every PR.
Results
- Rota creation time reduced from 4–6 hours to under 20 minutes per week
- Scheduling conflicts eliminated through automated constraint validation
- Google Calendar sync meant staff received shift updates without separate notification
- Working hour compliance violations dropped to zero after deployment
Client Testimonial
"Alicorn built the LiteCloud practice management platform for us — it handles our entire client workflow, task tracking and reporting. It has been running in production for over 8 months and the team has been responsive throughout. The co-founders are directly involved, which makes a real difference."
Lee Phillips
Digital Data Lead, Twinings Ovaltine
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