Weekly staff shift schedules
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Use this when the user already has a work schedule and wants it checked against scheduling rules: "check this schedule", "does anyone have a clopening", "is anyone over 40 hours", "fix this schedule, Sam cannot work Mondays". Takes the shifts with the people on them (typed, or an attached schedule CSV/XLSX grid or list) plus optional staff rules (roles, max hours, unavailable days) and reports each problem it finds: overlapping or double-booked shifts, less rest than the rule between shifts, too many shifts per day or days in a row, over max hours or overtime, wrong role, unavailable times, and shifts below headcount. Returns hours per person and a PDF, Excel and per-employee calendar files of the checked schedule. Does not change the schedule itself (generate_shift_schedule builds a corrected one) and does not give legal advice on scheduling laws.
Optional staff rules to check against (roles, max hours, unavailable days), same format as generate_shift_schedule, e.g. [{"name":"Sam","unavailable":["Mon"]}].
The business's time zone, IANA or US name, e.g. "America/Chicago", "Pacific". Default America/New_York. Used for daylight-saving weeks and calendar files.
First day of the week to schedule, e.g. "2026-10-05". Default: next Monday. Dates pin calendar files and daylight-saving weeks to real hours.
The schedule to check, one item per shift with its people, e.g. [{"day":"Fri","start":"16:00","end":"23:00","staff":["Sam"]},{"day":"Sat","start":"07:00","end":"15:00","staff":["Sam"]}].
Optional name printed on the PDF, e.g. "Blue Door Cafe".
Optional existing schedule the user attached (CSV or .xlsx): a grid with a Name column and day columns (Mon..Sun) holding "07:00-15:00 cook" or "off", or a list with Employee, Day, Start, End, Role columns, e.g. week41.xlsx.
false (default): nobody is scheduled past overtime_after_hours. true: overtime is allowed when needed for coverage, kept as low as possible, and flagged.
Minimum hours off between two shifts of the same person (the "clopening" rule), default 10, e.g. 8 or 11. 0 only blocks overlaps.
Default shifts per person per day, default 1. Use 2 to allow split shifts (same-day shifts need no rest gap, only no overlap).
Most days in a row anyone may work in this week, default 6, e.g. 5.
Weekly hours after which time counts as overtime, default 40 (US federal FLSA workweek), e.g. 40. 0 turns overtime tracking off.
Use this when the user already has a work schedule and wants it checked against scheduling rules: "check this schedule", "does anyone have a clopening", "is anyone over 40 hours", "fix this schedule, Sam cannot work Mondays". Takes the shifts with the people on them (typed, or an attached schedule CSV/XLSX grid or list) plus optional staff rules (roles, max hours, unavailable days) and reports each problem it finds: overlapping or double-booked shifts, less rest than the rule between shifts, too many shifts per day or days in a row, over max hours or overtime, wrong role, unavailable times, and shifts below headcount. Returns hours per person and a PDF, Excel and per-employee calendar files of the checked schedule. Does not change the schedule itself (generate_shift_schedule builds a corrected one) and does not give legal advice on scheduling laws.
| Argument | Type | Description |
|---|---|---|
| staff | array | Optional staff rules to check against (roles, max hours, unavailable days), same format as generate_shift_schedule, e.g. [{"name":"Sam","unavailable":["Mon"]}]. |
| time_zone | string | The business's time zone, IANA or US name, e.g. "America/Chicago", "Pacific". Default America/New_York. Used for daylight-saving weeks and calendar files. |
| week_start | string | First day of the week to schedule, e.g. "2026-10-05". Default: next Monday. Dates pin calendar files and daylight-saving weeks to real hours. |
| assignments | array | The schedule to check, one item per shift with its people, e.g. [{"day":"Fri","start":"16:00","end":"23:00","staff":["Sam"]},{"day":"Sat","start":"07:00","end":"15:00","staff":["Sam"]}]. |
| business_name | string | Optional name printed on the PDF, e.g. "Blue Door Cafe". |
| schedule_file | object | Optional existing schedule the user attached (CSV or .xlsx): a grid with a Name column and day columns (Mon..Sun) holding "07:00-15:00 cook" or "off", or a list with Employee, Day, Start, End, Role columns, e.g. week41.xlsx. |
| allow_overtime | boolean | false (default): nobody is scheduled past overtime_after_hours. true: overtime is allowed when needed for coverage, kept as low as possible, and flagged. |
| min_rest_hours | number | Minimum hours off between two shifts of the same person (the "clopening" rule), default 10, e.g. 8 or 11. 0 only blocks overlaps. |
| max_shifts_per_day | integer | Default shifts per person per day, default 1. Use 2 to allow split shifts (same-day shifts need no rest gap, only no overlap). |
| max_consecutive_days | integer | Most days in a row anyone may work in this week, default 6, e.g. 5. |
| overtime_after_hours | number | Weekly hours after which time counts as overtime, default 40 (US federal FLSA workweek), e.g. 40. 0 turns overtime tracking off. |
{
"type": "object",
"$schema": "http://json-schema.org/draft-07/schema#",
"properties": {
"staff": {
"type": "array",
"items": {
"type": "object",
"required": [
"name"
],
"properties": {
"name": {
"type": "string",
"maxLength": 60,
"description": "Employee name, unique, e.g. \"Ana\" or \"Sam K.\"."
