WhenShift conceptual design storyboards

Object map

• Account (the employer; the tenant)
  • Positions, with a wage per staff member per position
  • Pay calendar → pay periods
  • Staff members: role, permissions, availability, time off and balances, documents → qualifications with expiry, onboarding paperwork, accruals, calendar feed
    • Timesheets: one per pay period, built from punches across locations, a punch with no scheduled shift included
  • Conversations and announcements
  • Job posts → applicants → invites
  • API keys and webhooks
  • Locations (own premises, or a client's premises for cleaning and security)
    • Jurisdiction rules, holiday calendar, geofence, kiosk devices, clock settings
    • Labour budget, sales by day, tip pools and tip-out rules
    • Departments (one, unnamed, until the owner adds more)
      • Repeating patterns of one or more weeks; templates
      • Schedule weeks
        • Shifts: position, staff member or open, required qualification, tasks and checklist
          • Punches and breaks with attestation, declared tips

A staff member signs in with a worker account: the person's own, outside every tenant, one for every employer the person works for.

Core journeys

1. First hour: the owner clicks an ad, signs up, adds staff and publishes the first week.
2. Worker joins: a worker opens a text link, signs in and sets availability, with nothing installed.
3. Weekly build: the manager approves requests, builds next week against budget and warnings, and publishes.
4. Cover during the week: a worker drops a shift, a co-worker claims it and the manager approves.
5. The shift: workers clock in, the shift lead handles a call-out, and the night's punches close out.
6. Pay period close: the manager fixes punches, approves timesheets and exports hours to payroll.
7. Switching: the owner imports staff and history from the old app and runs a first clean pay period.
8. Hiring: a job post brings applicants, the manager invites one, and the new hire joins the next build.
9. Trial end: the owner pays for each location or moves to Free, picks the location that stays free, and paying turns the rest back on.
10. Leaving: the owner cancels in one click, then closes the account and exports every record before it is deleted.
11. Labour against sales: the owner sets a target and sales, the manager builds against forecast labour, and the shift lead sends someone home.