},
"roles": {
"type": "array",
"items": {
"type": "string",
"maxLength": 40
},
"maxItems": 10,
"description": "Roles or skills this person can cover, e.g. [\"cook\", \"cashier\"]. Leave out if they can work any shift."
},
"max_days": {
"type": "integer",
"maximum": 7,
"minimum": 0,
"description": "Most days this person may work this week, e.g. 4."
},
"available": {
"type": "array",
"items": {
"type": "string",
"maxLength": 60
},
"maxItems": 30,
"description": "Only for people who can work ONLY at certain times: the windows they can work, e.g. [\"Mon-Fri after 16:00\", \"Sat\", \"Sun\"]. A shift must fit fully inside a window."
},
"max_hours": {
"type": "number",
"maximum": 168,
"minimum": 0,
"description": "Most hours this person may work this week (a hard limit), e.g. 24 for a part-timer."
},
"min_hours": {
"type": "number",
"maximum": 168,
"minimum": 0,
"description": "Hours this person would like at least this week (a goal, not guaranteed), e.g. 20."
},
"preferred": {
"type": "array",
"items": {
"type": "string",
"maxLength": 60
},
"maxItems": 30,
"description": "Soft wishes, e.g. [\"mornings\"], [\"Sat\", \"Sun\"] or [\"Tue 16:00-22:00\"]. A shift counts as preferred when it starts inside a window."
},
"unavailable": {
"type": "array",
"items": {
"type": "string",
"maxLength": 60
},
"maxItems": 30,
"description": "Times this person cannot work, e.g. [\"Mon\"], [\"Sat before 14:00\", \"Fri 18:00-23:00\", \"2026-10-07\"], [\"weekends\"]. Any overlap blocks the shift."
},
"max_shifts_per_day": {
"type": "integer",
"maximum": 4,
"minimum": 1,
"description": "Shifts this person may work in one day, e.g. 2 to allow a split shift. Default: the max_shifts_per_day rule (1)."
}
}
},
"maxItems": 80,
"description": "Optional staff rules to check against (roles, max hours, unavailable days), same format as generate_shift_schedule, e.g. [{\"name\":\"Sam\",\"unavailable\":[\"Mon\"]}]."
},
"time_zone": {
"type": "string",
"maxLength": 40,
"description": "The business's time zone, IANA or US name, e.g. \"America/Chicago\", \"Pacific\". Default America/New_York. Used for daylight-saving weeks and calendar files."
},
"week_start": {
"type": "string",
"maxLength": 20,
"description": "First day of the week to schedule, e.g. \"2026-10-05\". Default: next Monday. Dates pin calendar files and daylight-saving weeks to real hours."
},
"assignments": {
"type": "array",
"items": {
"type": "object",
"required": [
"day",
"start",
"staff"
],
"properties": {
"day": {
"type": "string",
"maxLength": 40,
"description": "Day of the shift, e.g. \"Mon\" or \"2026-10-05\" (a range like \"Mon-Fri\" repeats it each day)."
},
"end": {
"type": "string",
"maxLength": 20,
"description": "End time, e.g. \"15:00\". At or before the start = ends the next day."
},
"role": {
"type": "string",
"maxLength": 40,
"description": "Role of the shift, e.g. \"cook\"."
},
"staff": {
"type": "array",
"items": {
"type": "string",
"maxLength": 60
},
"maxItems": 30,
"description": "Names of the people on this shift, e.g. [\"Ana\", \"Ben\"]. Empty list = nobody yet."
},
"start": {
"type": "string",
"maxLength": 24,
"description": "Start time, e.g. \"07:00\" or \"7am\" (or a range \"7am-3pm\" with end left out)."
},
"headcount": {
"type": "integer",
"maximum": 30,
"minimum": 0,
"description": "People the shift should have, e.g. 2. Leave out if the listed staff is the target."
}
}
},
"maxItems": 200,
"description": "The schedule to check, one item per shift with its people, e.g. [{\"day\":\"Fri\",\"start\":\"16:00\",\"end\":\"23:00\",\"staff\":[\"Sam\"]},{\"day\":\"Sat\",\"start\":\"07:00\",\"end\":\"15:00\",\"staff\":[\"Sam\"]}]."
},
"business_name": {
"type": "string",
"maxLength": 60,
"description": "Optional name printed on the PDF, e.g. \"Blue Door Cafe\"."
},
"schedule_file": {
"type": "object",
"required": [
"download_url",
"file_id"
],
"properties": {
"file_id": {
"type": "string",
"description": "ChatGPT file id, e.g. file_abc123."
},
"file_name": {
"type": "string",
"description": "Original file name if known, e.g. statement.pdf."
},
"mime_type": {
"type": "string",
"description": "Media type if known, e.g. application/pdf."
},
"download_url": {
"type": "string",
"description": "Temporary download link for the file, supplied by ChatGPT."
}
},
"description": "Optional existing schedule the user attached (CSV or .xlsx): a grid with a Name column and day columns (Mon..Sun) holding \"07:00-15:00 cook\" or \"off\", or a list with Employee, Day, Start, End, Role columns, e.g. week41.xlsx."
},
"allow_overtime": {
"type": "boolean",
"description": "false (default): nobody is scheduled past overtime_after_hours. true: overtime is allowed when needed for coverage, kept as low as possible, and flagged."
},
"min_rest_hours": {
"type": "number",
"maximum": 24,
"minimum": 0,
"description": "Minimum hours off between two shifts of the same person (the \"clopening\" rule), default 10, e.g. 8 or 11. 0 only blocks overlaps."
},
"max_shifts_per_day": {
"type": "integer",
"maximum": 4,
"minimum": 1,
"description": "Default shifts per person per day, default 1. Use 2 to allow split shifts (same-day shifts need no rest gap, only no overlap)."
},
"max_consecutive_days": {
"type": "integer",
"maximum": 7,
"minimum": 1,
"description": "Most days in a row anyone may work in this week, default 6, e.g. 5."
},
"overtime_after_hours": {
"type": "number",
"maximum": 168,
"minimum": 0,
"description": "Weekly hours after which time counts as overtime, default 40 (US federal FLSA workweek), e.g. 40. 0 turns overtime tracking off."
}
}
}Use this when the user wants an employee schedule maker or work schedule maker: build a weekly staff or shift schedule for a restaurant, cafe, retail store, clinic front desk or similar from staff names, roles or skills, availability (days or times people cannot work), min/max hours, and the shifts to cover with headcount, e.g. "make a weekly schedule for 6 employees", "need 2 people on each shift, nobody over 40 hours", "make a rotating schedule so weekends are fair", "who should close on friday", "Sam cannot work Mondays". Accepts typed lists or an attached availability CSV/XLSX. A deterministic solver checks each hard rule (roles, availability, max hours, overtime cap, minimum rest between shifts, shifts per day, consecutive days), balances weekend and closing shifts, and when coverage is impossible returns each open shift with the binding reason. Returns hours per person, overtime flags, fairness ranges, and a printable PDF, Excel file and per-employee calendar (.ics) files. Overnight shifts and daylight-saving weeks are counted in real elapsed hours. Does not post schedules, message staff, track clock-ins or run payroll. Do not use for job searches or for checking a schedule the user already made (use check_schedule).
| Argument | Type | Description |
|---|---|---|
| staff | array | The team, one item per person (up to 80), e.g. [{"name":"Ana","roles":["cook"],"max_hours":40,"unavailable":["Sun"]}]. Can be combined with staff_file. |
| shifts | array | Shifts to cover, e.g. [{"day":"Mon-Fri","start":"07:00","end":"15:00","role":"cook","headcount":2}]. Required unless the attached .xlsx has a Shifts sheet. |
| time_zone | string | The business's time zone, IANA or US name, e.g. "America/Chicago", "Pacific". Default America/New_York. Used for daylight-saving weeks and calendar files. |
| staff_file | object | Optional staff availability spreadsheet the user attached (CSV or Excel .xlsx), e.g. availability.xlsx: a Name column plus Role, Max hours, Min hours, Unavailable, Preferred, and/or day columns (Mon..Sun) holding "off", "9-15" or blank for any time. An .xlsx may also hold a Shifts sheet (Day, Start, End, Role, Headcount). |
| week_start | string | First day of the week to schedule, e.g. "2026-10-05". Default: next Monday. Dates pin calendar files and daylight-saving weeks to real hours. |
| business_name | string | Optional name printed on the PDF, e.g. "Blue Door Cafe". |
| allow_overtime | boolean | false (default): nobody is scheduled past overtime_after_hours. true: overtime is allowed when needed for coverage, kept as low as possible, and flagged. |
| min_rest_hours | number | Minimum hours off between two shifts of the same person (the "clopening" rule), default 10, e.g. 8 or 11. 0 only blocks overlaps. |
| max_shifts_per_day | integer | Default shifts per person per day, default 1. Use 2 to allow split shifts (same-day shifts need no rest gap, only no overlap). |
| max_consecutive_days | integer | Most days in a row anyone may work in this week, default 6, e.g. 5. |
| overtime_after_hours | number | Weekly hours after which time counts as overtime, default 40 (US federal FLSA workweek), e.g. 40. 0 turns overtime tracking off. |
{
"type": "object",
"$schema": "http://json-schema.org/draft-07/schema#",
"properties": {
"staff": {
"type": "array",
"items": {
"type": "object",
"required": [
"name"
],
"properties": {
"name": {
"type": "string",
"maxLength": 60,
"description": "Employee name, unique, e.g. \"Ana\" or \"Sam K.\"."
},
"roles": {
"type": "array",
"items": {
"type": "string",
"maxLength": 40
},
"maxItems": 10,
"description": "Roles or skills this person can cover, e.g. [\"cook\", \"cashier\"]. Leave out if they can work any shift."
},
"max_days": {
"type": "integer",
"maximum": 7,
"minimum": 0,
"description": "Most days this person may work this week, e.g. 4."
},
"available": {
"type": "array",
"items": {
"type": "string",
"maxLength": 60
},
"maxItems": 30,
"description": "Only for people who can work ONLY at certain times: the windows they can work, e.g. [\"Mon-Fri after 16:00\", \"Sat\", \"Sun\"]. A shift must fit fully inside a window."
},
"max_hours": {
"type": "number",
"maximum": 168,
"minimum": 0,
"description": "Most hours this person may work this week (a hard limit), e.g. 24 for a part-timer."
},
"min_hours": {
"type": "number",
"maximum": 168,
"minimum": 0,
"description": "Hours this person would like at least this week (a goal, not guaranteed), e.g. 20."
},
"preferred": {
"type": "array",
"items": {
"type": "string",
"maxLength": 60
},
"maxItems": 30,
"description": "Soft wishes, e.g. [\"mornings\"], [\"Sat\", \"Sun\"] or [\"Tue 16:00-22:00\"]. A shift counts as preferred when it starts inside a window."
},
"unavailable": {
"type": "array",
"items": {
"type": "string",
"maxLength": 60
},
"maxItems": 30,
"description": "Times this person cannot work, e.g. [\"Mon\"], [\"Sat before 14:00\", \"Fri 18:00-23:00\", \"2026-10-07\"], [\"weekends\"]. Any overlap blocks the shift."
},
"max_shifts_per_day": {
"type": "integer",
"maximum": 4,
"minimum": 1,
"description": "Shifts this person may work in one day, e.g. 2 to allow a split shift. Default: the max_shifts_per_day rule (1)."
}
}
},
"maxItems": 80,
"description": "The team, one item per person (up to 80), e.g. [{\"name\":\"Ana\",\"roles\":[\"cook\"],\"max_hours\":40,\"unavailable\":[\"Sun\"]}]. Can be combined with staff_file."
},
"shifts": {
"type": "array",
"items": {
"type": "object",
"required": [
"day",
"start"
],
"properties": {
"day": {
"type": "string",
"maxLength": 40,
"description": "Day or days this shift runs: \"Mon\", \"Mon-Fri\", \"weekdays\", \"weekends\", \"daily\", \"Fri, Sat\", or a date \"2026-10-09\"."
},
"end": {
"type": "string",
"maxLength": 20,
"description": "End time, e.g. \"15:00\" or \"3pm\". An end at or before the start means the shift ends the next day (22:00-06:00)."
},
"role": {
"type": "string",
"maxLength": 40,
"description": "Role this shift needs, e.g. \"cook\". Leave out if anyone can work it."
},
"label": {
"type": "string",
"maxLength": 40,
"description": "Optional shift name, e.g. \"Open\", \"Close\", \"Lunch rush\"."
},
"start": {
"type": "string",
"maxLength": 24,
"description": "Start time, e.g. \"07:00\", \"7am\" or \"15:30\". A whole range like \"7am-3pm\" also works if end is left out."
},
"headcount": {
"type": "integer",
"maximum": 30,
"minimum": 0,
"description": "People needed on this shift at the same time, default 1, e.g. 2."
}
}
},
"maxItems": 150,
"description": "Shifts to cover, e.g. [{\"day\":\"Mon-Fri\",\"start\":\"07:00\",\"end\":\"15:00\",\"role\":\"cook\",\"headcount\":2}]. Required unless the attached .xlsx has a Shifts sheet."
},
"time_zone": {
"type": "string",
"maxLength": 40,
"description": "The business's time zone, IANA or US name, e.g. \"America/Chicago\", \"Pacific\". Default America/New_York. Used for daylight-saving weeks and calendar files."
},
"staff_file": {
"type": "object",
"required": [
"download_url",
"file_id"
],
"properties": {
"file_id": {
"type": "string",
"description": "ChatGPT file id, e.g. file_abc123."
},
"file_name": {
"type": "string",
"description": "Original file name if known, e.g. statement.pdf."
},
"mime_type": {
"type": "string",
"description": "Media type if known, e.g. application/pdf."
},
"download_url": {
"type": "string",
"description": "Temporary download link for the file, supplied by ChatGPT."
}
},
"description": "Optional staff availability spreadsheet the user attached (CSV or Excel .xlsx), e.g. availability.xlsx: a Name column plus Role, Max hours, Min hours, Unavailable, Preferred, and/or day columns (Mon..Sun) holding \"off\", \"9-15\" or blank for any time. An .xlsx may also hold a Shifts sheet (Day, Start, End, Role, Headcount)."
},
"week_start": {
"type": "string",
"maxLength": 20,
"description": "First day of the week to schedule, e.g. \"2026-10-05\". Default: next Monday. Dates pin calendar files and daylight-saving weeks to real hours."
},
"business_name": {
"type": "string",
"maxLength": 60,
"description": "Optional name printed on the PDF, e.g. \"Blue Door Cafe\"."
},
"allow_overtime": {
"type": "boolean",
"description": "false (default): nobody is scheduled past overtime_after_hours. true: overtime is allowed when needed for coverage, kept as low as possible, and flagged."
},
"min_rest_hours": {
"type": "number",
"maximum": 24,
"minimum": 0,
"description": "Minimum hours off between two shifts of the same person (the \"clopening\" rule), default 10, e.g. 8 or 11. 0 only blocks overlaps."
},
"max_shifts_per_day": {
"type": "integer",
"maximum": 4,
"minimum": 1,
"description": "Default shifts per person per day, default 1. Use 2 to allow split shifts (same-day shifts need no rest gap, only no overlap)."
},
"max_consecutive_days": {
"type": "integer",
"maximum": 7,
"minimum": 1,
"description": "Most days in a row anyone may work in this week, default 6, e.g. 5."
},
"overtime_after_hours": {
"type": "number",
"maximum": 168,
"minimum": 0,
"description": "Weekly hours after which time counts as overtime, default 40 (US federal FLSA workweek), e.g. 40. 0 turns overtime tracking off."
}
}
}